Quotation Format for India: Free Template + How to Write One (2026)
A quotation is the first impression your client gets of your pricing and professionalism. Get the format right and you convert more leads; get it wrong and clients disappear into WhatsApp silence. This guide walks through the exact quotation format used by Indian freelancers and small businesses.
The 10 sections of a professional quotation
- Header: "QUOTATION" clearly at the top
- Your details: business name, address, GSTIN, contact
- Client details: name, company, address
- Quotation number: e.g. QT-2026-001
- Date and validity: "Valid for 15 days from date"
- Line items: description, quantity, rate, amount
- Subtotal
- GST breakup: CGST+SGST or IGST
- Grand total in figures and words
- Terms: payment schedule, delivery timeline, exclusions
Payment terms that get accepted
- Small projects (< ₹50k): 50% advance, 50% on delivery
- Medium projects (₹50k–₹5L): 40% advance, 30% at milestone, 30% on delivery
- Large projects (> ₹5L): milestone-based, monthly billing
Turn quotations into invoices without retyping
Once the client accepts, use the invoice generator to reuse the same line items. Or use Navrio and convert an accepted quote into an invoice with one click.
Related free tools
Frequently asked questions
What is a quotation in business?
A quotation is a formal document from a seller to a potential buyer that lists items, prices, GST, terms and validity. It becomes an order once the buyer accepts it.
What must a quotation include in India?
Company name, GSTIN, quotation number, date, validity period, client details, itemised description with rates, subtotal, GST breakup, total, payment terms and signature.
Quotation vs invoice — what's the difference?
A quotation is issued before work starts and is an offer. An invoice is issued after work and is a demand for payment.
How long should a quotation be valid?
15–30 days is standard for freelance and small-business work. Mention validity clearly so pricing doesn't get held against you months later.
Do I need GST on a quotation?
If you're GST-registered, always show the GST breakup so the client sees the final all-in cost. Non-registered freelancers can skip it.