Quotation Templates (Word, Excel, PDF) - FREE Quote Template

Let’s talk about something every business owner needs: quotations.

Here, I’ll explain how you can easily create quotations for your business in different formats, especially in PDF, Word, and Excel. But first, let me tell you one thing. It’s always a good idea to use free online tools like Refrens quotation software instead of designing everything from scratch.

Why? Because Word, Excel, Google Docs, and Google Sheets might seem convenient, but they lack the functionality you actually need. And I’m not even talking about advanced features. They miss the basics like reminders or quotation status tracking. But honestly, that’s not their fault. These tools were never meant for this purpose. As a business owner, you should use tools that help you save time, not waste it.

When I started my business and leads began pouring in, I used to connect with every prospect personally. Once I got their requirements, they would ask me to send a final quote to close the deal. That’s when panic used to strike. I didn’t know how to create a quotation, what to include, or how to make it look professional.

So, I did what everyone does: opened ten tabs and started researching. After spending hours on articles and examples, I finally learned how to create a proper quotation and what elements to include. And trust me, it’s not as easy as it looks. You can say, “If building a business is an art, then a quotation is the canvas.”

Sounds poetic, right? But it’s true. A quotation is the first document that connects you with your client. That means your chances of getting ignored or rejected are high if it doesn’t look professional. A quotation defines the project scope, materials, and cost. It sets the foundation before any work begins. That’s why getting it right matters.

After understanding how important quotations are, I started looking for tools and templates that could help me. I came across several templates in Word and Excel format. They worked fine at first, but I soon realized something. Creating quotations is only one part of the job. Managing and tracking them is equally important. I wanted to know how many quotations I sent and how many actually turned into deals.

Now, don’t get me wrong. Word and Excel quotation templates aren’t bad. They’re fine if you’re just starting out and don’t have many clients in your pipeline. But as your business grows, you’ll start to feel the need for automation. And trust me, software makes that transition so much easier.

And trust me, when I say any software is far better than relying only on templates, I mean it. In my experience, I tried creating quotations in Word and Excel format and then tried creating the same quotation in software like Refrens. I could easily see a noticeable improvement in my core work rather than wasting hours creating quotes. Plus, the functionality that software offers is unmatched compared to templates.

That said, there are still many businesses like small businesses, freelancers, solopreneurs, who prefer templates. And that’s completely fine. Some software tools are expensive, while others lack features or security. That’s why Refrens offers a free starter plan for small businesses that can’t yet afford full-fledged online accounting software. You can simply connect with the sales or support team, and they’ll help you get started.

And if you still prefer using templates, Refrens has your back. We have a dedicated quotation template page where you can find different types of templates for various businesses in Word, Excel, and PDF format. The best part? It’s completely free. You don’t need to pay a single penny. You can download as many Word and Excel templates as you want without even signing up. You’ll only need to sign up if you want to download the quotation in PDF format.

So, let me explain how you can access the templates on Refrens for free. We’ll start with the Word format, then move to Excel and PDF.

Creating quotation using Excel format

Now let’s move on to Excel format. The steps are almost the same as the Word version, with just one small change.

This time, head to Google and search for “Refrens quotation template in Excel.” Click on the Refrens link, and you’ll land on the right page instantly.

Here’s the thing about Excel: Creating a quote from scratch can take a lot of time. You’ll need to add columns, type in item details, apply formulas, and make sure the total is calculated correctly.

And let’s be honest, making it look print-friendly is another challenge. But here’s the good news. We’ve already handled all of that for you.

Refrens offers a full collection of ready-to-use Excel quotation templates. Each one is pre-formatted, easy to edit, and made to look professional. You’ll even find templates built for different industries.

Can’t find one that fits your business perfectly? No worries. You can use our blank or sample quote template instead, it’s flexible enough for any industry.

Here’s what to do next:

1. Choose the template you like.

2. Click on it to download the Excel file.

3. Open it and fill in your details - client name, pricing, and any extra notes.

4. Once you’re done, export it to PDF, just like you did in the Word format.

That’s it. Your professional Excel quotation is ready to send to your client. Quick, clean, and accurate.

Creating quotation using PDF format

Now, there are two main ways to create a quotation in PDF format. But trust me, only one of them is actually worth your time.

Option 1: Downloading random PDF templates online

You can visit websites that offer free PDF quotation templates. But honestly, this is the worst way to create quotations.

