In this article · 11 sections
- Quotation vs proposal
- What every quotation should include
- For proposals, add these
- Writing tips
- Speed matters
- Follow up — politely
- Handling price objections
- A reusable template
- Make acceptance easy
- Frequently Asked Questions
- Should quotes include GST?
- How long should a quote be valid?
- Is a WhatsApp quote acceptable?
- Should I offer discounts in the first quote?
- Win more of the leads you already get
A customer asks three businesses for a quote. One sends a WhatsApp message saying "₹45,000 all inclusive". Another sends a clear one-page document explaining what's included, the timeline, payment terms and what happens next. The third never follows up. Unless price is the only factor, the second business usually wins — even if it's not the cheapest.
A good quotation reduces uncertainty, shows professionalism and makes it easy to say yes.
Quotation vs proposal
- Quotation: price for a clearly defined product or service — taxi trip, printing order, AC installation.
- Proposal: for larger or custom work — website projects, construction, marketing services, event management — explaining the approach as well as the price.
What every quotation should include
| Section | Content |
|---|---|
| Business details | Name, logo, address, phone, GST number if registered |
| Customer details | Name, company, date, reference number |
| Scope | Exactly what's included, item by item |
| Exclusions | What's not included (taxes, tolls, materials, third-party fees) |
| Price | Itemised where helpful, with taxes shown clearly |
| Timeline | Start date, delivery date or duration |
| Payment terms | Advance, milestones, due dates, accepted methods |
| Validity | How long the quote stands |
| Terms | Cancellation, changes, warranty |
| Next step | How to confirm |
For proposals, add these
- Understanding of the need: restate the customer's goals in your own words — it shows you listened.
- Recommended approach: what you'll do and why.
- Options: two or three packages (for example Basic, Recommended, Premium). Options shift the question from "yes or no?" to "which one?"
- Proof: relevant case studies, photos, testimonials. See collecting case studies.
- Team: who will work on the project.
- Process and milestones: what happens in each phase.
Writing tips
- Use the customer's language, not internal jargon.
- Be specific: "5-page website with contact form and WhatsApp integration" beats "basic website".
- Explain value before the price, especially if you're not the cheapest.
- Keep it short — one or two pages for most quotes.
- Use a clean, branded template, sent as PDF.
- Proofread names, numbers and totals carefully. A wrong total kills trust.
Speed matters
The first professional quote often sets the benchmark. Prepare templates for common services so you can send quotes within hours, not days. For simple services, a clear WhatsApp message with structured details may be enough. See WhatsApp templates.
Follow up — politely
Many lost deals were simply never followed up. A good rhythm:
- Confirm they received the quote (same day).
- Follow up after 2–3 days: "Any questions about the quote?"
- Final follow-up before the validity date.
If they decline, ask why. "Price", "timing" or "chose another provider" are useful insights. Track all this in a CRM. See simple CRMs.
Handling price objections
- Clarify what's included compared with cheaper quotes.
- Offer a smaller scope rather than cutting your price for the same work.
- Explain costs of poor quality — rework, delays, risks.
- Know your minimum acceptable price before negotiating. See pricing your services.
A reusable template
Create one branded template with your logo, details, standard terms and payment information. For each new quote, fill in the customer details, scope, price, timeline and validity. Save every quote in a folder or CRM by customer name so you can quickly reissue, revise or follow up.
Make acceptance easy
End every quote with a simple way to say yes: reply "Confirm" on WhatsApp, sign and return, or pay the advance through a link. Every extra step between yes and starting the work is a chance for the customer to delay or change their mind.
Frequently Asked Questions
Should quotes include GST?
Show GST clearly — either included or added — to avoid disputes. Follow GST invoicing rules for final bills.
How long should a quote be valid?
Typically 7–30 days, depending on how quickly your costs change.
Is a WhatsApp quote acceptable?
For small, simple jobs, yes — but keep it structured and send a formal document for larger work.
Should I offer discounts in the first quote?
Avoid automatic discounts. Offer options with different scopes instead.
Win more of the leads you already get
Joboo Web helps businesses build sales processes alongside their websites. See lead follow-up systems or contact us.