Writing Quotations Template: Structure and Samples
Quotation template with structure, components and practical guidance. Reduces errors, saves time and looks professional.
Updated: October 6, 2026
Quote writing template: Structure, examples and practical guide
A quote writing template is a ready-made document that sets out the essential components of a quote in a structured way: header details, description of services, price, validity period and contact details.
Short answer: A quote template reduces sources of error, creates consistency and allows self-employed people to write quotes quickly and in a structured way, without formatting from scratch every time. The most important components are a unique quote number, a specific description of services, transparent pricing, a clear validity period and legal clarity as to whether the quote is binding or non-binding.
Components of a complete quote
A professional quote follows a clear structure. Each component serves a purpose.
Header details and quote number
The quote header contains the company's name and contact details, the date of issue and a unique quote number. The quote number makes it possible to identify and track the quote unambiguously later on. It should be numbered sequentially (e.g. AG-2025-001, AG-2025-002). The header also contains the customer's details: name, address and contact person.
Description and scope of services
The description of services explains exactly what is being offered. It should be precise enough that the customer has no open questions. Vague wording such as "consulting" is insufficient. Better: "Strategic consulting to optimise your social media presence, duration 5 hours, including analysis and recommendations for action." The description of services shows the customer that you have understood their enquiry.
Pricing and payment terms
The pricing must be transparent and easy to follow. It should state whether it is an hourly rate, a flat fee or a project price. If several services are offered, they should be listed individually. The payment terms clarify when and how payment is to be made (e.g. "50% deposit, 50% on completion" or "payment within 14 days of invoicing").
Validity period and commitment
The validity period sets out how long the quote is valid. 2–4 weeks is typical. After this period has expired, the price or availability may change. A clear validity period creates commitment and prevents customers from accepting a quote months later and insisting on the old price.
Contact details and signature
At the end of the quote, the company's contact details should be clearly visible: telephone number, email address and, where applicable, website. A handwritten or digital signature underlines the binding nature of the quote.
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Checklist: What belongs in every quote
Before a quote is sent, you should go through these points. The checklist covers all the necessary elements and helps you spot common mistakes before the customer notices them.
| Component | Check question | Status |
|---|---|---|
| Header details | Are the company name, logo, address and contact details complete and up to date? | ☐ |
| Quote number | Does the quote have a unique, sequential number? | ☐ |
| Date of issue | Has the date been entered correctly? | ☐ |
| Customer details | Are the customer's name, address and contact person correct? | ☐ |
| Description of services | Is the service described specifically, clearly and completely? | ☐ |
| Scope and quantity | Are the scope, quantity, duration or number of services clearly stated? | ☐ |
| Pricing | Is the price transparent, easy to follow and correctly calculated? | ☐ |
| Currency | Is the currency stated (EUR, CHF, etc.)? | ☐ |
| Payment terms | Are the payment deadline, deposit and payment method defined? | ☐ |
| Validity period | Is it clearly stated until when the quote is valid? | ☐ |
| Legal clarity | Is it made clear whether the quote is binding or non-binding? | ☐ |
| Contact details | Are telephone, email and, where applicable, website listed at the end of the quote? | ☐ |
| Signature | Has the quote been signed (by hand or digitally)? | ☐ |
Go through this checklist before sending. Every point should be ticked off. If an element is missing, this can lead to misunderstandings.
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Difference: Binding and non-binding quotes
Not every quote has the same legal effect. A non-binding quote is an enquiry; a binding quote is an offer to enter into a contract. You should consciously choose which type you send and make this clear in the quote.
When is a quote binding?
A binding quote is an offer to enter into a contract in which you declare that you are bound by the stated terms. If the customer accepts the quote, a contract is formed. A binding quote makes sense if you want to be sure that the customer does not later negotiate a different service or a different price. However, you then also have to deliver if the customer accepts – you cannot simply withdraw the quote.
When is a quote non-binding?
A non-binding quote is an enquiry or a proposal. You do not declare that you are bound. The quote is a basis for negotiation. If the customer "accepts" the non-binding quote, no contract is formed yet – rather, it is a request for you to make a binding offer or for both sides to continue negotiating. Non-binding quotes are more flexible, but also less clear.
