Quotation Format: Structure, Example & Free Templates
By QuotApp Team · August 1, 2026
A standard quotation format has five blocks: a header with your business details and the quotation number, the client’s details, an itemized table of goods or services with quantities and prices, a totals section with taxes, and a footer with validity period and terms. Below is the exact structure, ready to copy.
The standard structure
[YOUR LOGO] QUOTATION
Your Business Name No: Q-2026-001
Address · Phone · Email Date: Aug 1, 2026
Valid until: Aug 31, 2026
BILL TO:
Client Name
Client Company / Address
--------------------------------------------------------
# | Description | Qty | Unit Price | Amount
--------------------------------------------------------
1 | [Service or item] | 1 | $0.00 | $0.00
2 | [Service or item] | 1 | $0.00 | $0.00
--------------------------------------------------------
Subtotal: $0.00
Tax (x%): $0.00
TOTAL: $0.00
Terms: [deposit, payment schedule, exclusions]
To accept this quotation, sign below or reply by email.Formatting rules that matter
- One line per item. Never bundle labor and materials into one row.
- Right-align all money columns so totals scan instantly.
- Bold only the grand total — it’s the number the client is looking for.
- Keep it to one page. Supporting details belong in an attachment.
- Send as PDF, never as an editable file.
Regional notes
In the US, “quote” is the common term; “quotation” dominates in the UK, India, Australia and most Commonwealth countries. The format is identical — though UK and EU quotations typically show VAT registration numbers, and Indian quotations commonly include GSTIN and HSN/SAC codes in the item table. Add the tax fields your jurisdiction expects.
Skip the formatting entirely
The QuotApp quote maker produces this exact format automatically — free, in your browser. Or download the structure as a Word, Excel or Google Docs template.