Advertisement Quote Templates
Business understands the work involved in launching a successful advertising campaign. Agencies should always try to issue detailed advertising quotes which list all expenses clearly and transparently. It’s worth taking the time to draft properly formatted quotes because it reduces the risk of disagreements with clients, provides professional justifications for advertising expenses, and serves as a legal sales agreement. Plus, once you’ve found the right template, writing a top-quality advertising quote couldn’t be simpler.
What Is an Advertising Quote?
An advertising quote is an internally drafted document that breaks down all the expenses involved in a client’s advertising campaign or job. Its purpose is to give the client a clear statement of cost so they can decide if the quoted price seems fair before proceeding. It’s common for clients to shop around by requesting and comparing quotes from a number of different agencies.
In some industries – advertising and marketing included – it’s not unusual for the agencies themselves to lead this process. Some advertising companies use quotes as part of their onboarding strategy, making it a habit to send out unsolicited quotes instead of waiting for an information request. With a little attention to detail, a high-quality quote can function as a marketing tool for both parties.
What Is An Advertising Quote Template?
An advertising quote template is a preformatted document designed to make drafting quotes quicker and easier. Every new quote should cohere with the agency’s branding, so it makes sense to start with a readymade template that has all the repeated elements (design, subheadings, layout, lists, charts, etc.) formatted and prepared.
With the use of a template, drafting a new quote is as simple as copy-pasting the correct information into the right spaces on the preformatted document. Advertising quote templates come in a huge variety of styles; choose one that fits with your agency’s branding, then download and edit it using a word processor.
Essential Elements of an Advertising Quote Template
Here are some key elements to include in every new advertising quote:
- Unique quote number or ID
- The issuing agency’s contact details (address, email, telephone, etc.)
- The client’s contact details (address, email, telephone, etc.)
- Date of issue AND date of expiry
- A detailed list of every expense the client will be charged for
- Any relevant details relating to hourly rates and special expenses
- Terms and conditions
- Space for client’s signature
Unique Quote Number or ID
Every new advertising quote should have a unique identifier (usually a numerical or lettered code). This helps enormously with admin processes and ensures quotes can be filed and retrieved with minimum effort.
This unique code can be anything that an agency wants it to be provided it adheres to a consistent ‘tagging’ system. Quote codes are typically between three and six numbers (or letters) long.
Issuer’s Contact Details
The issuer’s contact details should be included in every new quote. Add a primary business address, telephone number, email address, fax number (if applicable), and the name of the document writer.
Including the name of the quote’s writer ensures the client can direct their questions to the individual most qualified to answer them.
Client’s Contact Details
Always include the client’s contact details somewhere near the top of the advertising quote template. Add their primary address, telephone number, email address, and fax number (if applicable). Reference the client using their full name and title.
Date of Issue and Expiry
It’s standard practice to include a date of issue and date of expiry on advertising quotes. It helps to ensure an agency’s prices are accurate and up to date. Without an expiry date or defined period of validity, a client could – theoretically – demand that an agency charge its previous rates instead of current market-driven prices.
Typically, a quote expires in around thirty days. It becomes invalid after this point, and a new quote, with new cost calculations must be issued if the client wants to proceed. Anywhere between 15 and 30 days is considered appropriate for the market.
Advertising Services and Prices
This is the main body of the advertising quote. It includes the most information out of all the different sections and most (if not all) of the agency’s cost calculations.
In an itemized list, reference every component of the campaign or advertising job that’s being quoted. Every item should have a quoted price. If needed, individual items in the list can be further broken down into project stages, component expenses, and all their associated costs.
For instance, if you’re an advertising agency that offers clients different service packages, reference the features of the package being offered in the quotation. Include as many (relevant) details as possible.
Don’t forget all referenced costs need to be totaled and included at the end of the document as one single quoted price.
Terms and Conditions
The best way to avoid cost-based disputes with clients is to state your terms clearly and unambiguously. Here are some helpful clauses you might want to consider including in the Terms and Conditions section of your quote:
- Any and all additional charges associated with the work
- What will happen if unforeseen conditions disrupt or delay the work
- Circumstances that might lead to unforeseen expenses
- Deadline(s) for payment and payment methods
- Deadline(s) for any required deposit payments
- Transportation, delivery, research, and/or resource costs, where applicable
Don’t forget to leave enough space for the customer to sign and date the service quote document.
Frequently Asked Questions
It’s quick and easy to write an advertisement quote if you use a preformatted advertisement quote template to do it.
First, (1) find a template that complements your agency’s branding and (2) download it to your computer.
Using a word processor, (3) edit the template directly by replacing any unnecessary (placeholder) text. Add your agency’s contact details and the client’s contact details.
Next (4), list all of the goods, services, and charges associated with the quoted advertising campaign or job. Don’t be afraid to break list items down into smaller sub-items with accompanying cost calculations. Finish the list by adding up all of the costs into one comprehensive price quote.
Lastly, (5) specify any terms and conditions that may be relevant to the client’s quote, such as whether or not expenses can be added later and in what conditions and/or circumstances. This is a legally binding document, so be as thorough as possible to avoid disagreements later.
Here are some of the services and provisions provided by contemporary advertising agencies:
ᐅ Creation of new ad campaigns
ᐅ Strategic marketing planning
ᐅ Creation of TV advertisements
ᐅ Social media management
ᐅ Content creation
ᐅ SEO services and/or training
ᐅ Web development
ᐅ Radio commercials
ᐅ Market research and analysis
ᐅ Account management
ᐅ Advertising budget management
Here are some of the channels advertising agencies can use to promote their marketing services and packages:
ᐅ Client testimonials and reviews
ᐅ Comprehensive case studies (with permission)
ᐅ Industry accolades (where relevant)
ᐅ Quotes in the press (magazines, blogs, radio, etc.)
ᐅ Industry conferences and keynote speeches
ᐅ Maintaining a high-quality website
ᐅ Editorial contributions to industry publications
ᐅ Conference sponsorship deals
ᐅ Search engine visibility (ranking well)
ᐅ Social media (networks, forums, podcasts, etc.)
ᐅ Press releases
Drafting professional, accurate quotes is an important part of being a successful advertising agency. High-quality advertising quotes tell prospective clients what to expect and when to expect it so that everybody involved in the transaction feels acknowledged and prepared.
As a business owner, the last thing you want to do is to promise a client something you can’t deliver, and quotes allow you to define the scope of your provisions.