An enterprise quotation template is not just about filling in prices. It serves two purposes: externally, it helps clients understand what is being quoted, the price, and the validity period; internally, it allows different sales or business staff to fill in the same set of fields, reducing omissions and inconsistencies. Before designing the template, divide the information into fixed information and information to be filled in each time, so the template does not become messy over time.
1. First Determine Fixed Information and Variable Fields
Fixed information appears on every quotation, such as company name, logo, address, phone, email, website, and unified social credit code. Variable fields differ each time, such as client name, project name, quotation date, line items, amounts, and validity period. When designing, place fixed information in the header, footer, or locked areas of the template, and leave variable fields as obvious fill-in positions to avoid changing the layout every time.
If the company has multiple business lines or different quoting entities, consider whether the template should be differentiated by entity. For example, different company names or bank accounts under the same group should not be mixed into one generic template; instead, create switchable versions or manage them separately.
2. Header and Contact Information Should Point to a Specific Contact Person
The quotation header usually needs the full company name and logo, and optionally address, phone, email, and website. Contact information should ideally include a specific contact person or department, not just a main switchboard. Clients often need to confirm details after receiving the quotation, and being able to reach the right person directly reduces back-and-forth.
If the quotation is used in a formal business process, you can also leave fields for the client's contact person, procurement manager, or project manager. These fields may not be filled in every time, but having them in the template is neater than handwriting them temporarily.
3. Client and Project Information Should Clearly State What the Quotation Is For
The quotation should clearly state who it is for and which project it targets. Common fields include client company name, project name, quotation number, quotation date, and quotation preparer. Do not use only abbreviations for project names, especially when the same client has multiple projects, as abbreviations can be confusing.
If the quotation is for design services, specify the scope in the project information, such as logo design, brochure design, PPT layout, or social media ad creative design. The clearer the scope, the more basis there is for later discussions on revisions and delivery.
4. Line Items Are the Core of the Quotation
The line item section of a quotation template should include: item name, service description, quantity or unit, unit price, and subtotal. Do not just write "design fee" for the service description; specify what is included, for example, "brochure inner page layout, priced per page" or "social media ad creative, priced per set." Units must be consistent; avoid using "set" in one place and "piece" in another.
If the quotation includes different tax rates or fee types, list them separately in the line items or after the subtotal as taxes, discounts, or additional fees. Having these rows in the template makes it less likely to make calculation errors than inserting them temporarily.
5. Amounts, Currency, and Totals Should Avoid Ambiguity
The amount section should clearly state the currency and whether tax is included. If the company quotes in both RMB and foreign currencies, the template should make the currency a selectable option, not just a symbol before the number. It is recommended to present the total amount in both figures and words to reduce the possibility of alteration or misreading.
If discounts, concessions, or additional fees appear on the quotation, clearly state the calculation method or explanation, not just a final number. Clients need to understand how the price is derived, and internal staff need to be able to verify it.
6. Validity Period, Version, and Quotation Number
The quotation should state the validity period, for example, "This quotation is valid for a certain number of days from the quotation date." The validity period is part of the business terms and should have a fixed position in the template to avoid omission. The quotation number is used for internal filing and client inquiries; it is recommended to link it with the date, client abbreviation, or project abbreviation for easy retrieval.
If multiple quotations are issued for the same project, the template should support version differentiation, such as a version number or revision date. This prevents confusion between old and new versions held by the client and helps internal staff identify the final confirmed version.
7. Terms and Delivery Instructions Should Be Written According to Actual Business
The quotation template can include terms such as payment method, payment milestones, delivery format, revision scope, and intellectual property ownership. However, these must be written according to the company's actual business and contract agreements, not copied from a generic online template. When designing the template, make the terms section a replaceable module to be confirmed by business or legal staff before use.
Delivery format should clearly state whether finished files, editable source files, or both are delivered. If source files are involved, distinguish between finished files, editable files, and authorization scope, such as whether the client is allowed to modify them or use them for other projects. For print projects, confirm dimensions, bleed, color mode, and file format requirements with the printer; these should not be arbitrarily fixed in the quotation.
8. Signature, Confirmation, and Remarks Section
At the end of the quotation, leave a client confirmation section, including signature, seal, date, or confirmation method. The remarks section is for supplementary explanations, such as "This quotation does not include printing fees," "Does not include photography fees," or "Does not include trademark registration fees." Remarks should not be excessive, but clearly stating easily misunderstood boundaries can reduce subsequent disputes.
If the quotation needs to be returned or confirmed online, consider both print and screen reading scenarios when designing the template. Table lines, font size, and white space should ensure clarity when printed on A4 and read as PDF; do not shrink the text too small just to fit information.
9. Source Files and Modification Scope of the Template
If the quotation template is made by an external designer, clarify which files will be delivered. Common deliverables include editable design source files, PDF or image exports, and usage instructions for fonts and materials. Whether editable files include all layers and styles, and whether fonts can be used commercially, must be confirmed before delivery.
If non-designers within the company fill in the template, prepare a filling guide indicating which fields are mandatory, which can be left blank, and what formats to use for amounts and dates. This way, the template is not just visually appealing but truly reusable.
If you need to commission a quotation template or related business materials, first organize the fixed information, field list, and actual usage scenarios, then discuss layout and delivery requirements with the designer. For related services, please refer to our graphic design services.
