U28 - How to make a quotation
U28 - How to make a quotation
Lesduur is: 90 minOnderdelen in deze les
U28 - How to make a quotation
What is a quotation?
A quotation is a formal price document that shows a customer which products or services are being offered, how much they cost, and under which conditions they can be purchased.
Your own quotation should look professional, be easy to understand, and contain all the necessary information.
The quotation should also match the products, services and prices you presented in your Sales Proposal.
1. Company Header and Quotation Details
Company logo and name
Place your company logo and company name at the top of the document. This makes the quotation look professional and helps the customer identify the seller.
Quotation details
Include the following information in the top-right corner:KVK / registration number
Date of quotation
Valid until date
What is the valid until date?
This is the last date on which the quotation is valid. In the example, the quotation is dated 07/10/2024 and is valid until 06/11/2024.
Always choose dates that make sense for your own quotation.
2. Company and Customer Information
Seller / Company
Include:
Company name
Street and house number
Postal code and city
Country
Telephone number
Email address
Seller / Company
Include:
Company name
Street and house number
Postal code and city
Country
Telephone number
Email address
3. Item Description, Quantity, Price and Total
What does each column mean?
Item Description: Describe the product or service clearly. Include relevant details such as model, storage capacity, accessories or subscription features.
Qty: State how many items the customer is purchasing.
Price: Show the price per item or service.
Total: Show the total price for that item, based on the quantity.
Important: One-time costs versus monthly costs
Clearly distinguish between a one-time purchase and a recurring subscription.
For example:
Smartphone: €371.90 one-time
Accessory bundle: €41.32 one-time
Monthly contract: €16.53 per month
Do not accidentally present a monthly fee as a one-time payment. If your quotation combines both types of costs, make the distinction clear.
4. Subtotal, VAT and Grand Total
What do these amounts mean?
Subtotal: The total of the applicable prices before VAT.
VAT (Value Added Tax): The applicable tax amount.
Grand Total: The final amount, including VAT.
Check your calculations carefully. The VAT rate depends on the product or service and applicable tax rules. Use the rate specified in your assignment or the rate appropriate to your scenario.
5. Authorised Signature
Include:
Signature of the authorised person
Printed name
Job title, if relevant
The signature indicates who prepared or authorised the quotation. You can use your own name as the salesperson or authorised representative.
6. Terms and Conditions
Terms and conditions explain the rules that apply to the quotation. Place them in a separate box underneath the price summary.
Include the following components where relevant:
Validity: How long is the quotation valid? What happens when the validity period expires?
Payment: When must the customer pay? Is a deposit required? Are instalments or other payment arrangements available?
Delivery: When will the product be delivered or the service completed? Are there any delivery costs?
Delays: How will the customer be informed if delivery is delayed?
7. Contact Information at the Bottom
Finish your quotation with a short contact statement so the customer knows how to ask questions or accept the offer.
For example:
For any enquiries regarding this quotation, please contact us at info@company.com or call +31 6 123456789.
Use your company's contact details consistently.
Assignment: Create a Professional Quotation
Working method: Work in pairs or groups of 3
Suggested time: 45–60 minutes
Deliverable: One professional quotation in PDF format per group
Needed supplies: Printed out assignment with assignment details, laptop.
Learning objectives
After completing this assignment, you will be able to:
Create a professional quotation based on given information.
Calculate item totals, VAT and the grand total correctly.
Distinguish between one-time costs and monthly costs.
Include all essential components of a quotation.
Collaborate to produce a clear and professional business document.
Your task
You work for a company that sells smartphones, accessories and mobile subscriptions.
Your customer, Emma de Vries, wants to purchase a smartphone, an accessory bundle and a monthly mobile subscription.
Your group must create one complete, professional quotation for Emma, using the company details, customer information, product prices and terms and conditions provided in this assignment.
You can use Canva for a template/lay-out.
