A quotation tells a customer exactly what a job will cost before they agree to it. A good one lists the work, the prices, what is not included and how long the price is valid, so the customer can say yes without a phone call. You can fill in the template below and download a PDF for free with the online quotation generator, with no sign-up.
- The word “Quotation” (or Quote or Estimate), a quote number and the date.
- Your business name, address, phone and email.
- The customer’s name and contact details (“Quote for”).
- A short description of the job.
- Itemised prices: quantity, unit price and amount for each line.
- Tax and any discount, and the total.
- How long the price is valid (“Valid until”).
- Terms: deposit, timing, what is not included, and how to accept.
Example quotation
A made-up example: a painter quotes for repainting a living room.
| From | Brightside Painting · 8 Oak Street · [email protected] |
|---|---|
| Quote for | Maria Santos, 21 Elm Avenue |
| Quote number | QUO-0007 |
| Quote date | 23 October 2026 |
| Valid until | 22 November 2026 |
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Prepare walls and ceiling (fill, sand, mask) | 1 | $180.00 | $180.00 |
| Paint walls, 2 coats | 1 | $420.00 | $420.00 |
| Paint ceiling, 2 coats | 1 | $150.00 | $150.00 |
| Paint and materials | 1 | $130.00 | $130.00 |
| Total | $880.00 | ||
Below it, the terms: “50% deposit to book. Price is valid until 22 November 2026. Furniture moving is not included.”
Wording you can copy
Put these in Terms & conditions, one per line, and change them to fit your business.
This quotation is valid until the date shown.
A 50% deposit is required to confirm the booking, and the balance is due on completion.
Prices cover only the work listed. Anything extra will be quoted separately before it is done.
To accept, sign below or reply to this quote in writing.
Only include terms you will really stick to, and check what applies to your trade and country.
Make a quotation in 2 minutes
These steps use the free TaskingMint quotation generator. It works on your phone.
- Add your business details Name, address, phone, email and, if you have one, your logo. Your browser remembers them.
- Choose the title Pick Quotation, Quote, Estimate or Pro forma invoice, whichever customers in your trade expect.
- Add the customer Type their name in Quote for, with an address or contact details if you like.
- List the work and prices One line per task or material. Break big jobs into steps so the customer can see where the money goes.
- Set how long it is valid Choose the Valid until date. Add tax or a discount if they apply.
- Add terms and signature boxes Write your deposit and timing terms, and tick Signature boxes to print “Authorised by” and “Accepted by (customer)” boxes.
- Download and send Click Download PDF and send it by email or WhatsApp. When the customer agrees, switch to Invoice and the items stay.
Make your quotation now
Free, no sign-up, any currency. A clean PDF with your logo in about 2 minutes.
Tips to win more jobs with your quotes
- Reply fast. The first clear quote often wins.
- Itemise. A breakdown looks more honest than one big number.
- Say what is not included, so there are no surprises later.
- Make accepting easy: a signature box, or “reply YES to confirm”.
- Follow up once, two or three days later, with a short polite message.
Sending quotes every week?
The free generator keeps your business details in your browser, but not your customers or past quotes. The Starter plan saves your documents and customers in an account, so a repeat customer’s quote starts ready, and it removes the “Made with TaskingMint” line from your PDFs. Starter costs $0.99 for a day or $3.99 a month, with a free 7-day trial and no card needed. The free quotation generator stays free.
Questions people ask
Is a quotation legally binding?
Often it is treated as an offer: if the customer accepts it within the validity period, you may be expected to do the work at that price. Rules differ by country, so say clearly what the quote includes and for how long it is valid.
How long should a quotation be valid?
Fourteen to 30 days is common. Use a shorter time if your costs change quickly, such as materials. The date goes in “Valid until”.
What is the difference between a quote and an estimate?
A quote is a fixed price you commit to. An estimate is your best guess and may change. The generator lets you title the document Quotation, Quote, Estimate or Pro forma invoice.
Should I charge for a quotation?
Most small businesses quote for free. For large or complex jobs that take real time to price, some charge a fee and deduct it if the customer goes ahead.
Can I turn the quotation into an invoice?
Yes. In the TaskingMint generator, switch from Quotation to Invoice at the top of the form and the customer and items stay.
Should I ask for a deposit in the quote?
If you want one, say so in the terms, for example “50% deposit to start work”. It is clearer than raising it after the customer says yes.
Related tools and guides
- Quotation generator — free quote and estimate PDFs with your logo.
- Quote vs estimate vs invoice — which one to send, and when.
- How to follow up on a quote — messages to copy when there is no reply.
- Invoice generator — turn the accepted quote into an invoice.
- Invoice template for freelancers — a ready example you can copy.