Invoice Studio

Quotation format and quotation maker

The formal quotation layout used by suppliers and contractors answering an enquiry or RFQ: every section in the right order, filled in for you as you type.

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The standard quotation format, section by section

  1. Letterhead: supplier name, logo, address, tax registration number (GSTIN, VAT number).
  2. Title and reference: “Quotation”, quotation number and date.
  3. Customer and enquiry reference: who it is addressed to and the RFQ or enquiry it answers.
  4. Item table: description, quantity, unit price and amount per line.
  5. Totals: subtotal, discount, tax (rate and amount), freight and grand total, optionally in words.
  6. Commercial terms: validity, delivery period, payment terms, warranty.
  7. Signatures: authorised signatory for the supplier, and an acceptance line for the buyer.

In India, a GST-registered supplier usually shows the GSTIN and applicable GST rate on the quotation so the buyer can compare landed cost; the final tax invoice must then meet Rule 46 of the CGST Rules. Enter “GST” as the tax name and tick “Amount in words” for the familiar Indian layout.

Questions

What is the difference between a quotation and a quote?

Nothing in meaning. “Quotation” is the more formal word, common in procurement, manufacturing and in India, the UK and the Gulf; “quote” is common with freelancers and trades.

Should a quotation include GST or VAT?

If you are registered, show it separately so the buyer knows the tax-inclusive total. Enter the tax name and rate in Totals.

Sources

Invoice Studio makes documents; it does not give legal or tax advice.