What should a professional quote contain?
Basic Components:
Your business details – company name, registered office address, contact details, and VAT registration number (if applicable).
Customer details – full name, address, and contact information.
Quote number – a unique identifier for tracking and referencing the quotation.
Issue date – the date the quote is created.
Expiry date – the date until which the quote is valid (commonly 30 days).
Description – detailed breakdown of goods or services offered.
Unit price, quantity, and total amount – clearly showing calculations.
VAT – shown separately if your business is VAT-registered.
Grand total – the full amount payable if the quote is accepted.
Advanced Components:
Payment terms – method of payment, due dates, and deposits if required.
Delivery or completion timeframe – estimated dates for supply of goods or services.
Purchase Order (P.O.) reference – if provided by the customer.
Accreditations or licences – relevant industry memberships or certifications (common in trades such as construction).
Tip
Always include an expiry date on your quote. This protects your business against cost fluctuations and sets clear expectations for the customer. In the UK, 30 days is a standard validity period, but you can adjust it depending on your industry.
When and why is a quote used?
Providing transparency – offers customers a clear view of costs, terms, and timelines before any commitment.
Formalising an offer – once signed, the quotation can serve as a legally binding agreement.
Building trust – a well-structured quote demonstrates professionalism and reliability.
Supporting decision-making – helps customers with internal approvals and budgeting.
Clarifying responsibilities – sets expectations for delivery, payment, and scope of work.