Free Quotation Format Templates

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Professional Quotation Format for Businesses & Agencies

Free Quotation Templates
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Quotation Template in PDF (Add quotation details and download it in PDF format.)

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Quotation Form
Quotation Details
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Use Refrens quotation templates to create professional quotations

(You can choose the template in last step after making the quotation)
Quotation Template
Quotation Template
Quotation Template - Letterhead
Quotation Template
Classic Quotation Template
Quotation Template
Printable Quotation Template
Quotation Template
Modern Quotation Template
Quotation Template
Quotation Template - Business
Quotation Template
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Features of Quotation Format

Customization of Columns
Customized TemplatesEasy to customize templates as per the requirement. No need of entering the details again and again. Add multiple custom columns and fields.
Create invoice from quotation with one click
Quotation to InvoiceEasily convert your quotations to invoices with just one click. There is no need to create a new invoice from scratch. Simply use our quotation format to save your time and effort.
Email and track quotation
Track Your QuotationsSend your quotations via email and conveniently check whether your client has opened them. With our quotation templates, you can easily keep track of your quotations.
Schedule your Email and send quotation on time
Schedule Your EmailSchedule your emails to send quotations on a future date, ensuring they reach your clients on time even when you are not working. This feature allows you to maintain timely communication with your clients effortlessly.
Multiple Currency and Country supported on quotation template
Countries SupportedRefrens' quotation templates support over 150 countries and currencies, including the rarest, ensuring you can cater to clients globally with ease.
Upfront Support
Upfront SupportGet live support from our experienced support executive. We're available on both chat and WhatsApp to answer your questions and assist you with any issues.
Logo Customisations
Logo CustomizationOur quotation templates allow you to add your business logo effortlessly. This feature ensures that your quotation looks professional and matches your brand identity.
Custom Fields & Columns
Custom ColumnsTailor your quotations by adding custom fields and columns to meet your specific needs. Our quotation template provides flexibility, enabling you to include all the necessary details in your documents.
Hide Irrelevant Columns
Hide Irrelevant ColumnsSimplify your quotations by hiding any columns that are not relevant. This feature ensures that your quotation sample is clean and focused on the necessary information, making it easier for your clients to understand.
Color Customisations
Color CustomizationChange the color of your quotations to match your branding with ease. Our quotation template allows you to adjust colors, ensuring that your documents are visually appealing and consistent with your brand.
Add Letterhead
Add LetterheadInclude a letterhead at the top of your quotations for an extra touch of professionalism. This feature enhances your quotation format, making your documents look official and well-organized.
Quotation Creation
Quotation CreationEffortlessly create simple, professional, and visually appealing quotations with our user-friendly tools. The intuitive interface of our quotation format makes the process quick and easy.
Quotation Management
Quotation ManagementKeep all your quotations organized in one place for easy access and management. Our platform allows you to store and retrieve your documents efficiently, ensuring that you can find any quotation format when needed.
Customisation Options
Customization OptionsTailor your quotations to match your brand identity with a variety of customization options. Add logos, custom fields, columns, colors, and letterheads to your quotation template.
Download & Print
Download and PrintEasily download your quotations as PDFs and print them directly from the platform. This feature ensures that you can quickly generate physical copies of your documents when needed.
Email Integrations
Email IntegrationSend quotations directly to your clients via email from our platform. This feature simplifies the communication process, allowing you to deliver documents promptly and professionally.
Client Management
Client ManagementEffectively manage client information and history within the platform. This feature helps you keep track of all client interactions and documents, ensuring that you can provide personalized service.
Sales CRM Integration
Sales CRM IntegrationEnhance customer relationship management by integrating with sales CRM tools. This feature helps you manage client interactions and sales processes more effectively.
Expense Reports
Expense ReportsGenerate and manage expense reports for comprehensive financial tracking. This feature helps you keep track of all business expenses, ensuring that you can maintain accurate financial records.
Mobile App
Mobile AppUse the Refrens mobile app to create, manage, and share quotations on the go. This feature provides flexibility and convenience, allowing you to handle your business operations from anywhere.

Frequently Asked Questions (FAQ)

What is a quotation format?

A quotation format is a document that contains all the information that includes product name, amount, quantity, and other essential details. You can easily edit this document and can customize it as per your requirement.

What are the different quotation formats?

Using our quotation template, you can create quotations in Excel and Word Format. Different types of templates include the freelance quote, service quote, price quote, business quote and construction quote templates.

How to make a quotation using quotation template?

You can easily create a quotation using Refrens quotation template, you just have to add some details on the template:

  1. The name, address, logo, and other vendor details.
  2. Same as vendor details add buyers' information.
  3. Fill out the product or service name with a description.
  4. Add quantity or hours worked with your price or hourly rate.
  5. Clearly define the terms & conditions on the quotation.
  6. Sign of an authorized person.
Can I customize the quotation format?