Here’s why? Editing a PDF isn’t simple. Unlike Word or Excel, you can’t just open and start typing. You need special software that lets you edit PDFs, and if you don’t have it, you’re stuck. Even a small change becomes a struggle.

So, if you want my advice, skip this method completely. Instead, let’s talk about a much better option.

Option 2: Using Quotation Software like Refrens (recommended)

Refrens makes the process simple, fast, and professional. You can create, edit, download, share, manage and track your quotation in PDF format - all in one place.

Here’s how you can do it step by step:

1. Visit the Refrens Quotation Page.

2. On the page, you’ll see a pink button labeled “Create Your First QUOTE.”

Click it. A ready-to-use quotation template will appear on your screen.

3. Fill in Your Quote Details

a) Title: Add a title like “Quote” or “Quotation.” You can also personalize it, for example, “ABC Quote.”

b) Header: Include your quotation number, date, and company logo. You can even add custom fields if needed.

c) Quotation From and To: Fill in your company details under “Quotation From” and your client’s details under “Quotation To.”

d) Line Items: Add product or service names, descriptions, quantities, rates, and totals.

e) Footer Details: Include terms and conditions, notes, signatures, or attachments.

4 Review and Save

Once you’ve filled everything, review your quote carefully. Click “Save and Continue.” If you’re not signed up yet, a popup will appear. Click “Sign Up Now” to register.

5. Download Your Quotation in PDF

After signing up, you’ll be redirected to a review page. Here, you can see your completed quotation and click “Download” to get it in PDF format.

6. Share Your Quotation

You can send it directly to your client using Refrens’ built-in email option. The client will receive two versions - an online view and a downloadable PDF. The PDF looks clean, professional, and is print-ready.

Creating quotes in PDF doesn’t have to be complicated. With Refrens, you can go from start to finish in just a few clicks with no extra software, no manual work.

Refrens offers free profession-wise quotation templates in Word and Excel

1. Simple quotation template (available in Word and Excel)

As a business owner, your success depends on how well you connect with potential clients. And one of the first things that helps you make that connection is a well-crafted quotation.

Your quotation shouldn’t just look good. It should also be simple to read, easy to understand, and clear about what you offer. That’s exactly why I recommend using the templates above. They’re built to help you create quotations that look professional without spending hours on formatting.

This free template, available in both Word and Excel, is a great starting point to pitch your products or services confidently. You can quickly edit the fields, add your details, and send it to clients all within minutes.

2. Sales quotation template (available in Word and Excel)

If you’re a freelancer, contractor, or business owner, you already know how important a sales quotation is. Think of it as your silent salesperson as it helps you close deals, build trust, and look professional without saying a word.

A sales quotation template is a must-have in your business toolkit. It clearly outlines what you’re offering, how much it costs, and under what terms. That’s the foundation of every transparent business relationship.

The main section of a sales quotation highlights the total price of your product or service. This ensures both you and your client agree on costs and expectations right from the start.

These templates include all the key details — item names, quantities, rates, discounts, taxes, and totals. And yes, they’re easy to edit, read, and share.

By presenting your prices clearly, you show your clients that you value clarity and professionalism. That small step can make a big difference in winning more projects and building long-term partnerships.

So don’t wing it. Use a well-structured sales quotation template that reflects your brand and confidence because the first impression always counts.

3. Service quotation template (available in Word and Excel)

If you run a service-based business, you know how important it is to send quotes quickly and professionally. Whether you provide cleaning, IT, housekeeping, call center, or catering services, having a ready-to-use quotation template can save you hours of manual work.

That’s exactly what Refrens service quotation template does. It’s available in both Word and Excel formats, making it easy for you to customize based on your business needs.

You can add your logo, update prices, or modify the layout to match your brand. Within minutes, you’ll have a professional quote ready to send to your client.

Once you’ve filled in the details, simply download it and share it directly. No formatting struggles, no complicated setup, just a clean and polished quote that looks professional from the start.

Don’t let messy paperwork or slow processes hold you back. Download the service quotation template today and create quotes that impress your clients and help you close deals faster.

4. Price/Rate quotation template (available in Word and Excel)

Pricing quotes can take a lot of time if you start from scratch every time. That’s why having a reliable and accurate price quotation template makes life much easier.

We’ve created one that you can easily customize to match your business needs. Just edit the pricing section, adjust the details, and you’re good to go.

