This page gives you a standard business quotation format used across India and internationally: quotation number, date, validity period, itemized rates with quantity, GST, and commercial terms — filled in online and downloaded as a PDF.
Each line is quantity × rate, tax is shown separately at the rate you set, and the validity and payment terms sit at the bottom. The prefilled GST rate is only an editable example; verify the treatment for the actual goods or services.
Standard quotation format — the required elements
A complete quotation contains: your company details (with GSTIN if registered), the buyer’s details, a unique quotation number and date, a validity period, itemized descriptions with HSN/SAC codes where applicable, quantity, unit rate, taxable value, GST rate and amount, grand total, and commercial terms — delivery time, payment terms, freight, and warranty.
Purchase teams reject vague quotations. “Supply of 10 × 2HP submersible pumps, HSN 8413, ₹15,000 each” will clear a procurement desk; “pumps and fitting work” will come back with questions. Put delivery lead time and freight responsibility in the notes — they are the two most disputed terms.
GST on quotations
A quotation is not a tax document — GST becomes chargeable on the invoice, not the quote. But quoting tax-exclusive prices and surprising the buyer at billing is the fastest way to lose repeat orders, so show GST at the applicable rate on the quotation exactly as it will appear on the tax invoice.
If items attract different GST rates, split them across lines and note the rate per line in the description (“@12%”, “@18%”). Rates change with council notifications — verify the current rate for your HSN/SAC before quoting long-validity work.
Download this document in an editable format
Use the generator above, then choose Word or Excel in the download menu. The file is created locally from the current document.
Frequently asked questions
What is the difference between a quotation and a proforma invoice?
A quotation opens a negotiation; a proforma invoice confirms an agreed sale before the tax invoice exists — often used for advance payment or import paperwork. Buyers ask for a proforma after they accept your quotation.
Should a quotation include GST?
Show it, clearly separated: taxable value, GST rate, GST amount, grand total. GST is only *charged* on the invoice, but quoting without it misleads the buyer’s budget and slows approval.
How long should a quotation stay valid?
15–30 days is standard in India. For commodity-linked pricing, 7 days with “subject to reconfirmation” is accepted practice. After expiry, re-issue with a new number rather than extending informally.
Can I use this format for services?
Yes — describe the service and add the verified SAC code where applicable. The prefilled tax rate is an example; confirm the current classification and rate before sending the quotation.