A sales quotation (also called a price quotation or simply a quote) is a document a seller sends to a potential customer stating the price of specific goods or services, along with quantities, delivery terms, and how long the offer remains valid. Unlike an invoice, a quotation is sent before the sale — it gives the buyer a firm price to accept, negotiate, or compare against other vendors. Below you’ll find free sales quotation templates in MS Word format, plus a filled-in sample and a checklist of everything a professional quote should include.
What to Include in a Sales Quotation Format?
A complete quotation protects both sides: the buyer knows exactly what they’re getting and at what price, and the seller has a written record of the offer and its conditions. Every quotation format should contain:
- Quotation number and date — a unique reference (e.g. Q-2026-0148) so both parties can track the quote in follow-up emails and purchase orders.
- Seller and buyer details — company names, addresses, and contact persons for both parties.
- Itemized list of products or services — each line with a description, quantity, unit price, and line total. Vague descriptions cause disputes later; specific ones close deals.
- Subtotal, tax, and grand total — show the tax rate and amount separately so the buyer sees exactly how the final figure is calculated.
- Validity period — e.g. “This quotation is valid for 30 days from the date above.” Without it, a buyer could try to accept an outdated price months later.
- Payment and delivery terms — advance percentage, payment due dates, delivery timeline, and who bears shipping costs.
- Terms and conditions — warranty coverage, return policy, and anything excluded from the price.
- Authorized signature — the quote becomes a credible offer when signed by someone with authority to honor it.
You can also explore more similar templates from our website such as, Purchase Order Templates, Price List Templates, Purchase Agreement Templates and Sales Receipt Templates.
Sample Sales Quotation
Here’s what a completed quotation looks like. You can copy this structure directly, or download any of the Word templates below and replace the details with your own.
| BrightTech Office Supplies 42 Commerce Road, Springfield | sales@brighttech.example | (555) 014-2200 QUOTATION Quote No: Q-2026-0148 | Date: August 25, 2026 | Valid Until: September 24, 2026 |
|||
| Description | Qty | Unit Price | Total |
|---|---|---|---|
| Ergonomic office chair — Model EC-450, black mesh | 12 | $185.00 | $2,220.00 |
| Height-adjustable desk — 140 × 70 cm, oak finish | 12 | $310.00 | $3,720.00 |
| Delivery and on-site assembly | 1 | $250.00 | $250.00 |
| Subtotal | $6,190.00 | ||
| Sales Tax (8%) | $495.20 | ||
| Grand Total | $6,685.20 | ||
| Terms: 50% advance on order confirmation, balance due on delivery. Delivery within 10 business days of advance payment. Prices include a 2-year manufacturer warranty. Quotation valid for 30 days.
Authorized by: ____________________ (Sales Manager, BrightTech Office Supplies) |
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Free Sales Quotation Templates in MS Word
Each template below is fully editable in Microsoft Word — replace the sample details with your company information, add or remove line items, and print or save as PDF to send to your client.
Simple Sales Quotation Template
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Service Quotation Template with Terms Section
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Product Quotation Template with Terms Section
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The download button is here to get this Sales Quotation Template.
The download button is here to get this Sales Quotation Template.
The download button is here to get this Sales Quotation Template.
The download button is here to get this Sales Quotation Template.
The download button is here to get this Sales Quotation Template.
The download button is here to get this Sales Quotation Template.
The download button is here to get this Sales Quotation Template.
The download button is here to get this Sales Quotation Template.
Quotation vs. Invoice vs. Proforma Invoice
These three documents look similar but serve different stages of a sale, and mixing them up can delay payment or cause tax problems:
- Quotation — sent before the sale. It’s an offer: no goods have changed hands and no payment is due. The buyer can accept, reject, or negotiate.
- Proforma invoice — sent after the buyer agrees but before delivery. It confirms the committed details of the sale (often required for import customs or advance payment) but is still not a demand for payment.
- Invoice — sent after goods or services are delivered. It’s the formal request for payment and the document that enters both parties’ accounting records. See our collection of Free Invoice Templates.
In short: a quotation says “this is what it would cost,” a proforma invoice says “this is what it will cost,” and an invoice says “this is what you now owe.”
Frequently Asked Questions
Is a sales quotation legally binding?
A quotation is an offer, not a contract. It generally becomes binding only when the buyer accepts it within the validity period — which is exactly why every quotation should state how long it remains valid. Rules vary by jurisdiction, so include clear terms and check local requirements for high-value quotes.
How long should a quotation be valid?
Most businesses use 15, 30, or 60 days. Choose a shorter window if your costs fluctuate (materials, exchange rates) and a longer one for stable-price services where buyers need internal approval time.
What is the difference between a quotation and an estimate?
A quotation is a fixed price the seller commits to honor if accepted in time. An estimate is an approximate figure that may change as the work is scoped. Use a quotation when you can price the job precisely; use an estimate when variables remain.
Can I convert a quotation into an invoice?
Yes — once the buyer accepts and the goods or services are delivered, copy the accepted line items into an invoice, reference the quotation number on it, and add payment instructions and the due date.
Pete Smith is a Business Management graduate and a passionate advocate for practical, accessible resources that empower professionals and entrepreneurs to succeed. With a strong foundation in organizational strategy and operational efficiency, Pete combines academic knowledge with real-world insights to simplify complex business processes. He is the creator behind a growing online platform dedicated to offering free, high-quality documents, templates, and actionable tips designed to save time and improve productivity.