Quotations
How to write a quotation: the steps, what to include and a worked example
How to write a quotation in six steps: what to include, prices excluding and including VAT, rules for consumers, a worked example, and Word or quotation software.
A good quotation prevents disputes later. We show in six steps how to write a quotation, what it should include, how to handle VAT and which extra rules apply when your customer is a consumer, with a worked example.
How to write a quotation: the short answer
A good quotation describes exactly what you will deliver, what it costs and on what terms. You write it in six steps: find out what the customer wants, choose a pricing model, describe the work and what is not included, list the prices excluding and including VAT, state the validity and payment term, and send it as a PDF or through quotation software. If your customer is a consumer, extra rules apply: the price including VAT and all fixed costs, and often a 14-day cooling-off period. Below you will find what to write down at each step, with a worked example. The rules are the Dutch ones, as the Chamber of Commerce (KVK), Ondernemersplein, the Dutch consumer authority (ACM) and the Dutch Tax Administration (Belastingdienst) described them on 7 November 2026. Belgium and other countries have their own rules.
What is a quotation?
A quotation is a proposal to a prospective customer: this is what I will deliver, at this price, on these terms. It is not yet an order. According to the Chamber of Commerce (KVK), a quotation becomes binding as soon as the client accepts it, with a signature, an email or another clear confirmation. From that moment there is an agreement and the terms in the quotation apply. So do not put anything in writing that you cannot deliver, and do not leave out anything that could lead to a dispute later.
Not every request needs a detailed quotation. If a customer only wants to know the rough order of costs, a price indication by email is often enough. You write a full quotation when the customer is ready to decide.
Writing a quotation in six steps
1. Find out what the customer wants
Ask about the goal, the desired result, the timing and the budget. For a corporate identity: just a logo, or business cards and a website as well? For a renovation: which rooms, which materials? The better you understand the request, the smaller the risk of pricing too low or too high. If the job does not fit your schedule or your rates, you are better off not sending a quotation.
2. Choose a pricing model
You can price in three ways: a fixed price for a clearly defined result, an hourly rate with an estimate when the scope is not known in advance, or a fixed monthly amount for ongoing work. Each model needs different terms: with a fixed price, a clear scope and an arrangement for extra work; with hours, an estimate and a point at which you warn the customer if you are going to exceed it. Our article quotation example has three complete templates to download, one for each pricing model.
3. Describe the work and what is not included
Describe what you will do or deliver per part, with quantities and a price per part. That way the customer sees where the money goes and can also choose part of the job. State just as clearly what is not included in the price, such as travel costs, materials or extra rounds of revisions. That is what most disputes are about afterwards.
4. List the prices
Give the amount excluding VAT on each line, add them up, and put the VAT amount and the total including VAT underneath. If you work for consumers, put the price including VAT first. The next section explains which VAT rate to use.
5. Set out the terms
State until when the quotation is valid, when you will carry out the work, how and when the customer pays, whether you ask for a deposit and which general terms and conditions apply. Ondernemersplein, the Dutch government's business portal, advises sending your general terms and conditions with the quotation, referring to them in the quotation and in your covering message, and being able to show that the customer received them.
6. Send the quotation and follow it up
Send the quotation as a PDF, so the layout does not change and nobody can alter anything unnoticed, with a short personal covering note. With quotation software you send a link where the customer views the quotation and accepts it online. If you have not heard anything after a week, get in touch yourself. It gives the customer a chance to ask questions, and you find out why they are hesitating.
What should a quotation include?
You decide what your quotation looks like. These details belong in it in any case; the list follows Ondernemersplein's step-by-step plan, supplemented with what the KVK recommends:
- Your business details: company name, address, Chamber of Commerce (KVK) number and contact details.
- The customer's details: name, address and the contact person, and a purchase order number if the customer uses one.
- Quotation number and date: so you both know which version you are talking about.
- Description of the work: what you will deliver, in which parts, and what is not included.
- Prices: per part, with the subtotal excluding VAT, the VAT amount and the total including VAT.
- Validity: a date until which the prices and terms apply.
- Schedule and delivery: when you start and when it will be finished.
- Payment terms: the payment term and any deposit or payment in instalments.
- General terms and conditions: a reference to the terms you send along.
- How the customer accepts: with a signature, an email or a button in your quotation software.
Prices and VAT in your quotation
The Dutch Tax Administration (Belastingdienst) has three VAT rates. The standard rate is 21% and applies to everything that is not exempt and does not fall under another rate. The reduced rate of 9% applies to food and some services, among other things. The rate of 0% can apply when you do business abroad. For exempt services you charge no VAT. If you are unsure which rate applies to your product or service, check with the Tax Administration or ask your accountant.
If you take part in the small business scheme (KOR), for businesses with a turnover of no more than €20,000 a year, you may not charge VAT. Your quotation then shows only amounts without VAT.
Between businesses it is usual to state prices excluding VAT, with the VAT amount and the total underneath. A business customer usually deducts the VAT and so compares the amounts without VAT.
Extra rules when your customer is a consumer
If you write a quotation for a private individual, rules apply that do not apply between businesses:
- Price including VAT and fixed costs: according to the Dutch consumer authority (ACM), you state the price for consumers in euros, including VAT and including all costs the customer cannot choose, such as call-out charges, administration fees and quotation fees. If such costs are not included, the consumer may refuse to pay them. Options the customer chooses themselves are listed separately.
