Trusted by 10+ Million Businesses
Free Quotation Format in Word
Download Ready-to-use Templates
Download a free quotation format in Word that is easy to edit, customise, and print for creating professional business quotations in minutes.
Free Downloads
Download Free Quotation Format in Word
Pick the template that matches your business and start creating quotes.
No templates found
Try adjusting your filters to find the templates you’re looking for.
WHAT IT IS
What is Quotation Format in Word?
A quotation format in Word is a pre-designed .docx document that you open in Microsoft Word, fill in your business details and item prices, and send to your customer as a price offer. Unlike a verbal quote or a handwritten estimate, a Word quotation looks professional and gives the customer something they can refer back to.
A quotation is not the same as an invoice. A quotation is sent before the sale to tell the customer what you will charge. An invoice is sent after the job is done or the goods are delivered, asking for payment. A proforma invoice sits in between; it looks like an invoice but is still a pre-sale document used to confirm terms before the buyer finalises the order.
Quick Guide
How to Use a Quotation Format in Word
01
Download Your Free Format
Download our Quotation Template in Word from this page.
02
Add Your Business Details
Open the file in Word and enter your company name, logo, address, and GSTIN. Save this as your “master” template.
03
Fill in Customer Information
For a new quote, fill in the client’s name, add a unique quote number, and set the date
04
List Items and Services
Add a detailed breakdown of each item or service, including quantity and rate, in the provided table.
05
Calculate Total Amount
This is the most important step for a quotation in Word. You must manually calculate the total for each line, add them up for a subtotal, and then calculate and add any GST.
06
Save, Print, or Share
Save a copy as a PDF (it’s more professional) and email it to your customer.
Understanding The Basics
Key Components of Quotation Format in Word
Business Details
Clearly display your Business Name, Logo, Address, Phone Number, and GSTIN. In a Word template, this is typically in the header
Quotation Number & Dates
Assign a Unique Quotation Number for tracking, the Date Issued, and a Validity Period (e.g., “Price valid for 30 days”)
Customer Details
Include the customer’s Full Name (or business name), Address, and Contact Details.
Product or Service Details
A clean table with columns for Description, Quantity, and Unit Price. The final “Total Amount” column will need to be calculated and typed in manually.
Summary of Charges
A clear, manually calculated summary showing the Subtotal, Discounts, the total GST Amount, and the final Grand Total.
Terms & Conditions
A pre-written text box detailing your mandatory legal information, such as Payment Terms (e.g., 50% advance) and Delivery Schedule.
Advantages
Advantages of Using a Word Quotation Format
1. Professional Letter-style Format
Word is the best tool for a quotation letter format in Word. You can easily add an introductory paragraph, a description of your services, and a polite closing. things that are difficult to do neatly in Excel.
2. Fully Customisable Design
Change fonts, colours, column widths, and page layout to match your brand. You can also add your company letterhead to make it look official.
3. Familiar and Easy to Use
Most people know Microsoft Word. There are no formulas to break. You just type, save, and send.
4. Works Offline
No internet connection is needed once you have downloaded the template. Useful for businesses in areas with patchy connectivity.
5. Easy to Convert to PDF
File > Save As > PDF. The resulting file looks the same on every device and cannot be accidentally edited by the receiver, which is what makes it the standard format for sending business quotations.
Premium Collection
Premium Quotation Formats
Download the Vyapar app to unlock premium quotation formats with advanced layouts and ready-to-use designs.
French Elite
Double Divine
Professional
Landscape
Go Beyond Templates
Switch from Templates to Complete Business Management
Manage invoices, track stock, do accounting, and get business reports with one app.
Easy Billing & Professional Invoices
Create GST invoices quickly and professionally.
Reports & Business Insights
Get reports to understand business performance.
Everything you need to run your business
- Auto GST calculations
- Inventory management
- Payment reminders
- Multi-device sync
Available in Android, iOS, Mac and Windows
Got Questions?
Frequently Asked Questions
Find answers to common questions about Quotation formats in Word
What is a quotation letter format in Word?
A quotation letter format in Word is a quotation written in the style of a formal business letter. In addition to the standard price table, it includes an opening paragraph introducing your business and the purpose of the quote, and a closing note, for example, thanking the client for their interest and stating your availability for questions. This format is commonly used by consultants, interior designers, event managers, and other service businesses.
What is the difference between a quotation, an estimate, and an invoice?
A quotation is a fixed price offer you send to a customer before the sale. If they accept it, the price should not change. An estimate is an approximate price, used when the exact scope of work is not known yet. An invoice is a payment request sent after the job is done or goods are delivered. You should never send an invoice before the customer has agreed to the purchase.
What is the difference between a Word quotation format and an Excel quotation format?
The main difference is in the calculation. Excel can automatically calculate line totals, subtotals, and GST amounts using formulas. In Word, you calculate everything manually and type in the numbers. Word is better for proposal-style quotations with a descriptive paragraph. Excel is better when you are quoting many products and need accurate totals without manual math.
Is a quotation the same as a proforma invoice?
No. A quotation is an offer of price that the customer can accept or reject, with no commitment on either side yet. A proforma invoice is issued after the customer has agreed to buy, and it acts as a preliminary bill to help them arrange payment or import clearance. A proforma invoice looks similar to a tax invoice but is clearly labelled “Proforma.”
Can I share a Word quotation on WhatsApp?
Yes, but convert it to PDF first. Go to File > Save As > PDF. Then open WhatsApp on your phone, go to the customer’s chat, tap the attachment icon, and select Document. Find the PDF and send it. Most Indian buyers expect a PDF quotation on WhatsApp rather than a .docx file.
Billing software in India for small businesses
