Identify the work before presenting a price
Give the quotation a reference, issue date, customer name and concise project description. State which room, elevation or material package it covers. “Supply of floor tiles for the ground-floor kitchen” is more useful than “building work” because the reader can connect the price to a defined scope.
Describe the actual product or service on each line. For glass, that might include dimensions, thickness, finish and quantity. For flooring, it might include the product reference and pack coverage. Avoid promising a grade or specification you have not confirmed with the supplier.
Make quantity and unit rate agree
Every material line needs a quantity, unit and rate for that same unit. If the quantity is 22 m², the rate must be per m². If the supplier sells 10 packs, use a price per pack. Do not multiply a pack count by a square-metre price without converting the quantity.
For example, 22 m² at 30 currency units per m² gives 660. A product sold in 10 packs at 66 per pack also gives 660, but the units tell a different purchasing story. Choose the version that reflects the actual sale and write its unit explicitly.
Keep labour and delivery easy to find
List installation labour and transport separately when they are separate charges. This makes a supply-only comparison possible and helps the customer understand the delivered or installed total. Describe what each charge includes, especially when delivery access, unloading or multiple trips affect the agreed scope.
If a charge is included in a material rate, say so rather than adding another line that appears to charge it again. A quotation should also identify relevant exclusions: for example, removal of existing finishes or preparation work that has not been priced. Keep exclusions concrete and specific to the job.
Show how discounts and tax affect the total
Write the discount basis clearly. A 5% discount on materials is different from a 5% discount on materials plus labour and transport. Follow the calculation shown by the quotation tool, and check that it matches the arrangement you intend to offer.
Confirm whether the entered prices include tax and which charges the applicable tax covers. A single percentage field handles simple arithmetic; it cannot establish the correct treatment for every country, product or customer. Avoid adding tax twice to a supplier price that is already tax-inclusive.
State the assumptions that could change the price
Record the currency, measurement basis and whether quantities include cutting allowance or full-pack rounding. Include a validity period if prices are only held for a stated time. Describe any delivery or payment terms you intend to offer using clear dates or milestones.
If final site measurement or product availability remains unconfirmed, identify that specific dependency. A short statement such as “quantity subject to final opening measurements” tells the reader what is still pending. Avoid presenting an initial estimate as a confirmed supplier commitment.
Check the document before sharing
Review the quotation in its printed or PDF layout. Confirm that long descriptions are readable, totals are visible and the chosen currency is clear. Check a sample line manually: quantity multiplied by rate should match its amount before any declared discount.
Save a copy with the quotation reference in the filename. When the scope changes, issue a revised version with an updated reference or revision note so everyone can identify the price being discussed. Keep the underlying measurements and supplier prices with that copy for later review.
- The project and product descriptions are specific.
- Quantity, unit and rate match on every line.
- Labour, transport, discounts and tax are easy to trace.
- The currency, validity and remaining assumptions are stated.