The best part? The template comes with auto-calculated fields, so you don’t have to waste time manually calculating totals. You can focus on what matters most - delivering great service to your clients.

Refrens price quotation template is built for both efficiency and professionalism. It helps you create clean, well-organized quotes that instantly make your business look credible and trustworthy.

No need to design one from scratch or worry about messy layouts. Just download the template, fill it in, and send it out. Try it once, and you’ll see how much time it saves while helping you win more clients.

5. Business quotation template (available in Word and Excel)

Every professional business needs quotes that look polished and consistent. That’s where a business quotation template helps you stand out.

By adding your company logo, brand colors, or letterhead, you can make every quote look professional and aligned with your brand identity. It’s a small detail, but it creates a strong first impression.

A good business quote template doesn’t stop at listing product or service costs. It also includes labor charges, taxes, and discounts, giving your client a clear understanding of the total project value. That clarity helps them make quicker, more confident decisions.

Your business quotation template should also include clear terms and conditions. This section sets the right expectations and protects your business interests, so you can focus on delivering great work without worrying about misunderstandings later.

So don’t rely on random, generic templates that fail to reflect your brand. Download a Refrens customized business quotation template that showcases your professionalism and helps you close deals faster.

6. Freelance quotation template (available in Word and Excel)

Freelancers know the value of time better than anyone else. When you’re juggling multiple clients and deadlines, you need a quick, reliable way to send accurate quotations.

That’s exactly where the freelance quotation template comes in. It’s designed to help you create clear, professional quotes in minutes. Unlike generic templates, this one includes a dedicated column for hourly pricing. That means you can estimate project costs based on the number of hours you plan to work, ensuring fair and transparent pricing for both you and your client.

Whether you’re a designer, writer, developer, or consultant, this template helps you showcase professionalism while keeping your pricing accurate. Your time is your most valuable resource so use it wisely. With Refrens freelance quotation template, you can skip the formatting hassle, send quotes faster, and focus on what you do best: delivering great work.

7. Construction quote template (available in Excel and Word)

Creating a quotation in the construction business takes time and precision. You need to account for raw materials, labour costs, and every small detail that goes into the project.

That’s why a construction quotation template helps simplify the process. It gives you a clear structure to list materials, quantities, costs, and timelines in one place.

Accuracy is everything in construction. A detailed quote not only helps you calculate costs correctly but also builds trust with clients. When clients see clear, itemized pricing, they’re more likely to choose your business.

The construction quotation template in Excel makes this process even easier. It comes with built-in formulas to handle complex calculations automatically. You can quickly estimate costs, adjust quantities, and generate a professional quote without starting from scratch each time.

Whether you’re a contractor, builder, or project manager, using Refrens construction quotation template ensures every quote you send is consistent, transparent, and professional.

It saves time, reduces manual errors, and reflects your business’s commitment to quality and precision.

8. Product quotation template (available in Word and Excel)

A product quotation template helps businesses that sell goods share clear and professional quotes with customers. It’s available in both Word and Excel formats, making it easy to create, customize, and send detailed quotations quickly.

Product Quotation Template in Word

The Word format works best when you need a clean and branded document to send directly to clients. It usually includes:

Company details: Name, address, contact number, and email.

Quotation number and date: For easy tracking and reference.

Customer details: Client’s name, address, and contact information.

Product descriptions: Name, quantity, and specifications of each item.

Pricing: Unit price, total cost, and applicable taxes.

Payment terms: Accepted payment methods, due dates, and discounts.

Validity period: How long the quotation remains valid.

Terms and conditions: Delivery timelines, warranty, or return policies.

Closing note: A short thank-you message to keep the tone professional and friendly.

Product Quotation Template in Excel

The Excel version is perfect for faster calculations and bulk entries. You can:

• Add products, quantities, and unit prices in structured columns.

• Use built-in formulas to calculate totals and apply discounts automatically.

• Adjust prices or quantities instantly without redoing the entire quote.

This format is ideal for businesses that prepare multiple quotations daily. It helps maintain consistency, accuracy, and a professional presentation every time.

Whether you use Word or Excel, Refrens product quotation template saves time, reduces manual effort, and helps you create quotes that look polished and reliable.

