Quote Template (2026): Editable Pack and Example
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A quote template presents a defined offer with a scope, price and response method. State what is included, what is excluded and how long the offer stands. Keep the sent revision so a later acceptance refers to the same work and amount.
A quote should name the seller, client, project, scope, selling price, tax treatment, validity and acceptance route. Put unselected options outside the included total. If a selection changes the price, issue a revised offer. A file title alone does not decide if the wording creates a binding agreement.
Page updated 25 October 2026. Source check dates are reported separately in the text and comparison.
Quote template preview
| Field | Made-up example |
|---|---|
| Quote record ID | Q-014 revision 1 |
| Client | Example Property Team |
| Work | Supply and install the listed storage shelves |
| Basis | Plan A revision C and the attached item schedule |
| Exclusions | Wall repairs and repainting |
| Price before tax | User-entered checked selling amount |
| Tax | Resolved basis and rate, not a preset |
| Validity | Seller-entered date and conditions |
| Response | Return the named offer by the stated method |
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Complete the quote template
Write the scope as actions with limits. Name the quantity basis and chosen material or finish. State who supplies materials and who handles access, protection and disposal. A client should be able to tell whether a task is included without seeing your private costing.
Enter the selling price after checking costs and basis notes. Keep private rates and margin in the workbook. For the full arithmetic sequence, see the estimate pack. If an amount remains unknown, resolve it or set out the allowance and its basis clearly.
Do not make a partial scope sound fully priced.
Options and changes
An option can add work or replace part of the base offer. Label which it does. A substitute material price replaces the relevant base amount; it does not simply add to it. When selected, carry the choice into a revised quote with a new revision reference.
Record a date for the offer and a clear validity basis. Check vendor lead times and price expiry rather than inventing a fixed validity period. A requested start date is not a guaranteed programme. Keep the schedule basis notes beside the scope where they affect the offer.
Send and keep
Use the quote email to name the attachment and next step. Check that the client, quote number and revision match. Keep the exact sent file. For vendor responses, use the request for quote instead of a client offer.
The GAO cost guide supports a defined baseline and recorded basis notes. This first form uses those ideas for scope clarity. It does not supply contract law. Checked 15 October.
Full revision date above.
FAQ
Is a quote always a fixed contract?
Its effect depends on the wording, acceptance process and applicable law. Do not rely on the title alone. State the scope, terms and response method that apply to your job. This blank form helps organize the offer but does not replace a required agreement or terms for your jurisdiction.
Can I send the cost workbook with it?
Send a separate client file with the offer scope and selling amounts. The workbook contains private costs and notes, even when tabs are hidden. Check the outgoing Word or PDF file on its own. Keep the private costing tied to the quote record ID so you can explain a later revision.
Verdict on the quote template
Use the quote template for a clear offer with a traceable scope and next step. Keep unselected options and unknowns visible until they are resolved.
Inside the original file
This is the actual A4 example from the editable pack, version 1.0.0. All names, measurements, dates and amounts are invented for the form demonstration.
Read every field in the example
- Reference / revision
- EX-001 r1
- Issue date
- 2026-10-15
- Company
- Example Contractor (fictional)
- Customer
- Example Customer (fictional)
- Project
- Synthetic job; not a real offer
- Company/client/job
- Example Contractor / Example Customer / storage room
- Firm proposed scope
- Supply and fit six shelves at the named positions
- Line prices
- Supply 300.00; fitting 360.00; agreed other work 60.00; net 720.00
- Exclusions
- Painting and unlisted repairs
- Validity
- 30 October 2026, 17:00 UTC; invented example date
- Options
- Extra shelf unselected and outside the base price
- Acceptance record
- Return QU-014 r1 with the selected scope identified
- User terms
- Fictional demonstration; no real contract or payment terms imposed
- Net pre-tax selling price
- 720.00 currency units
- Tax basis and amount
- User-selected 250.00 base at 8 percent = 20.00; arithmetic only
- Total
- 740.00 currency units
- Exclusions
- Unlisted work
- Validity / conditions
- Example only
- Acceptance / agreed next step
- Not a live offer