How to Write a Professional Quotation for a Client
Turn a customer request into a clear quotation with defined scope, pricing, validity, assumptions and an obvious path to approval.
Introduction
A quotation is where expectations become specific. A strong quote helps a customer compare value and gives you a stable reference when the work begins. A weak quote leaves price, scope and timing open to interpretation.
Restate the customer’s outcome
Open with a short scope description in the customer’s language. For example: “Supply and install two office air conditioners at the Westlands branch” is clearer than “AC services”. Confirm location, quantity, deliverables and the person requesting the work.
Break the price into useful line items
Group materials, labour, delivery and optional items logically. Show quantity, unit rate, discount and tax treatment. Do not split the quote into meaningless fragments, but give enough detail for the customer to understand what changes the price.
Name exclusions and assumptions
State what is not included when it could reasonably be expected: electrical rewiring, travel beyond a defined area, source files, permits or after-hours work. Record assumptions such as customer-provided access, measurements or content. This is not defensive wording; it is shared clarity.
Add validity and delivery timing
Use a valid-until date when supplier prices, exchange rates or availability can change. Separate quotation validity from estimated completion time. If the schedule begins only after a deposit or written approval, say so.
Define approval and payment milestones
Explain what counts as acceptance and how the customer should respond. For larger work, show deposit, milestone and final-payment percentages with the event that triggers each payment. Keep the quote number in later job cards and invoices.
Review the quotation as the customer
Can the customer see the full total, currency, tax, scope, deadline and next action without calling you? If yes, export a clean PDF and send it with a brief message that identifies the quote number and validity date.