Free Quotation Template UK
A quotation is a fixed-price offer to supply goods or services for a stated sum, valid for a set period. Unlike an estimate, which can change, a quote commits you to the price for the work described if the customer accepts within the validity window. A UK quotation should show your details and the customer's, a unique number and date, a description, itemised prices and total, the VAT position, a validity period, payment terms and how to accept. It is a pre-sale document, not a VAT invoice, and creates no tax point. Copy the free template below; no email required.
Last updated: 30 July 2026.
A quotation is a fixed-price offer to supply goods or services for a stated sum, usually valid for a defined period. It differs from an estimate (an approximate figure that can change) because a quote commits the supplier to the price for the described work if accepted within the validity window and the scope is unchanged. A UK quotation should contain the supplier and customer details, a unique quotation number and date, a description of the goods or services, itemised prices and total, the VAT treatment, a validity period, payment terms, any lead time, and how to accept. It is a pre-sale document, is not a VAT invoice, and creates no VAT tax point. More detail + scope
Summary
This page provides a free copyable and downloadable UK quotation template with a validity period, VAT breakdown and clear terms. It explains what a quotation is, how it differs from an estimate (fixed price versus a changeable approximation), how it differs from a proforma invoice (an offer to price versus a pre-payment request after agreement), what a UK quote should include, how to handle VAT on a quote, and how a clean accepted quotation sets up a clean, fundable invoice for factoring or invoice discounting because a quote itself is not fundable, only the raised invoice for supplied work is.
This page covers
UK quotation template and format: what a quotation is, quote versus estimate versus proforma invoice, what to include, VAT on a quote, converting an accepted quote to an invoice, and how a clean quote supports a fundable invoice
Not covered here
The invoice template (see /tools/invoice-template/), the proforma invoice template (see /tools/proforma-invoice-template/), receipts (see /tools/receipt-template/), and invoice finance costs (see /guides/costs/)
The template
Copy it straight into a document or email. Square brackets mark the fields to replace. Set a real validity date and state that scope changes may change the price: those two lines are what protect a fixed quote from turning into an open-ended commitment.
QUOTATION
Quotation number: QUO-0001
Date of issue: [date]
Valid until: [date, e.g. 30 days from issue]
From:
[Your company / trading name]
[Address]
[Email] [Phone]
[VAT registration number, if registered]
To:
[Customer / company name]
[Customer address]
Quotation for: [brief description of the work or goods]
--------------------------------------------------------------
Description Qty Unit price Amount
--------------------------------------------------------------
[Item or service] [1] GBP [0.00] GBP [0.00]
[Item or service] [1] GBP [0.00] GBP [0.00]
--------------------------------------------------------------
Subtotal: GBP [0.00]
VAT [20]%: GBP [0.00]
TOTAL: GBP [0.00]
--------------------------------------------------------------
This is a fixed-price quotation, not an estimate. The price
above is guaranteed for the work described if accepted within
the validity period. A change to the scope may change the price.
Terms:
Validity: this quotation is valid until [date].
Payment terms: [e.g. 50% deposit, balance on completion].
Lead time: [e.g. work to start within X weeks of acceptance].
To accept: sign and return, or confirm by email quoting
[QUO-0001]. We will then raise an invoice on the terms above.
Prepared by:
[Name], [Position], [Company name] What a quotation should include
- Your business name, address and contact details (and VAT number if registered)
- The customer's name and address
- A unique quotation number and the date of issue
- A clear description of the goods or services
- Itemised prices, the subtotal, VAT and the total
- A validity period (commonly 30 days)
- Payment terms and any deposit required
- Any lead time or conditions, and how to accept
Label it plainly as a quotation, and state that it is a fixed price rather than an estimate. That single distinction decides whether you are bound to the figure, so make it explicit.
Quote, estimate, proforma: which is which
- Quotation: a firm, fixed price you commit to for the described work within the validity period.
- Estimate: an informed approximation that can change as the real cost becomes clear.
- Proforma invoice: issued after the customer has effectively agreed to buy, as a request for payment or a commitment document before the real invoice. See the proforma invoice template.
- Invoice: the only one of the four that demands payment and creates a VAT point. See the invoice template.
“The quotes that cause arguments are the ones with no expiry. A customer sits on a price for six months while your material costs climb, then waves your old quote at you and expects you to honour it. Put a validity date on every quotation, thirty days is normal, and state that scope changes change the price. It is not being difficult, it is the difference between a quote that protects your margin and one that quietly becomes a liability. And when they do accept, raise the invoice against the quote straight away so the paper trail is tight.”
From accepted quote to fundable invoice
A quotation is not something invoice finance can fund: a provider advances cash against a raised invoice for work already supplied, not against a price for work you have not yet done. What a clean quote does is set up a clean invoice. Agree the price, terms and scope on the quotation; deliver the work; then raise an invoice that matches the accepted quote exactly.
That tight trail from accepted quote to invoice is what makes the invoice fund without query, because a provider verifying the invoice can see the customer agreed the price and the supply. If you want to understand the cost of turning invoices into cash early, our costs guide sets out the numbers.
Companion templates
- Invoice template: raise this once the quote is accepted and the work is done.
- Proforma invoice template: for a pre-payment or commitment document after agreement.
- Receipt template: to confirm a deposit or payment received.
Founder & Managing Director, Muswell Rose, founder and PSC of Best Business Loans Ltd
Adam is the founder and managing director of Muswell Rose and a founder of Best Business Loans Ltd, the company behind Market Invoice. He spent over three years as managing director of Penny, a UK invoice finance business, and his career runs through insurance, mortgages, commercial finance and fintech lending. He writes the Market Invoice library.
Last reviewed: 31 July 2026