How to write a winning quotation in India (template + examples)

Quick frame: A good quotation tells the buyer exactly what they get, what they pay, and how long the price holds. The win rate on a tight quote is 30–50% higher than a vague one. Generate one in a minute with the Quotation Generator — free preview, ₹19 for the clean PDF.

The 7 elements every Indian quote needs

1. Header — your business name, GSTIN (if registered), full address, phone, email.
2. Quote number + date — pick a serial format (QUO-2026-0001) and stick to it across the year.
3. Buyer block — name, address, GSTIN. Match the casing the buyer uses on their invoices.
4. Line items — description, quantity, unit, unit price, line total. No clever shortcuts here. The clearer it is, the faster the PO.
5. Tax row — GST 18% (or 5/12/28 as applicable) shown separately. State whether prices are inclusive or exclusive.
6. Total in figures and words — "Rs. 1,18,000 (One Lakh Eighteen Thousand only)".
7. Validity + terms — 15-30 days standard. Lock-in payment terms (50% advance / on delivery / NET 30).

Inclusive vs exclusive of GST: pick one and label it

The single biggest cause of post-PO disputes. If you write "Rs. 1,00,000" without saying inclusive or exclusive, the buyer will assume inclusive and your margin disappears. Print it in the heading row: All prices are exclusive of GST, then a separate line with the GST amount.

What's the right validity?

Industry	Suggested validity
Software / consulting	30 days
Manufacturing / fabrication	15-21 days
Steel, paper, fuel-linked	7 days
Imports (USD-linked)	7 days, with FX clause

Add the line: "Prices subject to revision after the validity period in line with input cost movement."

Common quote mistakes

• No tax break-up — buyer can't compare with another vendor cleanly.
• No HSN/SAC — for B2B, this gets asked the moment your quote enters the buyer's purchase system.
• Vague payment terms — "as per company policy" is not a term. State it.
• No lead time — give a delivery / completion estimate ("ex-works in 14 working days").
• Round to ₹0 — "₹50,000" reads cleaner than "₹49,876.50". Round-up to your benefit.

Related tools

• GST Invoice Generator — once the PO comes in.
• Proforma Invoice Generator — for advance billing.
• Service Agreement Generator — for retainer / fixed-scope deals.

Q. Is a quotation legally binding in India? A. On its own, no. It is an offer. It becomes binding only when accepted by the buyer in writing or by issuing a PO that matches the quote.

Q. Should I show GST or not? A. If you are GST-registered (turnover above ₹20/40 lakh), always show GST separately. The buyer needs the break-up to claim input tax credit.

Q. Can I revoke a quotation? A. Yes, before acceptance. State a clear validity (15-30 days). Once accepted, it becomes a contract — withdrawal is a breach.