Checklist for making a quotation

Published by:
Netherlands Chamber of Commerce, KVK
Netherlands Chamber of Commerce, KVK

A quotation is a proposal to a potential customer. In a quotation, you describe which services you can provide for a certain price. And which conditions apply. You convince the customer with an interesting price estimate. Read in these 5 steps how to make a quotation and what you should pay attention to.

1. What does your client want you to include in your quotation?

Before you draw up a quotation, you must first have a clear idea of what the client wants. Identify their wishes as well as possible. For example, are you making a quotation for designing a corporate identity? Then ask which parts you need to design. Logo, business cards and letterhead, or a website as well? This way you ensure that your offer meets their needs.

2. What exactly will you do? Put it in your quotation

Describe exactly what work you are going to do for your customer in your quotation. Which products or services you will provide. Also state the conditions, such as the time schedule and your hourly rate.

For the most part, you can draw up the content of the quotation as you see fit. After all, your customer does not have to agree to a quotation. It is a proposal, not yet an order. But there are several legal requirements for quotations. You have to include these items in your quotation:

  • your company details;
  • your customer's details;
  • the date of your quotation;
  • the quotation number;
  • a summary of the activities;
  • your rate or project price;
  • the validity period of your quotation;
  • the right to a prepayment of up to 50% of the total amount;
  • a reference to your terms and conditions (if you have them).

In addition to the legal requirements, you can consider including the following points in your invoice:

  • purchase number;
  • contact name;
  • request for confirmation of receipt.

When preparing a quotation, make sure that you use stationery that contains your address, contact, and bank details.

4. Do I include my general terms and conditions in my quotation?

Drafting general terms and conditions is not mandatory, but it is sensible. In your general terms and conditions, you set out the rights and obligations of your customer and you as a supplier. Such as agreements about the payment term. This way you reduce your financial risks. And you avoid misunderstandings or disappointments.

5. Send the quotation

Send your quotation by email. Be sure to send the price estimate in a pdf. This way, others cannot make changes without your knowledge and the layout remains the same. In the email, you write an accompanying text. The moment the client accepts and signs the quotation, the content of your proposal is legally binding.

Questions relating to this article?

Please contact theNetherlands Chamber of Commerce, KVK