9. Security quotation format (available in Word and Excel)

Refrens security quotation template helps security service providers create clear, professional, and consistent quotes for clients. It is available in both Word and Excel formats, allowing you to choose the one that fits your workflow best.

Security Quotation Template in Word

The Word version includes all key sections needed for a polished quotation:

Company information: Name, address, and contact details.

Client details: Name, address, and contact number.

Service breakdown: List of security services offered, such as guards, patrols, or monitoring.

Pricing: Clear rate details for each service, including totals.

Payment terms: Accepted payment methods and due dates.

Terms and conditions: Any policies or conditions related to the services provided.

Using a Word-based template makes it easy to fill in client-specific details and maintain a professional layout. It ensures every quotation looks consistent and branded.

Security Quotation Template in Excel

The Excel format simplifies calculations and is ideal for service providers who prepare multiple quotes daily. You can:

• Add service descriptions, units, and rates in structured columns.

• Use formulas to calculate totals automatically.

• Adjust rates or service quantities instantly.

This version helps you reduce manual errors, save time, and present accurate pricing.

10. Contractor quote template (available in Word and Excel)

Refrens contractor quotation template helps contractors and construction professionals create accurate and organized quotes for clients. It is available in both Word and Excel formats, each serving a specific purpose.

Contractor Quote Template in Excel

The Excel version is a ready-to-use spreadsheet designed for contractors. It helps you manage key project details such as:

• Material costs
• Labor charges
• Project timelines
• Payment terms
• Tax and discount calculations

Excel templates are fully customizable. You can edit columns, add your company details, and modify formulas as needed. The built-in formulas automatically calculate totals and taxes, saving time and reducing errors.

This version is ideal for contractors who handle multiple projects and need precise cost estimates and organized records. It also helps track project budgets and streamline communication with clients.

Contractor Quote Template in Word

The Word format provides a professional layout to present your quotation to clients. It includes sections for:

• Contractor and client information
• Project description
• Scope of work
• Cost breakdown
• Terms and conditions

Using a Word-based template ensures your quotations look polished and professional, reflecting your brand identity and credibility.

11. Photography quotation format (available in Word and Excel)

Refrens photography quotation template helps photographers send detailed pricing estimates to clients for events, portraits, or commercial shoots.

In Word format, you can easily customize sections for:

• Photographer and client information
• Event or shoot details
• Equipment or service breakdown
• Pricing, discounts, and taxes
• Terms and payment details

The Excel format is useful for automatically calculating totals. You can quickly adjust rates for packages, add travel costs, or include hourly rates.

12. Labour quotation format (available in Word and Excel)

Refrens labour quotation template is ideal for contractors, suppliers, or businesses that charge based on labor hours or manpower.

The Excel version helps calculate total labor costs automatically based on hourly or daily rates. You can include:

• Worker details and job descriptions
• Hourly or daily wages
• Total hours worked
• Additional expenses like tools or materials

The Word version is great for sending client-ready documents with company branding, terms, and payment details.

13. Scrap quotation format (available in Word and Excel)

Refrens scrap quotation template helps scrap dealers or recycling businesses prepare professional quotations for clients or vendors.

The Word and Excel format includes structured fields for:

• Buyer and seller details
• Scrap category and quantity
• Rate per unit
• Transportation or pickup charges

14. Solar quotation format (available in Word and Excel)

Refrens solar quotation template helps solar installation companies create detailed cost estimates for residential or commercial projects.

Refrens template includes sections for:

• Company and client details
• System size and specifications
• Equipment list (panels, inverters, batteries)
• Installation and maintenance costs
• Payment schedule and warranty terms

15. Digital marketing quotation template (available in Word and Excel)

Refrens digital marketing quotation template helps freelancers, agencies, and marketing firms share professional cost estimates for their services.

Refrens format makes it easy to create branded proposals that include:

• Client details
• List of services (SEO, PPC, social media, content, etc.)
• Duration and deliverables
• Pricing and payment terms

The Excel version helps calculate total campaign costs automatically, including retainers, ad spends, and service fees.

16. Packers and movers quotation template (available in Word and Excel)

Refrens packers and movers quotation template helps logistics and transport companies provide accurate moving cost estimates. Refrens format includes:

• Client information
• Pickup and drop locations
• List of items to be moved
• Packing, loading, transportation, and unloading charges
• Terms and delivery timelines

The Excel version helps calculate total moving costs automatically by factoring in distance, weight, and labor charges.