Quotation Format: Free Sample for Word and Excel

Quick answer: A quotation format is a fixed layout for offering a price before work starts. It shows your business details, the title "Quotation", a quote number, the issue date and a valid-until date, the customer's details, an itemised table of quantities, rates and amounts, tax, the total, your terms (payment, delivery, exclusions) and how the customer accepts the quote.

Customers compare quotations side by side, so a clean, consistent quotation format makes yours easier to approve. This guide walks through each field, gives a full quotation sample with VAT, and shows how to build the same quotation format in Word or Excel. When the customer says yes, you can turn the agreed figures into a proper invoice in our free invoice generator.

What is a quotation and when do you send one?

A quotation (often shortened to "quote") is a written offer to supply goods or services at a stated price, for a stated period. It is common in trading, construction, fit-outs, IT hardware, printing, events and any B2B purchase where the buyer's finance team needs a figure before raising a purchase order.

In India, Pakistan and the UAE in particular, corporate and government buyers often ask for two or three competing quotations before they approve a purchase. A quotation that is missing a validity date, a tax line or a clear scope is usually the first one to be set aside.

A quotation is not a request for payment. That is the job of the invoice you issue later. If you are unsure which document fits, our explainer on invoice vs quotation covers the difference in detail, and invoice vs estimate explains when an estimate is the safer choice.

Standard quotation format: the fields to include

There is no single legal quotation format, but buyers expect these fields. Leave any of them out and you invite questions or delays.

Field	What to enter	Why it matters
Business header	Legal name, address, phone, email, logo	Identifies the supplier for the buyer's vendor records
Document title	"Quotation" (or "Quote")	Stops the buyer treating it as an invoice
Quote number	Unique, e.g. QT-2026-045	Lets the buyer reference it on their purchase order
Date and valid-until date	e.g. 23 Oct 2026, valid until 22 Nov 2026	Protects you if costs rise later
Customer details	Company name, contact person, address	Shows who the offer is addressed to
Tax registration	TRN, NTN/STRN or GSTIN where registered	Buyers often need it to approve a supplier
Item table	Description, quantity, unit, rate, amount	The heart of the quote; makes comparison easy
Subtotal, tax and total	Tax rate and amount on separate lines	Removes doubt about whether prices include tax
Terms	Payment terms, advance, delivery time, warranty, exclusions	Sets the conditions the price depends on
Acceptance	Signature line, or "accept by PO quoting QT-2026-045"	Makes it clear how the offer becomes an order

Number quotes in their own series (QT-) so they never clash with invoice numbers. Our number generator can produce a consistent prefix-year-sequence format for either.

Quotation sample with VAT (worked example)

Here is a quotation sample from a Dubai office-furniture supplier to a new client. UAE VAT is charged at 5% on this supply, and prices are in AED.

Quotation QT-2026-045 · Date: 23 October 2026 · Valid until: 22 November 2026
To: Harbour Logistics LLC, Attn: Procurement Manager

#	Description	Qty	Rate (AED)	Amount (AED)
1	Ergonomic office chair, mesh back, black	6	450.00	2,700.00
2	Workstation desk 140 × 70 cm, white oak finish	3	1,200.00	3,600.00
3	Delivery and on-site assembly (Dubai)	1	350.00	350.00
Subtotal				6,650.00
VAT 5%				332.50
Total				6,982.50

The maths: 6 × 450 = 2,700; 3 × 1,200 = 3,600; plus 350 gives a subtotal of 6,650. VAT at 5% is 332.50, so the total is 6,982.50.

Terms on this quotation:

• 50% advance (AED 3,491.25) with the purchase order; balance on delivery.
• Delivery within 10 working days of the advance.
• Prices are valid until 22 November 2026 and assume ground-floor or lift access.
• Warranty: 2 years on chair mechanisms and desk frames.
• To accept, send a purchase order quoting QT-2026-045.

