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Claim OfferFour free price quotation formats (itemized, rate list, letter and GST) plus a filled sample with IGST worked out. Excel versions calculate every total for you.
4.8/5 on G2 · Our quotation generator is used by 50,000+ people · Updated October 2026What is a price quotation format?
A price quotation format is a quotation laid out around unit prices: each item with its unit, quantity, unit price and amount, followed by tax, the total, the validity date and the price basis.
A price quotation leads with what each unit costs, which suits suppliers of goods, materials and repeat services. Compared with a general quote, it says more about the price itself: whether prices are ex-works or delivered, whether tax is included, and how long they hold. When the buyer has no fixed quantity yet, a rate quotation lists rates only and the buyer orders against them.
Pick the layout that fits how you sell. Excel versions have working formulas; Word versions are easy to edit.
One-off orders of goods or materials with known quantities.
Rate contracts, tenders and repeat buyers who order against fixed rates.
Formal replies to an enquiry or RFQ from a company or public body.
GST-registered suppliers quoting to businesses that claim input tax credit.
Mehta Interiors in Mumbai quoting office furniture to Arora Tech Park in Noida. Quotation PQ-2026-0042, dated 20/10/2026, valid until 19/11/2026. Dates are DD/MM/YYYY.
| # | Item | HSN | Qty | Unit price (₹) | Amount (₹) |
|---|---|---|---|---|---|
| 1 | Ergonomic office chair | [HSN] | 20 | 6,500 | 1,30,000 |
| 2 | Workstation, 4-seater cluster | [HSN] | 10 | 18,000 | 1,80,000 |
| Taxable value | 3,10,000 | ||||
| IGST @ 18% | 55,800 | ||||
| Total | 3,65,800 |
In words: Rupees Three Lakh Sixty-Five Thousand Eight Hundred only. Price basis: FOR Noida, freight included. Payment: 50% advance, balance before dispatch. The supply is from Maharashtra to Uttar Pradesh, so it is inter-state and IGST applies. Within one state it would be CGST 9% (₹27,900) plus SGST 9% (₹27,900), the same total. The 18% rate is an example: check the HSN code and rate for your goods.
| Field | What to write | Example |
|---|---|---|
| Seller details | Business name, address, contact details and GSTIN or tax number | Mehta Interiors, Mumbai, GSTIN [sample] |
| Buyer details | Company, contact person, address and GSTIN if registered | Arora Tech Park, Noida |
| Quotation number and dates | A unique number, the issue date and a valid-until date | PQ-2026-0042, valid 30 days |
| Item table | Item, HSN or SAC, unit, quantity, unit price, discount and amount | 20 chairs at ₹6,500 |
| Tax | Taxable value and GST (or VAT / sales tax) shown separately | IGST 18%: ₹55,800 |
| Price basis | Ex-works, FOR destination or delivered, and who pays freight and insurance | FOR Noida, freight included |
| Delivery and lead time | How long after the order the goods will arrive | 15 days from purchase order |
| Payment terms | Advance, balance and method | 50% advance, balance before dispatch |
| Total and amount in words | The final total, written out for formal buyers | Rupees Three Lakh Sixty-Five Thousand Eight Hundred only |
| Signature | Authorised signatory, and company stamp if your buyers expect one | For Mehta Interiors, [Name] |
The price basis tells the buyer what the unit price covers. Leaving it out is one of the most common reasons a quote gets disputed later.
| Basis | What it means | Write it as |
|---|---|---|
| Ex-works | The buyer collects from your premises and pays freight and transit risk | "Prices ex-works Mumbai. Freight and insurance extra." |
| FOR destination | You deliver to the buyer's location and the price includes freight | "Prices FOR Noida, freight included." |
| Delivered and installed | Delivery, unloading and installation are all included | "Prices include delivery, unloading and installation at site." |
A rate quotation (or rate list) gives a price per unit for each item without a fixed quantity or grand total. Buyers ask for one when they will order repeatedly over a period, for annual supply, rate contracts and tenders. The buyer then places orders against your rates until the validity date.
Add a minimum order quantity, the lead time for each item and how long the rates hold. If your input costs move, add an escalation note such as "rates may be revised with 30 days' notice if raw material prices change by more than 5%". The rate quotation template above includes a rate-including-tax column in Excel.
A short covering letter for a price quotation. For six more letters, including RFQ replies and revised quotations, see the quotation letter format.
Use when: Replying to a buyer's enquiry with your prices and terms.
Subject: Quotation for [items] against your enquiry dated [date]
Dear [Mr / Ms Name],
Thank you for your enquiry dated [date]. We are pleased to quote our prices for the items below.
1. [Item] - [Qty] [unit] at [unit price] = [amount] 2. [Item] - [Qty] [unit] at [unit price] = [amount] Taxable value: [amount] GST [rate]%: [amount] Total: [amount]
Terms: 1. Price basis: [ex-works / FOR destination]. 2. Validity: [30] days from the date of this letter. 3. Delivery: [X] days from your purchase order. 4. Payment: [50]% advance, balance before dispatch.
We look forward to receiving your order.
Yours faithfully, [Name] [Designation], [Company]
Open the itemized price quotation (.xlsx) in Excel, Google Sheets or Numbers. Fill only the yellow cells.
Replace the placeholders with your business details, the buyer, the quotation number, date and validity date.
Enter the item, unit, quantity and unit price on each row. Amount = Qty x Unit Price, less the line discount, calculates on its own.
Enter the tax rate as a percentage and any delivery or freight charge. The total updates automatically.
Fill in the price basis, delivery and payment terms, then use File > Save As > PDF and email it to the buyer.
Free Quotation Templates
Standard, service, sales, freelance, construction and GST templates in Word, Excel and PDF.
Quotation Format in Word
Eight editable .docx quotation formats.
Quotation Format in Excel
Quotation formats with automatic totals and GST.
GST Quotation Format
CGST, SGST and IGST formats with an HSN summary.
Quotation Letter Format
6 sample letters, from sending a quote to replying to an RFQ.
Free Quotation Generator
Fill in a quote online, 3 designs and 39 currencies, PDF in minutes. Used by 50,000+ people.
A price quotation is a document that offers goods or services at stated unit prices, with quantities, tax, the total, the price basis and how long the offer is valid.
Add your details and the buyer's, a quotation number and validity date, then list each item with its unit, quantity and unit price. Add tax and delivery, state the price basis and payment terms, and sign it.
A rate quotation lists the price per unit for each item without a fixed quantity. Buyers use it for repeat orders, annual supply and tenders, and order against the rates until they expire.
A price quotation is an offer made before the sale, and the buyer can accept or decline it. An invoice is a request for payment issued after the goods or services are supplied.
Yes. All four formats above download as Word files, free and with no signup. The itemized and rate formats also come in Excel with automatic totals.
If you are GST-registered, yes. Show the taxable value and GST separately: CGST and SGST for a sale within your state, or IGST for a sale to another state.