How do I signal the type of quote?
The type of quote should be clearly stated in the document. Examples: - Binding: "This quote is binding and valid until [date]." - Non-binding: "This quote is non-binding and serves as a basis for further negotiations."
Without a clear statement, misunderstandings can arise.
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Practical tips for persuasive quotes
A correctly structured template is the foundation. Beyond that, there are proven practices that make a quote more persuasive.
Refer to the customer's specific enquiry
A generic quote comes across as impersonal. It is better to refer to the customer's specific enquiry: "Based on your enquiry of 15 January regarding the redesign of your website, we offer the following services…" This shows that you have read and understood the enquiry.
Describe the benefit, not just the service
Customers are not primarily interested in the service, but in the benefit. Instead of "Creation of a social media strategy", better: "Creation of a social media strategy to increase your reach and generate more leads." This makes the quote more attractive.
Avoid unnecessary complexity
A quote should be understandable, even for customers without specialist knowledge. Avoid jargon and complex wording. Short sentences and a clear structure are better than long, convoluted sentences.
Set realistic deadlines
The validity period should be realistic. One week is often too short; four weeks is typical. A period that is too short comes across as pressuring, while one that is too long comes across as non-committal.
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Using a template in Word, Excel or software
You can choose between different formats: Word templates are flexible and easy to adapt, Excel templates allow calculations, and office software automates the entire process.
Word template: Flexibility and easy customisation
A Word template is quick to create and easy to adapt. You can change the text, colours and layout as you wish. Word templates are free and require no additional software. The downside: calculations have to be done manually, and there is no automatic tracking. Word templates are suitable for self-employed people who write few quotes per month and need a high degree of flexibility.
Excel template: Calculations and overviews
An Excel template allows prices to be calculated automatically. If you offer several services at different prices, Excel can calculate the total automatically. Excel templates are suitable for self-employed people with regular, similar quotes. The downside: formatting is limited, and tracking of quotes is not automated.
Office software: Automation and tracking
Specialised office software automates the entire process: quotes are created with sequential numbers, prices are calculated automatically, and the software tracks which quotes have been accepted or rejected. (specialised office software automates) The software stores all quotes centrally and allows you to manage customer and project data. (manage and track centrally) Office software is suitable for self-employed people and small teams who write quotes regularly and want to keep an overview of their business.
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FAQ
What is the best way to write a quote? Use a template with all the necessary components (header details, description of services, pricing, validity period). Refer to the customer's specific enquiry, describe the benefit rather than just the service, and make it clear whether the quote is binding or non-binding.
What is an example of a good quote? A good quote contains: quote number and date, customer details, a specific description of services (e.g. "Web design for homepage including 5 rounds of revisions"), transparent pricing, payment terms, validity period and contact details. Example: "This quote is binding until 15 February 2025."
How do I write a quote as a small business owner (Kleinunternehmer)? Use a standardised template to save time. Make sure that all header details, the service and the price are correct. Make it clear whether the quote is binding. Send the quote by email or post and make a note of when you sent it.
How do I create a sample quote? Create a template in Word or Excel with the necessary components: header (company name, logo, contact details), customer details, description of services, pricing, payment terms, validity period and signature. Save the template and use it for all future quotes.
Further reading
Frequently asked questions
What is the best way to write a quote?
Use a template with all the necessary components (header details, description of services, pricing, validity period). Refer to the customer's specific enquiry, describe the benefit rather than just the service, and make it clear whether the quote is binding or non-binding.
What is an example of a good quote?
A good quote contains: quote number and date, customer details, a specific description of services (e.g. "Web design for homepage including 5 rounds of revisions"), transparent pricing, payment terms, validity period and contact details. Example: "This quote is binding until 15 February 2025."
How do I write a quote as a small business owner (Kleinunternehmer)?
Use a standardised template to save time. Make sure that all header details, the service and the price are correct. Make it clear whether the quote is binding. Send the quote by email or post and make a note of when you sent it.
How do I create a sample quote?
Create a template in Word or Excel with the necessary components: header (company name, logo, contact details), customer details, description of services, pricing, payment terms, validity period and signature. Save the template and use it for all future quotes.