Yes, you can customize Refrens quotation template by adding the logo, custom fields and columns, or by hiding the irrelevant columns. You can also change the color of the quotation, add letterhead at the top of the quotation.

What must be included in a quotation template?

Quotation template must include:

  1. Quotation at the top of the document.
  2. Quotation number and date.
  3. Logo of the company.
  4. Seller details with all relevant information.
  5. Buyer details with name and address, contact number.
  6. Product name, quantity, and rate.
  7. Terms and conditions.
  8. Accepted mode of payments.
  9. Signature.

Quotation Format and Free Quotation Templates

A Quotation template is a blank format used by vendors to outline the products or services they are going to offer to their clients at a specific price. Quotation plays a very important role as it is the first touchpoint of any business. Before sending the invoice, contract or agreement, it is the quotation that is sent by the vendor to grab the opportunity of getting work from the client, so having a great quotation template is necessary.

Why one should use a quotation format for the business?

A well-structured and professionally designed quotation serves as a crucial document in any business transaction. Think of it as the face of your business, especially in the eyes of potential clients. When a client is seeking services or products, they often contact multiple vendors to understand their offerings. During these interactions, one of the key elements they assess is the quotation received from each vendor.

Consider a scenario where a client is searching for a web developer to design and develop their website. After researching and receiving referrals, the client compiles a list of potential vendors. These vendors are then approached, and the client explains the project details to each of them. In return, the client requests a quotation, including the price and estimated completion time for the project.

Upon receiving the quotations, the client meticulously evaluates each one. What stands out to them is not just the pricing but also the professionalism and clarity reflected in the quotation document. A professionally designed quotation indicates that the business is organized, values transparency, and pays attention to details. It establishes credibility and builds trust with potential clients, making them more likely to consider the vendor seriously.

Furthermore, a well-crafted quotation provides clarity and transparency. It clearly outlines the services or products offered, their corresponding costs, any applicable terms and conditions, and the proposed timeline for project completion. This transparency is vital for ensuring both the client and the vendor are aligned on the project scope, preventing misunderstandings or disputes later in the process.

In a competitive market, a professional quotation can be a key differentiator. When clients compare quotations from various vendors, a visually appealing and well-structured document can capture their attention and make your offer more attractive. It becomes a tool for showcasing your professionalism, which is particularly significant when dealing with corporate clients or projects of higher value.

Moreover, using a proper quotation format doesn’t just enhance your business’s image; it also makes your operations more efficient. Quotation templates simplify the process of generating quotes. They allow you to customize your offerings for different clients and services, saving time and effort that can be better utilized in other aspects of your business.

Lastly, beyond being a tool for client interaction, a well-structured quotation can also act as a conversion tool. It has the potential to persuade potential clients to move forward with your services. It communicates the value they will receive for their investment, making them more inclined to make a decision in your favour. Moreover, once approved you can directly create an invoice from the same quotation without creating the invoice from scratch using a free invoice templates or using a tool like invoice generator.

In essence, a professionally designed quotation isn’t just a standard practice; it’s a strategic asset. It significantly influences the decision-making process of potential clients and can ultimately determine the success of your business endeavours. Therefore, investing in creating clear, visually appealing, and professional quotations is a fundamental step towards achieving business growth and success.

Elements of an Quotation Format

In today's competitive world just creating a quotation is not enough, it is also important to know the proper format of the quotation before making one. So here is the list of elements you must have in your quotation form or you can directly use or quotation maker to create online quotations for free.

Title - The document begins with a clear title, usually "Quotation," at the top. This title signifies the purpose of the document.

Quotation Number - Each quotation is assigned a unique identification number. This number is essential for referencing and organizing records. It also serves as a crucial identifier during invoice creation and other documentation processes.

Quotation Date and Due Date - The quotation includes the date when it is created. Additionally, it specifies a due date, indicating the deadline for the client's response or acceptance of the quotation.

Seller's Company Information - Detailed information about the seller's company is provided, including the company name, physical address, email address, and phone number. This information establishes the seller's identity and provides easy contact details for the client.

Buyer Information - The buyer's details, such as their name, address, email address, and phone number, are included. Personalizing the quotation with the buyer's information ensures a tailored approach and establishes a connection with the client.

Product or Service Details - The quotation lists the products or services being offered to the client. Each item is clearly defined, indicating what the client will receive.

Product/Service Descriptions - For each product or service listed, a detailed description is provided. This description elaborates on the specifications, features, or scope of the product or service. Clarity in descriptions helps the client understand the offering thoroughly.

