How to Write a Quotation – Step-by-Step (+ Free Tool) | ComTools

How to write a quotation and how to make a quotation letter: structure, line items, payment terms, validity. Free AI tool to draft your first quote in minutes.

Quotation structure

Header (quote no., dates), parties (issuer/client), scope summary, itemized table, subtotal/tax/discount/total, payment terms, validity, assumptions and exclusions.

Writing tips

Be specific on deliverables, use measurable units, state revision limits, include deposit and milestone payments, add disclaimer that prices are subject to final confirmation.

5-minute workflow with AI

Pick template → describe project in AI tab → review line items → add company details → export Excel or PDF → send. Use Refine for follow-up changes.

FAQ

QHow long should a quotation be valid?

30 days is common for services; construction may use 7–14 days due to material volatility.

QShould I include tax?

State clearly whether prices are tax-inclusive or plus tax, and show tax rate on the document.

QHow do I make a quotation letter?

Use the same structure as a quotation, add a short cover note (thanks + scope summary), then export PDF or open the Excel export in Word for letterhead.

QHow to make a quotation proposal for a client?

Clarify scope, itemize deliverables with prices, state payment milestones and validity, then generate with ComTools and review before sending.