Free Quotation Templates

Download professional quotation templates for South African businesses. CIDB-compliant formats for tenders, RFQs, and supplier quotes. Excel and PDF templates ready to use.

Construction Quotation Template

Complete BoQ format with line items, quantities, unit rates, and totals. CIDB-compliant for government tenders.

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Supplier RFQ System

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Service Quotation Builder

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How to Write a Professional Quotation

1. Company Information

Include your company name, registration number, physical address, contact details, VAT number, and CIDB/CSD registration numbers. This establishes credibility and legal compliance.

2. Client Details

Client name, contact person, address, and reference number (if applicable). For government tenders, include the tender reference number and department name.

3. Quotation Number & Date

Unique quotation number for tracking (e.g., QT-2026-001) and issue date. This helps with record-keeping and follow-ups.

4. Detailed Line Items

List each item/service with description, quantity, unit of measure, unit price, and line total. Be specific - vague descriptions lead to disputes.

5. Pricing Breakdown

Show subtotal, VAT (15%), and total amount clearly. For tenders, separate materials, labour, and equipment costs if required.

6. Terms & Conditions

Payment terms (e.g., 30 days from invoice), validity period (typically 30-90 days), delivery terms, and any exclusions or assumptions.

Quotation vs Quote: What's the Difference?

Quotation

Formal written document
Fixed price for specified period
Legally binding once accepted
Used for government tenders
Detailed terms and conditions

Quote

Informal estimate
Can be verbal or written
May be subject to change
Used for private sector
Less formal documentation

Bottom line: For government tenders, always use formal "quotations" with complete documentation. For private sector work, either term is acceptable, but written quotations are recommended for clarity and legal protection.

Common Quotation Mistakes

Mistake #1: Vague Descriptions

Writing "supply materials" instead of "supply 100 bags of 42.5MPa cement @ R85/bag". Vague descriptions lead to disputes and scope creep. Always be specific with quantities, specifications, and unit prices.

Mistake #2: Missing Validity Period

Not specifying how long your quotation is valid. Material prices fluctuate - always state validity period (typically 30-90 days). After expiry, you can revise pricing.

Mistake #3: Forgetting VAT

Not clearly showing whether prices are VAT inclusive or exclusive. Always show subtotal, VAT amount (15%), and total separately. State "VAT inclusive" or "VAT exclusive" clearly.

Frequently Asked Questions

What is the difference between a quotation and a quote?

A quotation and quote are essentially the same - both are formal offers to supply goods or services at a stated price. 'Quotation' is more formal and commonly used in government tenders, while 'quote' is informal. Both are legally binding once accepted.

How do I write a professional quotation?

A professional quotation must include: 1) Your company details and registration, 2) Client details, 3) Quotation number and date, 4) Detailed line items with quantities and unit prices, 5) Subtotal, VAT, and total, 6) Payment terms, 7) Validity period, 8) Terms and conditions. Use TenderProSA's templates for CIDB-compliant formats.

What should be included in a tender quotation?

Tender quotations require: Company registration (CSD/CIDB), detailed BoQ pricing, compliance documents (tax clearance, B-BBEE), method statements, risk assessments, project timeline, payment terms, validity period (typically 90-120 days), and all mandatory SBD forms.

How long should a quotation be valid?

Standard quotation validity is 30 days for private sector and 90-120 days for government tenders. Longer validity periods increase your risk due to price fluctuations. Always state the validity period clearly and include price escalation clauses for long-term projects.

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