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Quotation Template: Items, Terms, Validity, with Example

A quotation is an offer the customer can accept as it stands: who is quoting whom, the items with quantities, unit prices and a total, delivery, payment terms and how long the offer holds. Ambiguity here becomes a dispute later.

Get these right before you write

  1. 1Number the quotation and date it; both will be referred to.
  2. 2State whether prices include tax and delivery.
  3. 3Payment terms say when and how, e.g. 30% on order, 70% before shipment.
  4. 4A validity date protects you from price changes; 30 days is common.

Structure

The document opens with these headings and blanks.

Quotation No. [number]
From: [company, contact]
To: [customer]
Date: [date] · Valid until: [date]
[...] | [...] | [...] | [...] |
Total | | | [...] |
##Delivery
[...]
##Payment terms
[...]
##Notes
[...]

A complete example

Written by the AI from this brief, exactly as the workbench would write yours:

A quotation from Northwind Office Supply to Bright Star Kindergarten, dated 8 October 2026, valid 30 days, for 40 child-size tables at 180 each, 160 chairs at 45 each and delivery and assembly at 600, all prices in yuan excluding VAT; delivery within 15 working days of order; payment 30% on order and 70% on delivery.

Quotation No. NW-2026-1042

Northwind Office Supply · 18 Harbour Road, Unit 5, Example City 200000 · [email protected] · +86 21 0000 0000

Date: 8 October 2026 Valid until: 7 November 2026 (30 days)

Customer

Bright Star Kindergarten Attn: Ms Lin, Head Teacher 66 Sunrise Lane, Example City 200001 [email protected]

Items

# Description Qty Unit price (CNY) Total (CNY)
1 Child-size table, 100 × 60 cm, rounded edges 40 180.00 7,200.00
2 Child-size chair, stackable 160 45.00 7,200.00
3 Delivery and on-site assembly 1 600.00 600.00
Total excluding VAT 15,000.00

All prices are in Chinese yuan (CNY) and exclude VAT, which will be added at the applicable rate on the invoice.

Delivery

Goods will be delivered and assembled at the customer's address within 15 working days of receipt of order confirmation. Assembly is completed on the day of delivery.

Payment terms

  • 30% deposit (CNY 4,500.00 excl. VAT) on placing the order
  • 70% balance (CNY 10,500.00 excl. VAT) on delivery
  • Payment by bank transfer to the account stated on the invoice

Validity and acceptance

This quotation is valid for 30 days from the date above. To accept, please sign below and return a copy to [email protected].

Accepted on behalf of Bright Star Kindergarten: ______________________ Date: __________

Northwind Office Supply · Prepared by: Chen Wei, Sales

Names, figures and dates in the example are made up for illustration.

How it works

  1. 1Open the template: a document with the skeleton and the brief appears.
  2. 2Add one line about your case to the brief, or attach your notes as sources, and press First draft.
  3. 3Edit directly, or ask the AI to tighten, expand or translate any passage; every AI change is reviewed before it lands.

Questions

Can I use the example as it is?
The example shows the shape and tone; its names and figures are made up. Open the template and give the AI your own facts, and it writes yours in the same shape.
Does it work in English and Chinese?
Yes. The document is written in the language of your brief, and any passage can be translated afterwards.
Is it free?
Writing is billed by the tokens used, usually a few credits per draft; the template, the skeleton and the editor cost nothing.

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