Write a Quote: Template, Sample & Tips 2026

A complete quote should include: Name and address of provider and recipient, quote number and date, detailed description of services with quantities, individual prices and total price, VAT (except for small businesses), validity period, payment and delivery terms, and reference to terms and conditions.

Yes, a quote is a legally binding declaration of intent under civil law. Once the customer accepts the quote, a contract is formed. You can limit the binding effect with disclaimer clauses like "quote non-binding", "prices subject to change", or "while supplies last".

The key difference is price commitment: A quote is binding - the stated price applies. An estimate is an approximation where deviations of 10-20% are common and permitted. For grant applications, a binding quote is always required. Estimates may be charged for, quotes may not.

Without a deadline, a quote is only valid "within the time in which the offeror can expect receipt of a response under normal circumstances". In practice, this means a few days to weeks. Recommendation: Always specify a concrete validity period, e.g., "This quote is valid until 28.02.2026".

As a small business owner (e.g., under §19 UStG in Germany), you create quotes without VAT. Instead of a VAT ID, you provide your tax number. Important: Include the note: "No VAT charged according to [relevant tax law]." All prices are gross prices.

A quote can be revoked as long as the revocation reaches the recipient before or at the same time as the quote. After receipt, revocation is only possible with disclaimer clauses ("non-binding") or if the recipient agrees. For binding quotes, you may be liable for damages if you withdraw.

Quotes are generally free - you may not charge a fee. However, for estimates/cost calculations, you can charge, but must inform the customer beforehand. If the estimate leads to an order, these costs are usually credited or waived.

Disclaimer clauses limit the binding effect of your quote. Common phrases: "Quote non-binding" (completely non-binding), "Prices subject to change" (price changes reserved), "While supplies last" (quantity reservation), "Delivery time non-binding" (date reservation).

After receiving an order, convert the quote to an invoice: Transfer items, prices, and customer data. Add required invoice information: sequential invoice number, invoice date, service date, tax number/VAT ID, and payment terms. With Clever Invoice, this happens automatically with one click.

Yes, quotes are business correspondence and subject to retention requirements. The period is typically 6-10 years depending on your jurisdiction. If the quote becomes an order, it becomes part of the contract and must be kept like contracts. Digital quotes must be archived in their original format.

Successful quotes: 1) Respond quickly (within 24h). 2) Personalize - address the customer by name. 3) Describe the benefits, not just features. 4) Structure clearly with clear items. 5) Offer options (Basic/Premium). 6) Set a clear deadline. 7) Follow up after 3-5 days.

Yes, quotes sent by email are legally valid. Send the quote as a PDF attachment (not in the email body). Receipt counts as delivery. For particularly important quotes, a read receipt or follow-up call is recommended. Note: Public tenders often have special formal requirements.