If you are quoting in the UAE, our UAE VAT invoice requirements guide explains what the follow-up tax invoice must show. For Pakistan, see the sales tax invoice guide, which covers NTN and STRN.

How to make a quotation format in Word

Word is the most common tool for quotations because it is easy to send as a document or PDF. A simple build:

1. Set up the header. Insert your logo on the left and your business name, address and tax number on the right. Use Insert > Header so it repeats on every page of long quotes.
2. Add the title block. Type "QUOTATION" in a large heading, then a small two-column table for quote number, date, valid-until date and your reference.
3. Add the customer block. A two-column table works well: "Quotation for" on the left, project or site address on the right.
4. Insert the item table. Five columns: #, Description, Qty, Rate, Amount. Leave a few blank rows and add Subtotal, Tax and Total rows at the bottom.
5. Write terms and acceptance. Short bullet points, followed by a signature and date line for the customer.
6. Save as a template. File > Save As > Word Template (.dotx) so every new quote starts clean.

The weakness of Word is arithmetic. Table formulas exist (Layout > Formula, e.g. =SUM(ABOVE)) but they do not update until you refresh the fields, so it is easy to send a total that does not match the rows. Many people do the sums in Excel and paste the result. Our guide to making an invoice in Word uses the same layout ideas if you later want a matching invoice.

How to make a quotation format in Excel

Excel is the better choice when quotes have many lines or change often, because the totals recalculate as you edit. Lay it out like this:

• Rows 1–8: your header, the word Quotation, quote number, dates and the customer's details.
• Row 10: column headings in A to E: #, Description, Qty, Rate, Amount.
• Rows 11–30: item lines. In E11 enter =C11*D11 and copy down.
• Subtotal (E32): =SUM(E11:E30)
• Tax rate in D33 (e.g. 5%) and tax amount in E33: =ROUND(E32*D33,2)
• Total (E34): =E32+E33

Format the rate and amount columns as currency, set the print area to A1:E45, and choose Page Layout > Fit to 1 page wide so the PDF does not split mid-table. Save it as an Excel template (.xltx). Our Excel invoice guide covers the same formulas, plus drop-down lists for items you quote often.

Quotation format by country: what buyers expect

India

Business buyers usually expect your GSTIN, the HSN or SAC code for each item, and the GST rate shown per line. A quote is not a tax document, but showing GST the way the eventual tax invoice will show it avoids surprises. See our GST invoice guide for the invoice fields.

Pakistan

Companies and government departments often ask for your NTN and, if registered for sales tax, your STRN on the quotation itself, plus a statement of whether prices include sales tax and withholding. Write "Prices inclusive of GST" or "exclusive of GST" beside the total. Our Pakistan invoice generator has NTN and STRN fields ready for the invoice stage.

UAE and the wider Gulf

Show your TRN, quote in AED (or state the currency clearly), and show VAT on its own line. Many buyers also want delivery terms and the warranty period stated on the quote.

Common mistakes that cost you the order

• No validity date. A customer can come back months later expecting the old price.
• Vague descriptions. "Supply of chairs" invites a cheaper competitor to match a lower spec. Name model, size, finish and brand.
• Tax left unclear. If the buyer cannot tell whether VAT or GST is included, they will assume it is.
• Exclusions missing. Say what is not included: civil work, permits, parking fees, after-hours labour.
• Totals that do not add up. One arithmetic error makes a buyer doubt everything else on the page.

From accepted quotation to invoice

Once the customer accepts, you usually issue one of three documents: an advance or deposit invoice for the upfront percentage, a proforma invoice if the buyer needs one for internal approval or import, or the final tax invoice on delivery. Copy the quotation's line items exactly and put the customer's PO number and your quote number on the invoice so their accounts team can match the three documents.

A note on our tool: the generator produces invoices only, and the document heading is fixed as "Invoice", so it is not designed for drafting quotations. Keep your quotation in Word or Excel, then open the UAE invoice generator (or the version for your country), enter the accepted lines, the PO number and your tax details, and download the invoice as a PDF.