How to fill in this quotation
- 1Business name
e.g. Bautista Aircon and Electrical Services - 2Business address
e.g. 88 J.P. Rizal St., Brgy. Malanday, Marikina City - 3Phone and email
e.g. 0928 441 7730 · bautistaaircon@gmail.com - 4Quotation number
e.g. Q-2026-0318 - 5Date
e.g. November 12, 2026 - 6Valid for (days)
e.g. 30
Pricing a service the customer can approve
Break the job into lines the customer can check: each unit or area serviced, labor, materials and parts, and any mobilization or transport fee. A single lump sum invites haggling; itemized lines get approved.
Spell out the scope and the warranty
State what is included and what is not, how long the work takes, and the warranty on labor and parts. Most disputes over services come from what each side assumed the price covered.
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
Should I ask for a down payment?
For services with materials, a 30–50% down payment on acceptance is common and protects you if the customer cancels after you buy parts. Write it in the terms.
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.