Quotation Format: Structure, Example, Quote Numbers & Templates
By QuotApp Team · Published July 31, 2026 · Updated October 16, 2026
A standard quotation format has six blocks: a header with your business details, the client’s details, a unique quote number with issue and expiry dates, an itemized table of goods or services, a totals section with discounts and tax, and a terms block with a way to accept. Get those right and the client can read, compare and approve your price in under a minute.
Below is each section in order, a complete example quotation from a US electrical contractor, the main quote numbering systems, and how the format changes when you send it as a PDF, in an email body or through a portal.
The standard quotation format, section by section
1. Header
Your logo, legal business name, address, phone, email and website. Add a contractor license number if your state or trade requires one to be shown on bids, plus the word “QUOTE” or “QUOTATION” in large type so nobody mistakes it for an invoice.
2. Client block
Client name, company (for B2B), billing address and, if different, the job site address. Many disputes start with work done at the wrong unit or building, so list the site explicitly.
3. Quote number and dates
A unique quote number, the issue date and a “valid until” date. These three fields let you and the client refer to the same document months later. More on numbering below.
4. Line items
A table with description, quantity, unit, unit price and line total. Each distinct task or material gets its own row.
5. Totals
Subtotal, any discount, tax and the grand total. The grand total is the only bolded number on the page.
6. Terms and acceptance
Deposit, payment schedule, what is excluded, how changes are priced, and a signature line or a plain instruction for accepting.
Complete example quotation
An illustrative quote from a small electrical contractor for a kitchen lighting upgrade. Company, client and prices are examples.
BRIGHTLINE ELECTRIC LLC QUOTE
1420 Maple Ave, Columbus, OH 43215 Quote No: Q-2026-118
(614) 555-0142 · office@brightline.example Issue date: Oct 17, 2026
License #EC-00000 (example) Valid until: Nov 16, 2026
PREPARED FOR JOB SITE
Dana Whitfield Same as billing
88 Elm Street
Columbus, OH 43214
Project: Kitchen lighting upgrade
# Description Qty Unit Unit price Amount
1 Install 6" LED recessed lights, new wiring 8 ea $95.00 $760.00
2 6" LED wafer fixtures, 3000K (materials) 8 ea $28.00 $224.00
3 Under-cabinet LED strip kit with driver 1 lot $340.00 $340.00
4 Install dimmer switches, device included 2 ea $85.00 $170.00
5 City permit and inspection 1 ea $150.00 $150.00
---------------------
Subtotal $1,644.00
Returning client discount -$75.00
(applied to labor)
Sales tax 6% on lines 2-3 $33.84
TOTAL $1,602.84
TERMS
- 30% deposit ($480.85) to schedule; balance due on completion.
- Includes patching of fixture holes only; painting not included.
- Price assumes accessible attic above kitchen. Hidden damage or code
corrections found during work will be quoted as a change order.
- Quote valid 30 days from issue date.
ACCEPTANCE
Sign below or reply "Approved Q-2026-118" by email.
Signature: ____________________ Date: ____________Check the math on any quote before sending: 8 x $95 = $760, the subtotal adds to $1,644, and the example tax is 6% of the $564 in materials. Whether tax applies to labor, materials or both depends on your state, so confirm locally. You can start from a pre-built electrical quote template with these fields already in place.
Quote numbering systems
A quote number is a unique reference for one version of one quote. It should be sequential, never reused, and easy to say over the phone. Here are the common formats:
| Format | Example | Pros | Cons |
|---|---|---|---|
| Year + sequence | Q-2026-118 | Simple, sortable, shows age at a glance | Reveals roughly how many quotes you send |
| Plain sequence | 1042 | Shortest, easy to say aloud | Can be confused with invoice numbers |
| Client prefix | WHIT-003 | Groups all quotes per client | Needs a rule for clients with the same initials |
| Job-based | 2026-ELM88-01 | Ties quote to a specific site or project | Long; harder to type |
| Date-based | 20261017-02 | Encodes issue date | Hard to say aloud; easy to mistype |
| Revision suffix | Q-2026-118-R2 | Tracks revised versions clearly | Only works on top of another scheme |
Practical rules:
- Use a different prefix for quotes and invoices (Q- and INV-) so documents never collide.
