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Products Sample Quotation or Estimate - What is a quotation ? What

Invoice Software To Put On It And Example Quotations
Instant Invoice 2007
Instant CashBook 2007
What is a quotation and when to use it ?
Instant Backup 2
In business, a quotation is a document that a vendor or service provider would give to a
Ezy Invoice 10
customer to describe specific goods and services that they may provide and its cost. Besides
Ezy Call Manager 7
the term quotation, it can also be referred by other terms like Bid, Quote, Estimate, Tender
& Proposal .

You would normally prepare a quotation or estimate upon request by a customer.

How To Write A Quotation or Estimate And What To Include On

It
Basically you can divide the quotation into 3 main parts : The Header, Body and Footer. The
Articles
following is some basic information that you can include in your quote.
Sample Invoice
Sample Quotation
Credit Note/ Credit Memo
1. Quotation Header (Top Part)
Member Of Your letterhead : Your business name, address, telephone & email and web address
if available. In some countries, you must also included your business registration
number.

The words "Quotation", "Quote" ,"Estimate" or your preferred term clearly

written towards the top of the page.

If you are registered to bill and collect tax, you may also need to include your Tax
Registration Number. This can usually be indicated just below the words
"Quotation" or at your letterhead.

The Quotation Number. This a running serial number that you maintain. You should
only have one number per quotation issued. Hence, no 2 quotations should have the
same number.

The Quotation Date.

Your Payment Terms or how soon you expect to be paid. Some example include :
"COD", "Cash", "Cash on Delivery" "30 days", "Full Payment on Delivery", "50% To
Start, balance on completion ". The payment terms can also be placed on the footer if
preferred.

Your Customer or Client Name and Address.

2. Quotation Body (Middle Part)

A description of the goods you are supplying, quantity, unit of measure, price per
unit and total amount for individual items. In the case of services, your scope of
work and amount for individual items. It is important to be as specific as possible to
avoid confusion and misunderstandings between the vendor and the customer. If it
will help make things clearer, you may need to add drawings or specification etc in
attached sheet or sheets.

3. Quotation Footer (Bottom)

Total Amount of all individual items.

If applicable, a tax amount and total after tax.

Validity of the Quote. For example "This quote is valid for 60 days"

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Other comments you may have like delivery instructions, goods return policy,
overdue payment policy etc. If necessary, you can also seek legal advise when
drafting the terms and conditions for your quotation.

Your business authorised signature if necessary

Options for customer to sign and stamp if your quote is accepted (this is optional)

Tools For Creating A Quotation

You can use any word processor or spreadsheet software program to create a quotation.
However these programs have limitations in that you cannot easily generate a quotation lists
report. Also searching for a quotation means searching files in your hard disk and opening
them one at a time. You can overcome these limitations by using a designated quotation or
invoicing software product such as our own Instant Invoice 2007 or Ezy Invoice 7.

Sample Quotation
Below are some sample quotation layouts created with our invoice software Instant Invoice
2007 and Ezy Invoice 7.

Sample Quotation 1 - Trading Quotation

Sample Quotation 2 - Service Quotation

Related Article : Credit Note Or Credit Memo, Sample invoice .

Copyright © 2008 EzySoft Developments

http://www.ezysoft-dev.com

(Published : 17th/Mar/2008, Updated : 17th/Mar/2008)

Feel free to link to this article from your website. You may also freely publish this article on your website or
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