Free template
Quotation format in Word, free and GST-ready
A quotation is a written price offer for goods or services, sent before the customer agrees. A good Indian quotation shows your name and GSTIN, the customer, a quotation number, date and validity, each item with HSN/SAC, quantity and rate, GST shown separately, the total, and the terms that apply if they say yes.
Download the quotation format
Free, no sign-up, no email. Opens in Word, Google Docs and LibreOffice; the spreadsheet in Excel, Google Sheets and LibreOffice Calc.
The Word file is laid out to print on one A4 page. The Excel file is the same quotation with the arithmetic done for you: enter a quantity and the taxable value, CGST, SGST or IGST, and the total fill in, and the tax switches from CGST + SGST to IGST by itself when you pick a place of supply in another state.
A filled-in sample
A Pune CCTV installer quoting a dental clinic in the same city. Same state, so the 18% GST splits into 9% CGST and 9% SGST. Note the discount on the cameras: tax is worked out on ₹14,000, not on the ₹14,700 list price.
QUOTATION
Kiran Security Systems
Shop 4, Sample Market Road, Kothrud
Pune, Maharashtra 411038
GSTIN: 27ABCDE1234F1Z0
Quotation for
Deshmukh Dental Clinic
2nd floor, Sample Heights, Karve Road
Pune, Maharashtra 411004
GSTIN: 27STUDV2468M1ZP
State: Maharashtra (27)
Subject
CCTV for clinic: 6 cameras
Reception, corridor, 3 cabins, entrance
Site visit done on 15-09-2026
| # | Description | HSN/SAC | Qty | Rate | Taxable | CGST | SGST | Amount |
|---|---|---|---|---|---|---|---|---|
| 1 | 4 MP IP dome camera with night vision less discount ₹700.00 | 8525 | 6 Nos | 2,450.00 | 14,000.00 | 1,260.00 @9% | 1,260.00 @9% | 16,520.00 |
| 2 | 8-channel network video recorder (NVR) | 8521 | 1 Nos | 7,800.00 | 7,800.00 | 702.00 @9% | 702.00 @9% | 9,204.00 |
| 3 | 2 TB surveillance hard disk | 8471 | 1 Nos | 5,400.00 | 5,400.00 | 486.00 @9% | 486.00 @9% | 6,372.00 |
| 4 | Cat6 cable, 305 m box | 8544 | 1 Box | 8,900.00 | 8,900.00 | 801.00 @9% | 801.00 @9% | 10,502.00 |
| 5 | Installation, cabling, conduit and mobile-app setup | 9987 | 1 Job | 6,500.00 | 6,500.00 | 585.00 @9% | 585.00 @9% | 7,670.00 |
| Total | 42,600.00 | 3,834.00 | 3,834.00 | 50,268.00 | ||||
Taxable value₹42,600.00
CGST₹3,834.00
SGST₹3,834.00
Round off₹0.00
Quoted total₹50,268.00
In words: Indian Rupees Fifty Thousand Two Hundred Sixty Eight Only
What each field is for
| Field | What to write | Needed |
|---|---|---|
| Your business name, address, GSTIN | Exactly as on your GST registration certificate. A customer who is registered will copy your GSTIN into their purchase records. | Always |
| Quotation number | Your own running series, e.g. QT/26-27/0142. Keep it separate from invoice numbers, which must run without gaps. | Strongly advised |
| Date and valid until | Two dates, not one. Fifteen to thirty days is usual; shorter if your input prices move weekly. | Always |
| Customer name and address | The legal name that will go on the invoice. Add their GSTIN if they have one, because it fixes the place of supply. | Always |
| Subject or scope | One line saying what the job is and where. It is the first thing a customer reads when comparing three quotes. | Advised |
| Description, HSN/SAC, qty, unit, rate | One line per thing the customer could accept or strike out. HSN for goods, SAC for services. | Always |
| Discount | As an amount on the line. GST is calculated on the price after discount. | If any |
| GST rate and CGST/SGST or IGST | Same state as the customer: half CGST, half SGST. Different state: IGST at the full rate. | If you are registered |
| Total | Taxable value, tax and the total the customer will actually pay. Round to the rupee and show the round-off. | Always |
| Terms | Advance, delivery time, what is excluded, warranty. These become the contract when they accept. | Always |
Quotation or estimate: which one to send
Send a quotation when you can name the price: a fixed list of goods, a service with a known scope. The customer can accept it as it stands, and if they do, you are expected to hold that price until the validity date.