- Never renumber after sending. If you change the price, issue Q-2026-118-R1 and mark the original as superseded.
- Carry the quote number onto the invoice (“Per Quote Q-2026-118”) so the client sees the connection.
- Start sequences at a realistic number, not 001, if you would rather not advertise that you are new. That is a cosmetic choice, not a requirement.
Dates and validity
Show both the issue date and an explicit expiry date (“Valid until Nov 16, 2026”) rather than only “valid 30 days,” which forces the client to count. Common validity windows are 15 to 30 days for residential services and 30 to 60 days for commercial work with stable costs. Shorten it when material prices are volatile. If a client accepts after the date, you can honor it or reissue at current prices.
Line-item formatting conventions
- Descriptions start with a verb or a noun, consistently. “Install dimmer switch” or “Dimmer switch installation,” but pick one style.
- Separate labor from materials when the client may compare suppliers or when tax treatment differs.
- Always show the unit. “8 ea,” “120 sq ft,” “6 hr,” “1 lot.” A quantity without a unit is a future argument.
- Use “lot” sparingly. It is fine for a bundled kit, but a whole job as one lot invites haggling.
- Right-align all money columns and use two decimals everywhere.
- Number the lines so a client can say “remove line 3” in an email.
Presenting discounts and tax
Show the full price first, then the discount as its own negative line with a reason (“Returning client discount,” “Bundle discount for 2 rooms”). That keeps your base rate intact for future work. State what the discount applies to if it affects tax.
Put tax after discounts and label the rate and the base: “Sales tax 6% on materials.” If you are not required to collect tax on a service, say “No sales tax applies” rather than leaving the line off, which reads as an omission. For UK, EU and other VAT systems, show your VAT registration number and the VAT rate per line or in the totals.
The terms block
Keep it short and specific. Five lines usually cover it:
- Deposit amount and when it is due
- Payment schedule and accepted methods
- Exclusions (“Painting not included”)
- How changes and hidden conditions are handled
- Validity and how to accept
For more detail on getting a clear yes, see our guide to quote acceptance.
Quotation format by delivery channel
| Channel | Best for | Format tips |
|---|---|---|
| PDF attachment | Most jobs; anything over a few hundred dollars | Fixed layout, cannot be edited, prints cleanly. Name the file “Quote Q-2026-118 Brightline Electric.pdf.” |
| Email body | Small, fast jobs and repeat clients | Put the total and validity in the first two lines, then a simple list of items. Attach the PDF anyway for records. |
| Client portal or e-sign link | B2B clients, larger projects | Same sections; add a clickable accept button. In the US, the ESIGN Act of 2000 generally makes electronic signatures valid for commercial agreements. |
| Text message | Follow-ups only | Send a link to the PDF, never a price without the terms. |
Templates and tools
If you prefer to work in your own software, download a ready-made Word quote template, an Excel quote template that calculates totals for you, or a Google Docs quote template you can share with a partner. The QuotApp quote maker produces this same format in the browser, with numbering and math handled. For the writing side, including scope wording, see how to write a quote for a job.
FAQ
What is a quote number?
A quote number is a unique reference assigned to each quotation, such as Q-2026-118, so you and the client can find, discuss and match it to the invoice later. It should be sequential and never reused.
How do I make a quotation?
Add your business and client details, assign a quote number and dates, itemize each task or material with quantity and unit price, total it with any discount and tax, and finish with terms and acceptance instructions. Send it as a PDF.
Should a quotation be one page?
Aim for one page for most small jobs. Larger projects can run longer, but keep the price summary on page one and move detailed specs to an attachment.
What is the difference between a quotation format and an invoice format?
They share a layout, but a quotation shows a validity date and acceptance terms, while an invoice shows a due date and payment instructions for work already agreed. See what is a quotation for more.