What are the best practices for formatting and designing a quotation document?

1 Choose a suitable template

One of the easiest ways to format and design a quotation document is to use a template that matches your industry, brand, and purpose. A template can save you time and effort, as well as ensure consistency and readability. You can find many free or paid templates online, or use a software tool that generates quotations automatically. However, make sure to customize the template to fit your specific needs and preferences, and to avoid using generic or outdated information.

2 Include the essential elements

A quotation document should provide your client with all the information they need to make a decision and understand the scope and terms of your offer. This includes your business name, logo, contact details, and address, as well as the client's name, contact details, and address. The document should also include the date of issue and expiry date of the quotation, along with a unique number for reference and tracking. A clear and concise description of the goods or services you are offering should be included, such as the quantity, quality, specifications, and delivery time. Additionally, it should provide the total price of your offer broken down by item or category, including any taxes, discounts, or fees. Payment terms and methods should be specified too - such as deposit amount, due date, and accepted currencies or modes of payment - as well as validity and acceptance terms like conditions for changes, cancellations or revisions. Finally, a signature line should be included for both parties to confirm the agreement.

3 Use clear and professional language

The language you use in your quotation document should be clear, professional, and respectful. Avoid using jargon, slang, or abbreviations that your client may not understand, and explain any technical terms or acronyms that you need to use. Use simple and direct sentences, and avoid ambiguity or vagueness. Be polite and courteous, and use a positive tone that expresses your confidence and enthusiasm. Proofread your quotation document for spelling, grammar, and punctuation errors, and make sure it is consistent and coherent.

4 Add some visual elements

A quotation document can be improved with visual elements that make it more attractive and easier to read. Consider choosing a color scheme that reflects your brand identity and creates harmony and contrast. You may also want to select a font style and size that is professional and legible. Additionally, creating a layout that organizes the information in a logical way, using headings, subheadings, tables, charts, or bullet points can help. Furthermore, adding images or icons to illustrate your goods or services or highlight your unique selling points can be beneficial. Finally, including a logo or watermark that identifies your business and adds credibility is recommended.

5 Review and test your quotation document

Before sending your quotation document to your client, it’s important to review and test it for accuracy and completeness. Verify the calculations and totals, and make sure they are consistent and correct. Test the links, attachments, or signatures to ensure they are functioning properly. You can also print or preview the document on different devices or formats to see how it looks. Additionally, ask for feedback from a colleague or friend to make any necessary adjustments.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?