General Quote Templates
Before clients commit to a business, they may want to know how much they will be charged for specific goods or services. They can make an inquiry that the good or service provider can respond to with a quote. Creating a professional quote is the first step in conducting a business transaction, and this document can spell success or disaster for your company. Let’s review the General Quote Template, what it contains, and how you can create one.
What Is a General Quote?
A general quote is a formal proposal sent by a business or merchant that highlights and describes the goods or services they offer and how much they cost. A general quote indicates the goods or services a potential client has requested, their prices, and all related discounts, taxes, and labor costs. Additionally, it sets the terms for the transaction and the scope of the project so the client knows what to expect.
What Is a General Quote Template?
A general quote template is a customizable document that can be used to create a quote in any industry. It contains sample content that can guide you and customizable data that you can adjust to reflect your brand and meet your client’s needs.
Essential Elements of a General Quote
The information in a general quote is crucial because it sets the terms for the entire project should the client agree to it. It tells the client what to expect, how to reach you, how and when to pay you, and which services are outside your scope. Thus, your general quote should always contain:
- Your company’s letterhead is complete with your business name, contact information, and address.
- The client’s name and contact information.
- The date of issue is when you sent the quote to the client.
- A brief description of the goods or services requested by the client.
- Their prices, taxes, and related labor costs.
- Any available discounts.
- The total amount, preferred payment method, and expected payment date.
- Shipping and packaging costs.
- The scope of the project and estimated delivery date.
- Any applicable legal references.
How to Create a Quote Template
The best way to create a general quote is to select a predefined, formal template with all the elements mentioned above. It does not have to be specific to your industry since you can customize it. Once you find a template you like, complete the following steps:
Step 1: Supply Company and Client Details
Start by inserting your company letterhead to make your template look more professional and credible. The letterhead is important because it contains your contact information in case the client has any questions. Next, enter the client’s details, including the name of the business and point of contact, and their email address, phone number, and postal address.
Step 2: List the Services or Goods Provided
Now create an itemized list of the goods and services you provide, accompanied by item quantities, descriptions, unit prices, and total prices where applicable. Insert the date of issue and a timeframe within which the quote is valid. For example, you can say the offer is ‘valid for 15 days from issue.’
Step 3: Indicate the Terms and Conditions
Use the following section to set the terms and conditions of the project. The purpose of this segment is to set out the scope of the work you will do and address any variables that may affect the project. Essentially, you should define the following:
- Disclaimers: What conditions might change the delivery terms or cause a delay? How will these conditions affect the price, if at all?
- Scope: What services are within your scope, and which ones constitute additional work? How will any additional work be billed?
- Payment: Which modes of payment do you accept (direct deposit, check, debit card, credit card)? How do you expect to be paid (lump sum upon completion, deposit, installments)?
Step 4: Supply Additional Details
Finally, add a notes section and supply it with details you think will be relevant to the project or your operations. This could include discount codes, sales tax numbers, the client’s signature, estimated timelines, and other relevant products or services you offer. Lastly, you can thank the client for considering your business for their project.
Invoice Vs. Quote
The terms’ quote’ and ‘invoice’ are often used interchangeably, but they represent two distinct documents. A quote is provided to a potential client before a project begins to notify them of how much given products or services will cost. On the other hand, an invoice is a document sent after a project to request the agreed-upon payment.
Creating a comprehensive, accurate, ad professional quote is crucial to the success of your business because it informs your potential clients of what they can expect from you. Rather than make this document from scratch every time you get a product or service inquiry, you can get a designated General Quote Template for your company and customize it with your letterhead. Doing this will help streamline your delivery and improve customer satisfaction.