How to fill in this quotation
- 1Business name
e.g. Santiago Office and School Supplies - 2Business address
e.g. Stall 21, Lungsod Commercial Center, Brgy. Poblacion, Tarlac City - 3Phone and email
e.g. 0917 820 3366 · santiagosupplies@gmail.com - 4Quotation number
e.g. Q-2026-0318 - 5Date
e.g. November 12, 2026 - 6Valid for (days)
e.g. 30
When you need a quotation for goods
Companies, schools and government offices ask for a written quotation before they buy — often three from different suppliers. A clear one with a validity date and terms is how a small supplier wins the order.
What a quotation should state
Buyers in the Philippines — especially companies and government offices — compare quotations line by line. Make yours easy to approve.
- A quotation number and date, and how many days the prices hold.
- The customer's name and the person you are addressing.
- Each item or service with quantity, unit price and amount.
- Whether prices include VAT, the payment terms, and the delivery or completion time.
- A conforme line for the customer to sign when they accept.
Before you send it
A few checks save a second round of emails.
- Match the item names to the customer's request or purchase requisition word for word.
- Give a validity you can honor — prices for steel, fuel or imported parts move quickly.
- Number your quotations in order, so a signed one can be traced to its invoice later.
Questions people ask
Is a quotation binding?
A quotation is an offer. It binds you to its prices for as long as it says it is valid; once the customer signs the conforme or sends a purchase order within that time, it becomes the basis of the sale. After the validity date you may re-quote.
Should prices be VAT-inclusive?
Say which, in the terms. Most Philippine quotations to businesses state "prices are VAT-inclusive" (or "exclusive of 12% VAT") so the buyer's accounting knows what the invoice will show.
Is a quotation an invoice?
No. A quotation only offers a price. When the sale happens, issue your BIR-registered sales invoice for it.
Can I reuse my letterhead next time?
Yes. Save the quotation to My Desk; next time open it, change the number, the customer and the items, and download. Saved papers are encrypted — we never read them.
This page explains common practice and is not legal advice. Offices set their own rules — when in doubt, call ahead or ask your notary or lawyer.