Steps to Writing a Sales Quote
FREE 15+ Sales Quote Templates in Google Sheets | MS Word | Pages | Excel | Numbers | PDF | Google Docs
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FREE 15+ Sales Quote Templates in Google Sheets | MS Word | Pages | Excel | Numbers | PDF | Google Docs

An individual or a company when in need of a service would like to be aware of what it would cost to get the job done. A sales quote is precisely that piece of information. Though it is usually a good idea to have the price clearly mentioned in the sales quote, it is not always possible to do so. This is because the work might be so personalized that it becomes difficult to give any rough estimation as to what it might cost. The sales quote is an important piece of document because it not only gives the potential customer a fair estimate of how much he would have to pay but also gives an idea regarding the professionalism of the company.

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Steps to Writing a Sales Quote

Step 1: Know Your Competition

Do ample research on the type of product you are trying to sell. Figure out who your top contenders are. See what type of offerings they have. Figure out what is that thing that you can provide, but they cannot. A lot of companies go for an easier answer to this question. They offer their product for a lower price than the competition. However it becomes difficult to create a sustainable business that way. This is because there will always be another company who is willing to initially offer their product at a price lower than yours. Thus it is better to charge appropriately but have an extra feature.

Step 2: Kill the Competition

Now that you have figured out where you stand in the market it is time to focus on that extra feature. Make sure that your potential customers gets enticed by that extra feature. While doing so don’t be obtrusive. Any customer when made to choose between a product with less features and more features coming at the same price or even slightly higher price would always choose the second one. Everybody wants the best that their money can buy.

Step 3: Creating the Document

We have by now understood the theory behind writing a highly converting sales quote. So let’s get into the actual writing part. Open your favorite document editor (Google Docs, MS Word, etc). Create a new document and save it as ‘quotation.docx’. Give ‘Sales Quotation’ as the title. Select the text and center-align it. Below it write ‘Sales Quotation for’ and enter the name of your product or service.

Step 4: Give Details of Your Company

Next, insert a table and change the border colour to while. This will help us create 2 cells without itself being visible. On the left cell put the details of your company. First write the name of your company, then put the address. Then put the contact number where the client can call in case he needs further clarification. You should also put in your email. Some people do not like to talk over the phone and prefer written communication instead. You should always provide that option.

Step 5: Give Details of Your Client

In the other row type out the details of your client. If you client is an individual write down his name, his address and the contact information that he provided while communicating with you. If your client is a business you follow the same format that you followed while filling out the previous cell. Just replace your company name, address and contact details with those of your clients.

Step 6: List out the Particulars

If your job involves multiple processes create a four-columned table. Give the title of the first column as ‘Sr No.’, the second column as ‘Title’, the third as description and the fourth as ‘Price’. If you have a product that can be bought in quantities more than one, add the columns and their headings accordingly – add two more columns between description and price. Give ‘Rate’ and ‘Quantity’ as their headings. Fill out the remaining cells with appropriate data. Add up the total cost and write it below the table or use a separate row for it.

Step 7: The Final Touch

Let the client know that you are interested in doing business with him. He needs to feel that he is being given special care and is being taken seriously. If the client feels that way then he is obviously more likely to be doing business with you rather than any other company. Finally put the date at the bottom in the right-hand corner.