Interior Design Quotation Format for FREE

Here is the sample interior quotation template by Refrens

Complete guide to interior design quotes: Key sections and details

Here’s a breakdown of the key sections you should include in your interior design quote, whether you’re using a template or creating quotations online.

1. Client Information

Start your quotation by adding your client’s basic details. This ensures both you and your client are aligned about the project scope and location.

Include the following:

Client Name

Contact Information: Phone number and email address

Client Address

Project Location: If it’s different from the client’s address

This section helps avoid confusion later, especially if the design project involves multiple sites or delivery addresses.

2. Project Details

This section outlines what the project includes and how long it will take. Be clear and detailed so your client knows exactly what services you’ll provide and what to expect.

Interior design projects usually fall into three main categories:

Residential Interior Design: Homes, apartments, villas, or any personal spaces.

Commercial Interior Design: Offices, retail stores, restaurants, or showrooms.

Specialized Interior Design Services: Custom spaces like studios, salons, clinics, or theme-based interiors.

Here’s what to include under project details:

Project Name: For example, “Living Room Design” or “Office Renovation.”

Project Start Date: The date when the project will begin.

Estimated Completion Date: The expected finishing date.

Project Description: A short summary explaining the scope of work. Mention the design style, key materials, and layout changes to give a clear overview.

3. Interior Design Services Included

This section defines exactly what services are part of the project. A clear list helps your client understand what they’re paying for and reduces confusion later.

Interior design services are usually divided into a few major categories:

Consultation Services:

This includes the initial meeting, understanding the client’s requirements, and space planning. You can also include design brainstorming sessions or site visits.

Design Services:

This covers the creative part. Developing mood boards, layout designs, and color palettes. You can also include 3D renderings or design presentations if applicable.

Sourcing and Procurement:

Involves finding and purchasing materials, furniture, fixtures, and finishes that match the design plan and budget.

Installation Services:

Includes supervising and coordinating the actual setup of furniture, lighting, decor, and other design elements on-site.

Project Management Services:

Focuses on managing contractors, timelines, budgets, and ensuring everything goes according to plan.

Additional Services (Optional):

These are value-add services like custom furniture design, decor staging, or maintenance support after project completion.

4. Cost Breakdown

Money talks and in interior design, it’s one of the first things clients want to understand. A transparent cost breakdown builds trust and helps avoid confusion later.

Here’s how you can structure this section in your quotation:

Design Fee:

This can be hourly or a flat project rate. It usually covers your consultation, design concepts, layouts, and creative work.

Furniture and Fixtures Costs:

List or estimate the cost of furniture, decor items, and fixtures. The total depends on the quality of materials chosen and the size of the project (measured in square feet).

Materials and Finishes:

Include flooring, paint, wallpaper, lighting, and other materials. Pricing here also varies based on the quality and scope of the work.

Labor Costs:

Covers the cost of contractors, carpenters, electricians, and installers. This can be charged per day or as a fixed project fee depending on your arrangement.

Miscellaneous Costs:

Don’t forget the small but important extras like shipping, delivery, packaging, permits, or any additional on-site expenses.

5. Total Cost Estimate

Once you’ve detailed all the individual expenses, it’s time to bring it all together. This section gives your client a clear snapshot of the total cost for the project.

Here’s what to include:

Subtotal:

The total amount before applying any taxes, delivery charges, or additional fees. This helps the client see the base cost of your design and materials.

Taxes or Additional Fees:

Add GST or any other applicable taxes, along with extra fees like transportation, packaging, or site supervision (if charged separately).

Discounts (if any):

If you’re offering a special discount or promotional rate, clearly mention it here. It helps the client feel valued and keeps pricing transparent.

Grand Total:

This is the final amount the client will pay after adding taxes and deducting discounts. Make sure it’s clearly highlighted and this is the number that matters most.

6. Payment Terms

Setting clear payment terms helps you and your client stay on the same page from the start. It avoids confusion later and keeps the project financially smooth.

Here’s what to include:

Deposit Required:

Mention how much you expect upfront, either as a percentage or a fixed amount. For example, many interior designers ask for 30–50% of the total project cost before starting work. This confirms the client’s commitment and covers your initial planning and design time.

Payment Schedule:

Break down how and when payments should be made. You can choose:

Upfront payment for smaller projects.

Milestone-based payments (for example, 30% on approval of design, 40% mid-way, and the remaining 30% after completion).

Final balance payment once the project is handed over. A clear schedule ensures steady cash flow and avoids last-minute payment issues.

Accepted Payment Methods:

List all the modes of payment you accept like bank transfer, credit card, UPI, or cheque. Mention your business account details if needed, so the client knows exactly how to make the payment.

Late Payment Penalties (Optional):

You can also include a short note about late payment fees. For example, “A 2% late fee will apply to invoices unpaid after 15 days.” It’s optional, but it adds a layer of professionalism and encourages timely payments.

7. Terms and Conditions

Every professional quote should include clear terms and conditions. This section protects both you and your client by outlining how the project will be managed from start to finish.

Here’s what to cover:

Cancellation Policy:

Explain what happens if either party needs to cancel the project. For instance, you can specify that cancellations must be made in writing and that the initial deposit is non-refundable once the design work has started. This helps avoid disputes and ensures your time and effort are respected.

Revisions and Changes Policy:

Interior design projects often evolve, and clients may request changes after seeing initial plans. Make it clear how you’ll handle these updates. For example, mention that one or two design revisions are included in the quote, and any additional changes will be billed separately based on time or scope. This keeps expectations realistic and avoids confusion later.

Liability and Warranty:

Clarify your responsibility for products or services. For example, you can state that warranties for furniture or fixtures will be as provided by the manufacturer, and that you won’t be liable for damages caused by third-party contractors or suppliers. A short, clear note here builds confidence and prevents misunderstandings.

Client’s Responsibilities:

Mention what you expect from the client during the project. This can include giving you timely access to the site, approving design drafts on time, and making payments as per schedule. Defining this upfront ensures smoother coordination throughout the project.

8. Signature Section

A legal section to confirm both parties agree to the terms of the quote.

- Client Signature

- Designer Signature

9. Additional Notes

A section for any extra notes or custom requirements.

- Client’s Special Requests or Preferences

- Attach images, PDFs, etc.

Refrens offers free interior design quotation templates in Word, Excel, and PDF formats. You can choose the format that suits your workflow best. The Word template is perfect if you want a neatly designed layout that’s easy to edit and personalize. The Excel format is ideal if you prefer automatic calculations for material costs, labor, and taxes. And if you want something quick, professional, and ready to share with clients, the PDF quotation is your best option.

You can also create your interior design quotation online using Refrens quotation management software. Just add your project details, customize colors, insert your logo, and download it in PDF format instantly. It’s free, simple, and made for professionals who want to save time and look more polished in front of clients.