Detailed Cost Breakdown - The costs associated with each product or service are broken down. This breakdown provides transparency, allowing the client to understand the individual costs of different components.

Total Cost - The quotation summarizes the total cost of the project or purchase. This total provides a clear overview of the overall investment required from the client.

Price Variation Clause - A statement indicating that the provided prices are subject to change based on specific factors is included. This clause sets the expectation that prices might vary and prevents misunderstandings.

Terms and Conditions - This section outlines the terms and conditions of the transaction. It covers aspects such as payment terms, delivery schedules, warranties, and any other important contractual details. Clarity in terms helps manage client expectations and ensures a smooth transaction process.

Additional Notes - Space is allocated for additional notes or comments. Here, specific instructions, special considerations, or any other relevant information can be communicated. This section allows for personalized communication with the client.

Authorized Person's Signature - The quotation is signed by an authorized representative of the seller's company. This signature signifies the document's authenticity and formalizes the proposal.

Incorporating these elements into the quotation format creates a comprehensive and professional document. It not only communicates the offerings effectively but also establishes trust and credibility between the seller and the client. Such a detailed and well-organized quotation format ensures clarity in communication and sets the stage for successful business transactions.

Here you can check out how to make a quotation easily without any hassle.

Quotation Format offered by Refrens

Sample Quotation Template

A sample quotation template provides a basic and versatile format that can be customized according to your specific requirements. It serves as a foundation upon which you can add your company's details, product or service information, and pricing.

Business Quotation Template

A business quotation template is designed for formal business transactions. It often includes fields for detailed product or service descriptions, quantities, rates, and total costs. Business quotation templates are ideal for professional organizations looking to create detailed and comprehensive quotes for clients.

Company Quotation Template

The company quotation template is tailored for businesses that want to present a unified and professional image. It includes fields for company branding, such as logos and letterheads, along with detailed sections for products or services and their corresponding prices. This template is ideal for companies that prioritize branding consistency in their quotations.

Price Quotation Template

A price quotation template focuses on providing clear and detailed pricing information. It often includes itemized lists of products or services, along with their individual prices. Price quotation templates are suitable for businesses that want to present transparent pricing structures to their clients.

Work Quotation Template

A work quotation template is specifically designed for service-based businesses and contractors. It includes sections describing the scope of work, materials or resources required, labour costs, and any additional charges. Work quotation templates are perfect for professionals in fields such as construction, home improvement, or consulting.

Sales Quotation Template

A sales quotation template is focused on showcasing products or services in an appealing manner. It often includes images, detailed descriptions, pricing, and any special offers. Sales quotation templates are suitable for businesses aiming to impress potential clients with visually appealing quotes, especially in industries like retail or e-commerce.

You can also use our other templates like invoice format, proforma invoice templates, purchase order format, invoice templates Word, Print-friendly invoice templates, blank invoice templates Word, tax invoice templates.

Professionals who can use Refrens quotation templates for their business

Refrens' versatile quotation template caters to a wide array of professions, making it an invaluable tool for various businesses and service providers. Here's how different professionals can benefit from using Refrens' quotations for free:


Freelancers across diverse fields, such as writers, designers, developers, and consultants, can utilize Refrens to create professional quotations for their clients. The platform allows freelancers to present their services in a structured and visually appealing manner, enhancing their credibility.

Small Business Owners

Small business owners, whether operating in retail, services, or consulting, can use Refrens to generate detailed and customized quotations. This is especially beneficial for businesses involved in sales, marketing, IT services, and more. By creating professional quotes, small businesses can make a significant impact on potential clients and increase their chances of securing contracts.

Creative Professionals

Creative professionals such as artists, photographers, graphic designers, and content creators can showcase their work and pricing creatively through Refrens' quotation templates. This platform allows them to highlight their portfolio effectively and present their creative services in an attractive manner.


Consultants from various fields, including management, finance, legal, and marketing, can use Refrens to outline their services clearly. By creating detailed quotations, consultants can communicate their expertise, services, and associated costs, fostering transparency and trust with their clients.

IT Professionals

IT professionals, including software developers, web designers, and digital marketers, can use Refrens to create quotations that delineate the specifics of their services. This is especially valuable for IT projects, where clear communication of services, costs, and timelines is crucial.

Service Providers

Service-oriented businesses, such as cleaning services, repair services, catering companies, and event planners, can leverage Refrens to provide clients with detailed quotations. By presenting their offerings clearly, service providers can demonstrate professionalism and reliability.

Sales Professionals

Sales professionals in various industries can utilize Refrens to create sales quotations. These quotations can be tailored to showcase products, services, pricing, and terms, enabling sales teams to make compelling offers to potential clients and close deals effectively.

