Free Quote Template

What is a Quote

A quote, also known as a quotation, outlines how much services or goods will cost if the customer goes ahead with the purchase. It is provided from the seller to the potential customer before the sale is agreed upon, so that the customer can make an informed decision on whether or not they want to do business with the company. The price quoted is fixed and can not be changed after the quote is accepted.

What is RFQ - Request for Quote

A request for quote (RFQ) is a document sent from the potential customer to the seller, requesting them to provide a price quote for desired services or products. It is common to get quotes from several suppliers before committing to the purchase, especially for larger projects. A quote request is sometimes also called an invitation for bid (IFB).

What is a Formal Quote

A formal quote is just another name for a quote or quotation document. It outlines the cost of the services and products before the sale, so that the customer can make an informed decision on whether or not they want to hire your company for the job. The quoted price is fixed and can not be changed once the quote is accepted.

How to Make a Quote

The easiest way to write a quote is to use the free quote template, and fill out the blank fields with your own quote information. Include your name and address and the name and address of your customer. Add the quote number, quote date and the due date. The due date is the deadline you choose for the customer to accept the quote. List all the items included in the project: the hours worked, materials consumed, parts and any other costs. For each item, include a description, a quantity and a unit price. Remember to include any discounts and sales tax, if applicable. For larger projects, it is also common to add a timeline so that your customer can have an idea about how long the project will take to complete. Finally, include your terms and conditions. You can then print your quote, save it as a pdf document or send it directly from the free quote template by clicking the 'Send' button.

How do I Write a Quote Follow Up Email

A couple of days after you send the quote, you might want to follow up with an email. This is a good idea, both to remind your customer to accept your quote and give them a chance to ask any questions they might be wondering about.

Following is an example of a quote follow up email that you might send:

Hi [name],

I just wanted to follow up on the quote we sent you a couple of days ago. We are very excited about starting on [the work you proposed in the quote]. If you are happy with the quote, please click on the link below to accept and sign it.

If you have any questions or comments regarding the quote, please reply to this email or call me directly on [your phone number].

Yours sincerely,

[Your name]
[Your company name]

Also remember that when you send your quote through docmonkee, you will be able to see when your customer views it, and get a notification when they accept.

What is the Difference Between a Quote and an Invoice

The quote and invoice look similar, but are quite different documents used in different parts of the sales process. A quote is an offer to sell goods or services for a fixed price, while the invoice is a request for payment once the sale has been completed.

What is the Difference Between a Quote and an Estimate

The quote is for fixed price projects and the price quoted is the final price. If the project takes longer or costs more to complete, you can still only claim the amount agreed upon when the quote was accepted. The estimate, on the other hand, is an educated guess about the final cost of the project and does not constitute a binding agreement. It is agreed that the customer will pay for the actual cost of the project, rather than a fixed price. For large projects with uncertainty, you should use an estimate template instead of a quote.

Why Use an Online Quote Template

There are several advantages to using an online quotation template:

• You save time
• You look professional
• All the essentials are included. No worries about forgetting something important, like the due date.
• It calculates all the totals and taxes for you.
• Your documents are neatly organized for future reference
• You get notified once your customer accepts your quote

Who Needs a Quote Template

When it comes to creating quotes, nearly every industry can benefit from having a customizable quote template. Whether you're a contractor outlining a construction project, an auto repair shop listing services, or an interior designer planning a room makeover, a quote template helps you share clear details with customers.

Professionals like DJs, event planners, and catering services use quotes to set expectations for parties and celebrations, while industries such as HVAC, plumbing, and landscaping rely on quotes to outline the scope of work for home improvement. Even creative fields, like graphic design, photography, and videography, need quote templates to break down costs for their artistic projects. And let's not forget businesses like bookkeeping, social media management, and digital marketing, where quotes help clarify service packages and pricing.

From freelancers to large teams, a good quote template isn't just practical — it's essential for setting a professional tone, building trust, and making sure everyone's on the same page. No matter your profession, a well-crafted quote helps turn opportunities into lasting relationships.

What Should I Include in a Quote

These are the formal parts that every quote should include:

• Your name and address
• The customer's name and address
• The quote reference number (quote number)
• The quote date — the date the quote is issued
• The due date — the deadline to accept the quote
• Line items describing the services to be performed along with the quantity (hours worked) and unit price (hourly charge).
• Line items describing the material and part costs, together with quantity and prices.
• Discounts and sales tax, if applicable
• Totals
• A timeline for larger projects
• Terms and conditions
• A signature field for the customer to sign if they accept the quote (optional)

How do I Turn my Quote into a PDF Document

Turning your quote into a pdf document is simple. All you need to do is click on the 'PDF' button above the quote template and a pdf document will automatically download to your computer. You can then save it to a folder of your choice or send it to your customer in an email attachment.

You can also send the quote directly from the template, with the added benefit of being able to see when your quote gets viewed and getting a notification when it is accepted.