Quotation Terms and Conditions: Examples to Copy

Imagine a customer accepts your quote, you order materials, and two weeks later they cancel and ask for the deposit back. Whether you keep it depends almost entirely on what your quotation terms and conditions said. Good terms set out what is included, how and when the customer pays, what happens if the scope changes, and how either side can cancel, all before anyone commits.

Below are copy-ready quotation terms and conditions examples, grouped by clause, followed by versions for construction, web design, catering and product supply. Adapt them to your business. This is general information, not legal advice; for high-value contracts, have your standard terms reviewed by a lawyer.

Where terms go on a quotation

Put the four terms customers care about most (validity, total price, deposit and payment schedule) on the first page near the total. Put the rest in a "Terms and conditions" section at the end or on an attached page, and reference it: "This quotation is subject to the terms and conditions below." Our quotation format guide shows a complete layout.

Quotation terms and conditions examples, clause by clause

1. Validity

"This quotation is valid for 30 days from the date of issue, until 12 December 2026. After this date prices may be revised."

Choosing the right number of days is covered in our guide to the quotation validity period.

2. Scope of work

"This quotation covers only the items listed above. Any work or materials not listed are excluded and will be quoted separately."

3. Exclusions

"Exclusions: removal of hazardous materials, structural alterations, planning or permit fees, redecoration after electrical work, and making good beyond the immediate work area."

Exclusions prevent most scope disputes. List the things customers commonly assume are included.

4. Prices and tax

• "All prices are in GBP and exclude VAT, which will be added at the prevailing rate."
• "Prices include GST at 10%."
• "Prices are based on the quantities stated. If actual quantities differ, the final invoice will be adjusted at the unit rates shown."

5. Deposit and payment terms

• "A deposit of 30% is payable on acceptance. Work will be scheduled once the deposit is received."
• "Stage payments: 30% on acceptance, 40% on completion of first fix, 30% on completion."
• "Invoices are payable within 14 days of the invoice date by bank transfer."
• "Late payments may incur interest as permitted by law."

Once accepted, the deposit is billed with a separate invoice; see our guide to the deposit invoice for the layout and wording.

6. Variations and extra work

"Any changes to the scope requested after acceptance will be confirmed in writing with a price before the work is carried out. Additional work will be charged at £45 per hour plus materials at cost plus 15%."

7. Timeline

"Estimated start date: week commencing 18 January 2027, subject to receipt of the deposit and weather conditions. Completion is estimated at 10 working days. Dates are estimates and not guaranteed unless agreed in writing."

8. Client responsibilities

"The client will provide access to the property between 8am and 5pm, a power supply and parking for one vehicle. Delays caused by lack of access may be charged."

9. Delivery (for goods)

"Delivery within 5–7 working days of order to the address stated. Delivery charges are shown separately. Risk passes to the buyer on delivery; ownership passes on full payment."

10. Warranty

"Workmanship is guaranteed for 12 months from completion. Manufacturer warranties apply to supplied products. The guarantee does not cover damage caused by misuse, accident or alteration by others."

11. Cancellation

"If the client cancels after acceptance, the deposit is non-refundable to the extent it covers materials ordered and time reserved. Cancellations within 7 days of the start date will be charged at 25% of the quoted price."

Cancellation fees must be reasonable and must respect consumer rights. In the UK, many contracts made away from business premises or at a distance with consumers carry a 14-day cancellation right under the Consumer Contracts Regulations 2013. In the US, the FTC's Cooling-Off Rule gives buyers three business days to cancel certain sales made at their home of $25 or more, or at temporary locations of $130 or more. Your terms cannot remove these rights.

12. Acceptance

"To accept this quotation, sign and return it, or confirm by email quoting reference QT-2026-0112. Acceptance confirms agreement to these terms."

13. Intellectual property (creative and digital work)

"Copyright in final deliverables transfers to the client on payment in full. We retain the right to show the work in our portfolio unless agreed otherwise. Draft concepts not selected remain our property."

14. Limitation of liability

"Our total liability under this agreement is limited to the value of the quotation, except where the law does not allow liability to be limited."

Industry versions you can copy

Construction and trades

• "This quotation is based on a site visit on 5 November 2026. Hidden defects found after work starts (for example rotten joists or asbestos) will be quoted as a variation."
• "Skip hire and waste removal are included up to one 8-yard skip."
• "Payment: 25% deposit, balance on completion within 7 days."

Full layouts are in our construction quotation format guide.

Web design and software

• "Includes design and build of up to 6 pages and 2 rounds of revisions per page. Further revisions are charged at $75 per hour."
• "The client supplies all text and images by 1 December 2026. Delays in content push the launch date back by the same period."
• "Hosting, domain registration and third-party licences are not included."
• "Payment: 50% on acceptance, 50% before launch."

See our web design quotation template for a complete example.

Catering and events

• "Prices are per head for a minimum of 50 guests. Final numbers must be confirmed 7 days before the event; you will be charged for the confirmed number or actual attendance, whichever is higher."
• "Date secured on receipt of a 30% deposit."
• "Menu prices may change if the event is moved to a date more than 60 days later."

Product supply and wholesale

• "Minimum order quantity: 200 units per SKU."
• "Prices are ex-works; freight and insurance will be quoted separately."
• "Payment 30 days from invoice date for approved accounts; proforma payment for new customers."
• "Goods remain our property until paid for in full."

A short-form set of terms for small jobs

Not every quote needs 14 clauses. For a small, low-risk job, five lines often do the work:

1. "This quotation is valid for 30 days, until [date]."
2. "Price covers the items listed only; anything else will be quoted separately."
3. "Prices exclude VAT / sales tax, which will be added at the applicable rate."
4. "Payment due within 7 days of completion by bank transfer."
5. "Reply to this email or sign below to accept."

Add deposit and cancellation clauses once the job involves ordering materials or reserving dates.

How to get terms accepted (and prove it)

Terms only help if you can show the customer agreed to them. Practical ways to do that:

• Signature block on the quote: name, signature, date and "I accept the quotation and terms above."
• Email acceptance that quotes the quotation number. Save the email with the job file.
• Deposit payment referencing the quote, combined with a statement that payment of the deposit confirms acceptance.
• Online acceptance through a link or e-signature tool, which records the date and time.

Whichever you use, keep a copy of the exact version the customer accepted, including the terms page.

Quotation terms vs invoice terms

Quotation terms set expectations before work starts; invoice terms remind the customer how to pay what they already agreed to. They should match: if the quote said "balance within 14 days of completion", the final invoice should say "Payment due within 14 days" and give the actual date. Our guide to invoice terms and conditions covers the invoice side. For bigger engagements, a full freelance contract can sit behind the quote.

Mistakes to avoid

• Pasting 3 pages of generic legal text. Customers skim it, and terms that do not fit your business can be unenforceable or confusing.
• Terms that appear only on the invoice. Customers must see them before accepting.
• Vague exclusions like "extras not included". Name them.
• Unreasonable cancellation fees that exceed your real losses, which consumer law may not allow.
• No acceptance method. Say how acceptance happens and keep the evidence.

When the quote is accepted, create the matching deposit or final invoice in our free invoice generator and paste your payment terms into the notes field. There is nothing to sign up for, and the invoice saves as a PDF.