Send an estimate when the final figure depends on things you cannot see yet, such as the area actually painted or what is behind a wall. The estimate format is laid out for that, with a basis-of-estimate section instead of fixed terms. Invoice vs estimate vs quote goes through the legal difference.
GST on a quotation
A quotation is not a tax document. It does not go into GSTR-1, and nobody can claim input tax credit on it. You still show GST on it, for two reasons: the customer compares totals, not base prices, and a registered customer needs to see that the tax will be charged in a form they can claim.
- Show the rate on every line. Most goods are now at 5% or 18% after the September 2025 rate changes; some are at 40%. A single line at a different rate changes the total, so do not print one rate for the whole quote.
- Work out the split from the place of supply. Seller in Maharashtra, clinic in Maharashtra: CGST + SGST. Same seller, clinic in Goa: IGST. The rate and total are identical. What changes is which government collects the tax.
- Say which rate wins if it changes. If a rate changes between the quote and the invoice, the rate at the time of supply applies. The sample's second term says so.
- If you are not registered, leave GST off. Charging GST without a GSTIN is not allowed. The quotation then simply states the price.
Four things that lose a quotation
- No validity date. A price with no end date can be accepted months later, after your costs have gone up. How long a quote should be valid covers how to choose one.
- One lump sum. "CCTV complete: ₹50,268" invites the question "why so much?" Split into lines and the customer sees what they are paying for. They may remove one line rather than walk away.
- Exclusions left unsaid. The sample says civil work and electrical points are not included. Leave that out and you will have to argue it on the day.
- Arriving late. A clear quote sent the same evening often beats a cheaper one that turns up next week. How to write a quote that wins has the rest.
Using the Word file
- Opens in Microsoft Word, Google Docs (upload to Drive, then Open with Google Docs), LibreOffice, and Word or WPS Office on a phone.
- Change the items in the table and retype the totals. Word will not recalculate for you. If you would rather not do the sums, use the Excel version, where every figure is a formula.
- Save as PDF before sending. A Word file can be edited at the other end and looks different on every phone. A PDF looks the same everywhere.
- Add your logo at the top left and a signature above "Authorised signatory". Neither is legally required on a quotation, but a customer comparing three quotes notices.
Rather do it on your phone? The EstimateBill app makes this quotation on your phone in about a minute, with no internet and no sign-up. When the customer says yes, one tap turns it into an invoice with the same lines, so nothing is retyped. It prints your GSTIN and the GST rate on every line; the current version shows GST as one line rather than a CGST/SGST split, so use the Excel file if a customer needs the split on the quote.
Get EstimateBill, free · Or use the browser invoice generator
Questions people ask
Is a quotation legally binding?
Once the customer accepts it within the validity period, the quotation and its terms are the agreement. That is why the validity date and exclusions matter. Before acceptance it is an offer you can withdraw.
Should GST be included in the quotation?
Show it separately: taxable value, then CGST + SGST or IGST, then the total. A lump sum "inclusive of GST" is allowed on a quote, but a registered buyer will ask for the break-up anyway, because they need it to claim input credit.
Do I need a GSTIN to send a quotation?
No. Anyone can quote a price. You need a GSTIN only to charge GST, so an unregistered business quotes without tax.
What is the difference between a quotation and a proforma invoice?
A quotation offers a price. A proforma invoice is sent after the buyer has agreed, usually to collect an advance or for the buyer's own approval process. The proforma invoice format covers it.
Can I use the same number series for quotations and invoices?
Keep them separate. GST law requires invoice numbers to run consecutively within a financial year, and a quotation that is never accepted would leave a gap in that series.