How to Write a Professional Quote (Template & Tips)
A clear, professional quote builds trust and wins work. Here is exactly what to include and how to structure it.
What every quote should include
- Your business details — name, ABN, contact info and logo.
- Client details — who the quote is for.
- Quote number & date — for easy reference and tracking.
- Itemised line items — description, quantity, unit price and totals.
- Taxes — show GST clearly where applicable.
- Total price — the headline figure, easy to find.
- Terms & validity — how long the quote is valid and payment terms.
Step-by-step
- 1. Scope the job clearly so there are no surprises later.
- 2. Break down the costs into transparent line items.
- 3. Add your terms — validity period, deposit and payment schedule.
- 4. Brand it with your logo and colours.
- 5. Send and follow up — track when it is viewed and chase politely.
Common mistakes to avoid
Vague descriptions, missing terms, no expiry date, and slow delivery all cost jobs. Quoting software solves these by enforcing a consistent, professional structure every time.
Quote faster with software
A quoting application turns this checklist into a repeatable template, so you produce accurate, on-brand quotes in minutes instead of hours.
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See the full checklist of what good quoting software should do.
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