Marketing Agencies

Marketing agencies and professionals can use Refrens to present their marketing strategies, campaign details, and associated costs professionally. The platform allows them to create visually appealing quotations, showcasing their expertise and creativity to potential clients.

Easy to Customize Quotation Format

Using Refrens quotation format, you can easily start creating the quotation using the above blank format. Add all the essential elements in the quotation as mentioned above. If you want to add any additional information then you can easily use our custom column feature which helps you to add extra columns anywhere on the quotation.

Once the quotation is created, you can select a quotation template as per your need and can also change the color of your quotation. If you want a more professional-looking quotation then don't forget to add your company letterhead at the top of the quotation.

Once the template is customized, you can send the quotation directly to your potential client using Refrens emailing system. The advantage of using the mail here is you can track your quotation and check whether the client has opened your quotation or not, same you can also schedule your quotation for future dates.

You can create quotations for clients, there are no restrictions for creating or adding the client. manage all your quotations, invoice, and can use proforma invoice format, and other documents in one place.

What is an Estimate Template?

An estimate is similar to a quotation but here the catch is the "pricing" of the product or services you offer to the client. When creating an estimate, the price is quoted approximately and not the exact amount as we do in a quotation. A reckon value or cost of the job that is likely to incur at the time of the project is quoted at the time of generating the estimate.

An estimate is not a true invoice, the cost may change at the time of issuing the final invoice.

When estimate is issued by the business?

Many times it becomes a crunch for the business to evaluate the proper cost of a project. Businesses like construction, website development, photography, marketing firms, etc. use estimates for their business, as they don't know the exact amount to cost for the job. So they calculate the risk, labor, and materials required, the delivery scope of the project, and offer a rough costing of the project.

So creating an estimate is not an easy task, it takes a lot more in-depth research and considers many indirect factors that can hinder your project value. Unfortunately, most of the businesses don't even bother to issue a proper estimate to the client and they end up making a loss on the project.

If you are unaware of the pricing that is going to cost for the work then it is important to plan and create an estimate. If you know the proper costing of the project, then you should create a quotation using any quotation software or you can also use a quotation template or you can also our online quotation maker for free.

Calculating the cost of the project is not a very complicated process, you simply have to list down the materials, a task list, a milestone to complete at a definite time, an approximate budget of all these lists, and proper planning, you can write an accurate estimate.

You can use our estimate template to make an estimate. Refrens offer multiple templates with total control of branding and customizing the estimate in your own way.

Format and Content of an Estimate Template

There are some important elements that must be used when generating an estimate. The list of the elements is as follows:

  1. Always use the title "Estimate" at the top of the estimate template.

  2. Estimate a number that can be used as a reference number when creating an invoice in the future.

  3. Creation date and due date of the estimate.

  4. Add your company logo, name, information, and all other important information.

  5. Buyer's information like name, address, email, and phone number.

  6. Properly define your work with a detailed description like requirements of materials, and labor.

  7. Estimated cost of the project.

  8. Estimated timeline of the project.

  9. Terms and conditions which will showcase the conditions of the project and also mention the mode of payment.

  10. Additional Notes: add some relevant or extra information about the project so that it becomes clear to the client.

  11. And also mention on the estimate that, the price of the project is not accurate and may vary as per the requirements or any other internal or external factors.

  12. Signature of the authorized person.

Online Estimate Formats offered by the Refrens

  • Project Estimate Template

  • Classic Estimate Template

  • Printable Estimate Template

  • Cost Estimate Template - Modern Version

  • Work Estimate Template - Business Version

Other template includes Excel invoice templates, proforma invoice templates, purchase order templates, quotation templates.

With multiple estimate templates on board, you can create your own unique template by customizing as per the need which will keep you ahead of your competitors. As with increasing competition, you also know that your client will be in touch with other businesses to get the work done so they will be in search of the company that will suit them the best so it becomes crucial for you to look superior from your competitors. Using the same old generic estimate template is of no use now so, use Refrens template which is specially developed for the businesses who are bound with estimate documents.

All the templates are pre-formatted so you don't have to create the estimate from the scratch, just add the necessary information on the estimate template and your document is ready for delivery. However, you can still customize the template as per your wish by adding custom fields, columns or by hiding the redundant column. Moreover, you can also change the color, fonts, add letterhead and footer with one click and build your brand.

Unlike others, Refrens never use its logo or name anywhere in the estimate nor run any advertisement. The estimate will completely carry your branding with your company name and logo. Once the estimate is created, you can save it on Refrens website so that you don't have to search for the documents on your computer which eventually saves your time. Easy to send the estimate directly to the client via mail and can track whether the estimate is opened by the client or not.

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