To write a quotation properly you need eight things: your details, the client's details, a quote number, the date, a validity period, a clear description of the work, the price with VAT shown separately, and your payment terms. Everything else is optional.
What you need to write a quotation
- Your business details. Name, address, contact number, and your VAT number if you are registered.
- The client's details. Business name and address, not just a first name.
- A quote number. Sequential, and separate from your invoice numbering.
- Date of issue.
- Validity period. Usually 14 to 30 days.
- Description of the work. The part that matters most. See below.
- The price. Subtotal, VAT if applicable, and the total.
- Payment terms. Deposit, balance, and how long the client has to pay.
Describe the work so it cannot be misread
Most quotation disputes are not about price. They are about what the price was supposed to cover.
Weak: Bathroom renovation. R48,000.
Better: Remove existing bath, basin and tiling. Supply and install new bath, basin and mixer as specified. Retile floor and walls to 1.8m. Includes waterproofing. Excludes electrical work, ceiling repairs and removal of rubble.
The exclusions do more work than the inclusions. Write down the things a reasonable client might assume are included but are not.
Pricing it
- Line items for materials and quantities, so a client can see what they are paying for.
- Labour as a separate line, priced by hour or by job.
- A contingency where the scope genuinely cannot be pinned down, stated openly rather than hidden in the rate.
- VAT shown separately so the client can see the ex-VAT figure.
Round numbers invite negotiation. R48,000 reads as an estimate. R47,340 reads as a calculation.
Common mistakes
| Mistake | What it costs you |
|---|---|
| No validity date | You are held to old pricing after material costs rise |
| Vague scope | Unpaid extra work, or an argument at invoicing |
| No deposit terms | You fund the materials |
| Same numbering as invoices | Confusion in your records and on statements |
| Quoting verbally | Nothing to point at when the account is queried |
Common questions
Should I include terms and conditions?
A short set on the quotation is worth having: validity, deposit, what happens if the scope changes, and who carries the cost of delays outside your control.
Do I need to quote in writing?
There is no general legal requirement, but a written quotation is the only version you can rely on later.
Can I change a quote after sending it?
Before acceptance, yes. Reissue it with a new number and say the previous one is withdrawn.
Build the quote from your saved clients and price list, then raise the invoice against it when the work is done.
Create a professional quotationDisclaimer: This content is for general information only and does not constitute legal, tax, accounting or financial advice. Always confirm important requirements with SARS, the relevant authority or a qualified professional.
