How to Write a Quotation
Not sure how to write a quotation? This guide walks you through it step by step — what a quotation is, what to include, the mistakes to avoid, and a simple structure you can follow.
When you're ready, you can skip the blank page entirely: describe what you need and ProDocOnline's AI writes and formats a professional quotation for you in minutes, which you can edit and download for $0.99.
What is quotation?
Provide a formal price quotation to a client. In short, a quotation is a business document with a specific purpose and structure — getting that structure right is what makes it look professional and do its job.
A well-written Quotation shapes how clients and colleagues see you. Clear structure and a professional tone build trust and make people far more likely to say yes.
How to write quotation, step by step
- 1Gather what you need
Before writing, collect the key details for your quotation: Professional header and structure, Clear, persuasive body content, Key figures, terms or line items, and Clean, print-ready A4 layout. Having these ready makes the rest quick.
- 2Choose the right structure and tone
Decide on a clear structure and a tone that fits your reader. For a quotation, a professional tone works best.
- 3Write a strong opening
Open your quotation by making its purpose obvious in the first line or two, so the reader immediately knows what it is and what you want.
- 4Develop the main content
Fill in the core sections — Professional header and structure, Clear, persuasive body content, Key figures, terms or line items, and Clean, print-ready A4 layout — keeping each one focused. Use short paragraphs and lists so it's easy to read.
- 5Keep it clear and concise
Cut filler and jargon. A good quotation says what it needs to and no more; most fit comfortably on one page.
- 6Proofread, then generate and download
Read it through for tone and errors. Or let ProDocOnline generate a polished quotation from your notes, edit any section, and download the PDF for $0.99.
What to include
- Professional header and structure
- Clear, persuasive body content
- Key figures, terms or line items
- Clean, print-ready A4 layout
Tips
- Lead with the outcome or value for the reader
- Use headings and short paragraphs for easy scanning
- Back claims with concrete numbers or examples
- Close with a clear next step or call to action
Common mistakes to avoid
- Burying the main point
- Too much jargon or filler
- No clear call to action
- Typos that undermine credibility
Template & example
A good quotation keeps each section short and specific. Rather than starting from a blank page, generate one instantly with our Quotation generator, then tweak the wording to match your situation.
FAQ
How do I write a Quotation step by step?
Gather your details, pick a clear structure and tone, write a focused opening, develop the main sections (Professional header and structure, Clear, persuasive body content, Key figures, terms or line items, and Clean, print-ready A4 layout), keep it concise, and proofread. Or generate one automatically with ProDocOnline and edit it.
What should a Quotation include?
At minimum: Professional header and structure, Clear, persuasive body content, Key figures, terms or line items, and Clean, print-ready A4 layout. The exact sections depend on your situation, but those cover the essentials.
How long should a Quotation be?
Most quotations are best kept to a single page — long enough to cover everything important, short enough to stay readable.
Is there a free Quotation template I can use?
Yes — you can create and preview a quotation for free with our generator. A finished, watermark-free PDF is a one-time $0.99 with no subscription.