Free Written Quote Template
Create a professional written quote in minutes
Put the price discussed by phone or in person into a written scope and terms. The written record makes approval easier and helps the customer feel ready to hire you.
Email, print or download your quote as a PDF.
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Written Quote Template Examples
Browse the layouts before putting your offer in writing. Every preview opens the same quote editor, where you can add the work, price, and terms you discussed.
What Is a Written Quote?
A written quote is a price offer you put in writing for a customer. It records what you will provide, what you will charge, and the terms that apply.
Use it after a call, site visit, meeting, or message so you and the customer can check the same details before the work starts. If something is still undecided, settle it with the customer before presenting it as part of a fixed offer.
How to Write a Customer Quote
Start with what you and the customer discussed, but do not assume the customer remembers every detail. Put the full offer in the quote and check it before sending.
- Business Details: Enter your business name and contact details.
- Your Logo: Add the logo you use on your business documents.
- Customer: Choose a saved customer or add their contact details.
- Number and Dates: Check the quote number and issue date. Set the offer’s valid-until date.
- The Written Offer: List the agreed scope or products with quantities and prices.
- The Total: Check tax and any discount. Docelf calculates the total from your entries.
- Terms and Sending: Add timing and acceptance details in Terms and Conditions. Review the complete offer, then send it.
What to Put in a Written Quote
Write down the details that could otherwise be misunderstood:
- Your business and customer names and contact details
- The job, project, property, or order discussed
- The quote number, issue date, and valid-until date
- The scope or items you and the customer agreed on
- Quantities, rates, applicable tax or discount, and the total price
- Customer choices, allowances, assumptions, or site conditions that affect the offer
- The schedule, delivery, and payment terms
- Any cancellation policy you actually use and how changes will be priced
- A written acceptance method that records the customer's approval
Turn the Discussion Into Clear Quote Line Items
Write descriptions that the customer can check against the conversation. Include sizes, quantities, materials, or the work included when those details affect the price. A phone discussion about “some flyers” becomes a usable offer once both sides can see exactly what is being printed.
In this fictional order, a print shop offers 500 double-sided A5 flyers, artwork setup, and local delivery. Prices are in US dollars. The illustrative 8% tax applies to all three lines; use the tax treatment that applies to your order.
| QTY | Description | Unit Price | Amount |
|---|---|---|---|
| 1 | Artwork setup from customer-supplied text and logo | $75.00 | $75.00 |
| 500 | A5 flyers — full color, double-sided, 170 gsm paper | $0.24 | $120.00 |
| 1 | Local delivery to one address | $20.00 | $20.00 |
| Subtotal | $215.00 | |
| Sales Tax (8% illustrative) | $17.20 | |
| Quote Total | $232.20 |
What to Include in Written Quote Terms
Use Terms and Conditions to record the promises and limits that do not fit in a price row. For this print order, that means proof approval, production timing, and payment timing. The quote offers a price; it does not confirm that the customer has already approved the artwork or paid.
Use the sample as a starting point and include only terms your business actually follows. If the customer asks for a different quantity or service, confirm the revised price before accepting the changed order.
Example: Terms and Conditions
- Offer valid for 14 days from the quote date.
- Includes one artwork proof and one round of text corrections using the customer’s supplied text and logo. Copywriting is not included.
- Printing starts after proof approval. Local delivery is within five business days of that approval.
- Payment is due on delivery. Accept this quote online to confirm the order.
Keep Changes in Writing Too
When a customer changes the order, update the affected descriptions, quantities, price, and terms together. Download a PDF of the earlier offer for your records before editing, then send the revised quote and point out what changed. Saving an edit in Docelf does not email the document.
For example, if the customer increases the flyer order, check the new unit price and total rather than changing the quantity in a message alone. A short note can direct them to the revised offer:
Example: Send a Revised Offer
Hi [name], I’ve updated the quote to cover 750 flyers instead of 500. The new quantity and price are in the quote; the artwork setup and delivery terms are unchanged.
Please review and accept the revised quote if it matches what you’d like to order. Thanks, [your name]
Put the Quote in Writing
Turn your notes from the conversation into a complete offer. Docelf calculates the total, and your customer can review and accept the quote online.
More Written Offer Layouts
Written Quote Template File Formats
Prefer to work in a separate file? Use Word or Google Docs for flexible text, or Excel or Google Sheets for pricing calculations. With Docelf, you can create and send the quote online or download the finished PDF.
Related Written Quote Formats
Choose formal for structured review, official for references and identifiers, or a quote letter when the offer works best as a written message.
After You Send the Written Quote
See when the emailed quote is delivered and opened in the document history. Your customer can accept or decline it without a Docelf account; Docelf updates the status and emails you their response.
Once the offer is accepted, confirm any remaining arrangements, such as the artwork proof in the example above. Create an invoice from the quote when it is time to bill, carrying over the customer and item details.
Written Quote Template FAQs
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What is a written quote?
A written quote is a price offer you put in writing. It identifies the customer, describes the work or products, states the price, and explains the dates and terms.
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Why should I put a verbal price in writing?
A written quote gives the business and customer the same scope, price, dates, and terms to review before work starts.
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What should I include in a written quote?
Include the business and customer, quote number, and dates. Describe the scope and show the line prices and final total. Add any assumptions, terms, exclusions, and acceptance instructions.
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How do I write down changes to the quote?
Save a PDF of the earlier offer for your records, then update the affected scope, quantities, prices, and terms. Send the revised quote and explain what changed so the customer can review the current offer.
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Is a written quote the same as an invoice?
No. A quote presents the offer before the customer approves the sale or work. An invoice requests payment after the sale or according to the agreed billing schedule.
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Can I turn an accepted written quote into an invoice?
Yes. Create the invoice from the accepted quote in Docelf so the customer, scope, and price carry over.
Ready to Put the Offer in Writing?
Put the offer in writing so the customer can review it before the job starts.
- Record the scope, price, dates, and terms you discussed
- Let Docelf calculate the total from your items
- Send the complete offer for review and acceptance
