Free quotation template.
Offer a clear price before the work starts. Copy or print the layout, and use the guide below to fill it in.
A made-up example. Every name, number and bank detail below is fictional.
LOGO
Contoh Studio Sdn Bhd
Reg. no. 202600000000 (example)
QUOTATION
QUO-0001
From
Contoh Studio Sdn Bhd
12 Jalan Contoh 3/4
50000 Kuala Lumpur
hello@contoh-studio.example
+60 3-0000 0000
12 Jalan Contoh 3/4
50000 Kuala Lumpur
hello@contoh-studio.example
+60 3-0000 0000
Prepared for
Sampel Pelanggan Sdn Bhd
Attn: Puan Sampel
8 Lorong Sampel 1
47000 Petaling Jaya, Selangor
Attn: Puan Sampel
8 Lorong Sampel 1
47000 Petaling Jaya, Selangor
Details
Quotation date1 Oct 2026
Valid until15 Oct 2026
Prepared byContoh Studio
CurrencyMYR
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Signboard design Two rounds of changes included | 1 | RM 1,200.00 | RM 1,200.00 |
| Signboard printing Weatherproof material, 2 boards | 2 | RM 1,450.00 | RM 2,900.00 |
| Installation At your shopfront, one visit | 1 | RM 600.00 | RM 600.00 |
SubtotalRM 4,700.00
Discount- RM 300.00
Tax (only if you are tax registered)RM 0.00
Quoted totalRM 4,400.00
Proposed payment
Deposit to confirm, 30%RM 1,320.00
Balance on completion, 70%RM 3,080.00
Terms of this quotation
This price is valid until the date shown. Work starts once the deposit is received. Anything outside the list above is quoted separately. To accept, sign below and send the quotation back.
Bank details for the deposit
Bank: Example Bank Berhad (placeholder)
Account name: Contoh Studio Sdn Bhd
Account no.: 0000 0000 0000 (placeholder)
Reference: use the document number
Account name: Contoh Studio Sdn Bhd
Account no.: 0000 0000 0000 (placeholder)
Reference: use the document number
Accepted by (name and signature)
Date
This quotation is an offer, not an invoice. An invoice follows after you accept.
How to fill it in
A quotation is an offer. It tells the customer what you will do and what it costs, so both sides agree before any work starts. Go through the template from top to bottom.
- Your business details. Logo, business name, address, email and phone, so the customer knows who is making the offer.
- The quotation number. Number each quote in running order, such as QUO-0001. When the customer accepts, you can refer to it on the invoice.
- Dates. Add the date you made the quote and a "valid until" date. Prices change, so do not leave the offer open forever.
- Prepared for. The customer's full name or company and address.
- Line items. Break the job into parts the customer can understand. Add a short note under a line if it helps explain what is included.
- Totals. Subtotal, any discount, tax only if you are tax registered, and the quoted total.
- Proposed payment. Say how you would like to be paid, for example a deposit to confirm and the balance on completion.
- Terms and signature. State what is and is not included, and leave a line for the customer to sign and date to accept.
Getting the numbers right
Quote in the same way you will later invoice, so the two documents match. Each line is quantity multiplied by unit price.
Example
| Signboard design, 1 x RM 1,200.00 | RM 1,200.00 |
| Signboard printing, 2 x RM 1,450.00 | RM 2,900.00 |
| Installation, 1 x RM 600.00 | RM 600.00 |
| Subtotal | RM 4,700.00 |
| Discount | - RM 300.00 |
| Quoted total | RM 4,400.00 |
Working out the deposit
A 30% deposit on RM 4,400.00 is RM 1,320.00. The balance is the rest, RM 3,080.00. Together they make RM 4,400.00.
Rules change.Confirm current rates and dates with the Royal Malaysian Customs Department, LHDN or your accountant. Faas gives general education, not legal or tax advice.
Tips for quotes that win work
- Reply fast. A quick, clear quote often beats a slightly cheaper slow one.
- Describe what is included and what is not, so there are no surprises later.
- Always put a valid-until date on it.
- Break big jobs into a few lines. One huge number is harder to say yes to.
- Make accepting easy: a signature line, or a simple reply of "accepted".
- Keep the quote when it is accepted. If the job changes, send a new version instead of editing the old one.
Make it automatic with Faas.
Build the quote once, send it in a tap, and turn it into an invoice the moment the customer says yes. No retyping.
- See when the customer has viewed your quote
- Convert an accepted quote into an invoice in one tap
- Credit notes when something changes later
QUO-0118
SentKopi Kita Cafe
Shopfront signageRM 3,800.00
InstallationRM 600.00
TotalRM 4,400.00
Viewed by customer 2 hours ago
Quotation template questions
What is the difference between a quotation and an invoice?
A quotation is an offer before the work. An invoice is a request for payment after (or as agreed during) the work. A good quote becomes the invoice once accepted.
Is a signed quotation a contract?
It can form part of an agreement, but this is general education and not legal advice. For anything large or unusual, ask a lawyer to review your terms.
How long should a quote stay valid?
Usually one to four weeks, depending on how quickly your costs change. State the date clearly.
Should I ask for a deposit on a quote?
Many small businesses do, especially for custom work. It shows the customer is committed and covers your first costs.
Can I change a quote after sending it?
Yes, but send it as a new version with a new date, so both sides know which one counts.
Send your first quote from Faas.
Quotes, invoices and payments stay linked, so nothing is typed twice.
Free forever on StartNo card needed30-day free trial of paid plansCancel any time