How to Write a Professional Quote
· 5 min read
A quote is often the first document a client receives from you. It answers three questions: what will I get, what will it cost, and on what conditions? If any of those is unclear, the client either asks follow-up questions or quietly picks a competitor whose offer was easier to read.
This guide walks through writing a quote from the first line to the last, with an example at the end.
1. Start with who it is from and who it is for
Put your business details at the top: company name, logo if you have one, address, email, phone and website. If your clients expect a registration or tax number on documents, add it here too.
Below that, name the client — the company and, if useful, the person you are dealing with. Then give the quote its own identity:
- Quote number — any system works as long as it is unique, for example
Q-2026-014. You will need it when the client replies "we accept quote 14". - Issue date — the day you send it.
- Valid until — how long your prices hold. Thirty days is common; shorter if your supplier prices move quickly.
2. Give the quote a title
"Quote" alone says nothing. A title such as "Access control for the main entrance" or "Website redesign — phase 1" tells the reader at a glance what the document is about, and helps them find it later among dozens of PDFs.
3. Write a short introduction
Two or three sentences are enough: thank the client, refer to the conversation or site visit, and state what the quote covers. For example:
Thank you for meeting us on Tuesday. Below is our proposal for supplying and installing a card-based entry system at your office, including one year of remote support.
Skip long company histories. The client wants the offer, not a brochure.
4. List items in clear sections
Group lines so the client can see the structure of the price. A useful split for most businesses is:
- Products & Equipment — anything physical you supply.
- Services & Labor — installation, configuration, training, design hours, support.
For every line, give:
| Field | Why it matters |
|---|---|
| Name | Specific enough to compare with another offer: "Card reader with keypad", not "Reader". |
| Description | Model, size, scope or what is included — one or two lines. |
| Quantity and unit | "6 hours", "2 pcs", "1 service". Units stop arguments later. |
| Unit price | The price for one unit before any discount. |
| Discount | If you give one, show it per line so the client sees the saving. |
| Amount | Quantity × price minus discount. |
Avoid vague lines like "Miscellaneous — $400". If something costs money, name it.
5. Separate one-time and recurring costs
If your offer includes a subscription, maintenance plan or monthly fee, do not add it to the one-off total. A client reading "Total: $1,489" will be surprised by a monthly invoice later. Show two totals instead:
- Total one-time: $1,489.00
- Total per month: $39.00 /mo
6. Show tax the way your client expects
Decide whether your prices exclude tax (tax is added on top) or include it (tax is already inside the price), and say so on the document. Then show the subtotal, the tax line with its name and rate, and the total. Our guide on how to show discounts and tax on a quote explains both methods with numbers.
7. State the terms
The terms are where most disputes start, so be specific:
- Payment terms — "50% deposit on acceptance, balance on completion" is clearer than "payment by agreement".
- Delivery or project timeline — "Installation within 10 business days after the deposit".
- Notes — anything that limits or explains the offer: what is not included, site access requirements, warranty.
8. Check it like the client will
Before sending, read the quote as if you were the buyer:
- Does every line say what it is?
- Do the amounts add up, and are one-time and monthly totals separate?
- Is it clear whether tax is included?
- Is there an expiry date and a payment condition?
- Are there empty headings or placeholder text left over? Remove them.
A complete example
Here is a short quote for an installer, written following the steps above.
Brightline Installations — Quote Q-2026-014, issued October 5, 2026, valid until November 4, 2026 For: Harbor View Offices Title: Access control for the main entrance
Products & Equipment
| # | Item | Qty | Unit price | Discount | Amount |
|---|---|---|---|---|---|
| 1 | Card reader with keypad — weatherproof, PIN and proximity cards | 2 pcs | $340.00 | 10% | $612.00 |
| 2 | Electric door strike | 2 pcs | $95.00 | $190.00 |
Services & Labor
| # | Item | Qty | Unit price | Amount |
|---|---|---|---|---|
| 1 | Installation and wiring | 6 hours | $75.00 | $450.00 |
| 2 | Remote support plan (monthly) | 1 service | $39.00 /mo | $39.00 /mo |
- One-time subtotal: $1,252.00, sales tax 8%: $100.16, total one-time: $1,352.16
- Monthly subtotal: $39.00, sales tax 8%: $3.12, total per month: $42.12
- You save $68.00 with discounts.
Payment terms: 50% deposit on acceptance, balance on completion. Timeline: Installation within 10 business days after the deposit.
Make it faster next time
Most businesses quote the same products and services again and again. Keep a list of your standard items with their descriptions and prices, so a new quote is mostly choosing lines and adjusting quantities. The Draftelio quote builder lets you save items in your browser and reuse them, calculates discounts, tax and both totals, and produces the PDF — free and without sign-up.
If you are not sure whether the client actually needs a quote or an estimate, read Quote vs Estimate vs Invoice.