Write and send a professional quote (fast)
A practical structure plus a copy/paste template you can ship today. Get approvals faster without sounding stiff.
Most quotes don't fail because the price is wrong. They fail because the quote is unclear. The buyer can't tell what's included, what's excluded, or what happens next.
This guide gives you a quick structure you can reuse for services, rentals, contractors, and B2B work — and a copy/paste template at the bottom.
1) Start with scope (one paragraph)
Before the line items, write a short scope summary. Keep it simple and specific:
- What you're delivering
- Where and when it happens
- Any key assumptions (access, materials customer-provided, etc.)
2) Use clear line items
Line items reduce confusion and make approvals faster. A clean structure looks like:
- Item name — what it is
- Quantity — or hours/days
- Unit price
- Line total
- Notes — only when needed
3) Add the terms that prevent surprise disputes
A few lines here can save you hours later:
- Validity — "Quote valid for 7/14/30 days"
- Timeline — start date, lead time, delivery window
- Payment — deposit, due date, accepted methods
- Change orders — how scope changes are handled
- Warranty / returns — if applicable
4) Send it as a clean PDF with an approval trail
You want a quote that looks professional on mobile and desktop, can be saved as a PDF, and has a clear approve action so both sides know what happened and when.
Simple quote template (copy/paste)
QUOTE Client: ___________________________ Project / Job name: _______________ Quote #: __________________________ Date: _____________________________ Scope summary: __________________________________________________________ __________________________________________________________ Line items: 1) ____________________ Qty: ____ Unit: $____ Total: $____ 2) ____________________ Qty: ____ Unit: $____ Total: $____ 3) ____________________ Qty: ____ Unit: $____ Total: $____ Subtotal: $__________ Tax (if applicable): $__________ Total: $__________ Terms: - Quote valid for ____ days - Timeline / lead time: _________________________________ - Payment terms: ________________________________________ - Change orders: ________________________________________ Approved by (client): ____________________ Date: _________
Related
Note: This article is for practical quoting workflow and documentation. It's not legal, tax, or accounting advice.