- Cooling-off period: if a consumer accepts your quotation online, by email, by phone or at their home (from €50), they usually have a 14-day cooling-off period according to the ACM. For a service it runs until 14 days after the contract is confirmed. The ACM itself gives the example of a quotation for a renovation confirmed on 8 January: the cooling-off period ends after 22 January. You must tell the consumer about the cooling-off period in advance; if you do not, it is extended by a year. There are exceptions, such as made-to-measure products and emergency jobs at home.
- Deposit: if you sell a product to a consumer, according to Ondernemersplein you may ask for a deposit of at most 50% of the amount. Between businesses there is no maximum.
Which payment term do you agree?
Between businesses the payment term is 30 days if you agree nothing, and at most 60 days if you do agree one. Large companies must pay SMEs and freelancers within 30 days. For consumers you set a reasonable term yourself. This is set out on Ondernemersplein. Put the term in your quotation and in your general terms and conditions; you are free to agree a shorter term, such as 14 days.
A worked example
A fictional installation company writes a quotation for a business customer who wants to replace the lighting in an office. The work consists of materials, labour and two fixed items. All amounts are fictional; the VAT rate of 21% is an assumption for this example.
Quotation header: Lichtwerk Installaties B.V., KVK number and address, to Van Dijk Advies, for the attention of Ms J. van Dijk. Quotation number OFF-2026-0418, quotation date 9 November 2026, valid up to and including 9 December 2026.
Description: replacing the lighting on the first floor with 24 LED panels, including removal and disposal of the old fittings. Not included: repairs to the ceiling and moving switches.
| Component | Quantity | Unit price | Amount excl. VAT |
|---|---|---|---|
| LED panel 60 × 60 cm | 24 | €68.00 | €1,632.00 |
| Installation (hours) | 16 | €62.50 | €1,000.00 |
| Disposal of old fittings | 1 | €95.00 | €95.00 |
| Call-out charge (days) | 2 | €35.00 | €70.00 |
| Subtotal | €2,797.00 | ||
| VAT 21% | €587.37 | ||
| Total including VAT | €3,384.37 |
Schedule: work carried out in week 49 if the quotation is signed by 25 November.
Payment: 50% on acceptance (€1,398.50 excluding VAT) and 50% after completion, each within 14 days of the invoice date. We only carry out extra work after written approval, at €62.50 per hour excluding VAT.
Terms and acceptance: our general terms and conditions apply to this quotation; they are attached. You accept by signing the quotation or by confirming by email.
If the customer were a consumer, the quotation would start with the total of €3,384.37 including VAT and call-out charges, together with the explanation of the cooling-off period. A deposit of half then stays within the 50% limit.
Writing a quotation in Word, Excel or with quotation software?
There are roughly three ways to write a quotation. Which one suits you depends mainly on how many quotations you write and how often you reuse the same parts.
| Method | Suits | Benefits | Disadvantages |
|---|---|---|---|
| Template in Word or Excel | A few quotations a month | No extra costs, you already have the program and you decide the layout yourself | You change names, dates and amounts by hand, you cannot see whether the customer has opened the quotation, and acceptance is by signature or email |
| Quotation module in your accounting or business software | Many similar quotations, especially if they then become an invoice or project | Customer details and items are already in it, and an accepted quotation becomes an invoice, order or project with one click | Less freedom in layout and few ways to let the customer choose for themselves |
| Separate quotation software | Many or detailed quotations with which you want to stand out | Reusable parts, an online quotation with digital acceptance, a notification when the customer opens it and automatic reminders | An extra subscription, and a link with your accounting is not always a given |
Quotation module in existing software. Accounting software such as e-Boekhouden.nl and Rompslomp makes quotations as well as invoices. If you work with projects and hours, the quotation is often part of your business software, as with Gripp or, for installation and service companies, Flixer Pro. Check what your current software can already do before you buy something new.
Separate quotation software. With Offorte, Offery, Offri and Proferto you build quotations from fixed building blocks, send them as an online page and the customer signs digitally. With Proferto the customer can also choose between options. As an indication of the costs: on 7 November 2026 Offorte cost €20 per month for one user, or €12.50 per month on an annual subscription, excluding VAT (Offorte prices).
Products you configure. If you sell machines or other products that are built differently for each customer, look at CPQ software such as Sofon or Elfsquad. It calculates the price while the salesperson configures the product, and turns that into the quotation.
You can compare all packages on our page about quotation software. If you want an AI assistant to write the text of your quotations, first read creating quotations with AI: the text is quick, but you have to check the prices and terms yourself.
Frequently asked questions about writing a quotation
What should a quotation include at a minimum?
Your business details and the customer's, a quotation number and date, a description of the work, the price excluding and including VAT, the validity, the payment terms and a reference to your general terms and conditions.
Is a quotation binding?
Yes, as soon as the customer accepts it. That can be with a signature, an email or another clear confirmation. From that moment the terms in the quotation apply to both of you.
How long is a quotation valid?
There is no fixed period; you choose it yourself, for example 30 days. Always put a specific date in the quotation, so it is clear until when your price and terms apply.
Should prices in a quotation include or exclude VAT?
For business customers excluding VAT, with the VAT amount and the total underneath. For consumers the price must include VAT and all fixed additional costs. If you take part in the KOR, you charge no VAT.
Can I write a quotation in Word?
Yes. For a few quotations a month a template in Word or Excel is enough; you can use our three quotation templates as a starting point. If you write many quotations or want to see when the customer opens them, quotation software saves work.
