How to Write a Quotation: Checklist and Example (GCC)

A good quotation shows that you understood the work, that your prices are fair and clear, and that you are easy to do business with. This guide explains how to write a quotation step by step, with a checklist you can follow and a worked example from a Kuwait AC maintenance job.

What is a quotation?

A quotation (also called a quote or price quote, and عرض سعر in Arabic) is a written offer to supply goods or services at a stated price, under stated conditions, for a limited time. The customer reads it, compares it with other offers, and then accepts, negotiates or declines.

A quotation is not an invoice. It does not ask for payment and it is not recorded as a sale. It becomes the basis for the invoice only when the customer accepts it. If you want the full comparison, see our guide on invoice vs quotation.

Quotation vs estimate vs proforma invoice

The difference is mainly about how firm the price is and when the document is sent.

If a customer asks for "a quote" but you cannot see the site yet, say clearly that it is an estimate, or list the assumptions your price depends on.

How to write a quotation: the 12-point checklist

Use this checklist every time. Most disputes about price come from a missing point on this list, not from the price itself.

1. Your business details. Trading name, commercial registration (CR) number if you have one, address, phone, WhatsApp and email. Add your logo if you have one.
2. Customer details. Company or person's name, contact person, phone and site address. For companies, ask who will approve the quote.
3. Title and quote number. Write "Quotation" (or "Quotation / عرض سعر" for bilingual customers) and give it a unique number, for example QT-2026-0147. The number makes follow-up and later conversion to an invoice much easier.
4. Date of issue. The day you send it.
5. Validity date. "This quotation is valid until 2 November 2026." Without a date, a customer may come back months later and expect the old price.
6. Scope summary. One or two sentences that describe the job: "Preventive maintenance of 6 split AC units and cleaning of supply ducts at the client's office, Salmiya."
7. Itemised lines with units. Each line should have a description, quantity, unit (pcs, m², m, kg, hours, days, visits, lump sum), unit price and line total. Use the correct currency decimals: KWD, BHD and OMR use 3 decimals (for example 12.500), while SAR, AED and QAR use 2.
8. Discounts. Show the discount as its own line or as a percentage under the subtotal, so the customer can see the original value.
9. VAT, if you are registered. In Saudi Arabia (15%), the UAE (5%), Bahrain (10%) and Oman (5%), show the VAT rate, VAT amount and total including VAT. State clearly whether prices include or exclude VAT. Kuwait and Qatar had no VAT at the time of writing, so quotes there show a simple total.
10. Payment terms. For example: "50% advance on acceptance, 50% on completion. Payment by bank transfer, KNET link or cheque." If you need a deposit, say so here.
11. Delivery or lead time, and exclusions. "Work completed within 2 working days of receiving the advance." Then list what is not included: "Excludes replacement of compressors, civil works and any parts not listed above."
12. Acceptance section. A line for the customer's name, signature, stamp and date, or a sentence such as "To accept, reply 'Approved' by email or WhatsApp quoting QT-2026-0147."

How long should a quotation be valid?

There is no fixed legal period for a quotation's validity, so you choose. Think about how fast your own costs change:

• 7–15 days for materials with moving prices, such as copper pipe, refrigerant, steel or imported items affected by exchange rates.
• 30 days for most services and stable products. This is the most common choice.
• 60–90 days for large projects or tenders, where the customer's approval process takes longer. Consider a clause that allows material prices to be reviewed after a certain date.

Whatever you choose, write the actual date, not only "30 days". It removes any argument about when the period started.

Pricing tips that make a quote easier to accept

Show unit prices, not just totals

"AC work – KWD 150" makes a customer suspicious. "6 units × KWD 12.500" shows how you reached the number and makes it easy to adjust if they decide to service only 4 units.

Avoid vague lines

Lines like "miscellaneous", "materials" or "other works" invite questions and negotiation. Replace them with real items, or use a clear lump sum with a description: "Consumables (cleaning chemicals, filters, tape) – lump sum".

Offer options instead of cutting your price

If the customer says the price is too high, offer a basic and a full option rather than giving a discount straight away. For example, "Option A: service only" and "Option B: service plus duct cleaning".

Check the arithmetic

A wrong total damages trust. Check quantities × unit prices, the discount and the VAT before sending.

Worked example: AC maintenance quotation in Kuwait (KWD)

• Quotation No.: QT-2026-0147
• Date: 3 October 2026; valid until: 2 November 2026
• Customer: office in Salmiya, Kuwait
• Scope: preventive maintenance of 6 split AC units, refrigerant top-up, capacitor replacement and duct cleaning

Terms: work completed within 2 working days of the advance. Excludes compressor replacement, electrical rewiring and civil works. Parts carry a 3-month warranty. To accept, sign below or reply "Approved QT-2026-0147" on WhatsApp.

Notice three details. All amounts use 3 decimals, because the Kuwaiti dinar is divided into 1,000 fils. The 50% advance is rounded to the nearest fils, and the balance absorbs the 1-fils difference so the two parts add up exactly. And line 5 is clearly marked "if required", so the customer knows it may not be charged. If this same job were in Dubai, you would add 5% VAT on the discounted total and show it as a separate line.

Following up by WhatsApp and email

Many quotes are lost simply because nobody followed up. A polite routine works well:

• Same day: send the PDF by WhatsApp or email with a short message: "Dear Mr Ahmad, please find quotation QT-2026-0147 for the AC maintenance at your Salmiya office. Happy to answer any questions."
• After 2–3 days: ask if they have had a chance to review it and whether the scope is right.
• A few days before the validity date: remind them when the price expires. This is a real reason to decide, not pressure.
• If they decline: ask what made the difference: price, timing or scope. It helps your next quote.

Always send a PDF rather than a photo or a typed message. It keeps the layout intact and is easy to forward to whoever approves the spend.

What happens when the customer accepts?

1. Get the acceptance in writing. A signed copy, a purchase order, or a clear "approved" message that quotes your quote number.
2. Request the deposit. If your terms include an advance, send a proforma or a deposit invoice for that amount.
3. Remember VAT on deposits. If you are VAT-registered in the UAE or Saudi Arabia, receiving an advance can create a tax point. Article 25 of the UAE VAT Decree-Law includes the date payment is received as a date of supply, and ZATCA's tax invoicing guideline says a tax invoice for an advance must be issued within 15 days from the end of the month in which it was received. So issue a tax invoice for the deposit, not just a receipt.
4. Convert the quote to an invoice when the work is done. The final invoice should reference the quote number, list the actual work delivered, deduct the advance already paid, and show the balance due. It gets its own invoice number.
5. Record changes. If the customer adds work, issue a revised quote (for example QT-2026-0147-R1) or a variation before doing it.

On GCCInvoice, signed-in users can convert a saved quotation into an invoice in one click, so the customer, items and prices carry over without retyping. You can also create the final bill with the free invoice generator.

Key takeaways

• A quotation (عرض سعر) is a written price offer for a set scope and a limited time; it is not an invoice.
• Always include a quote number, issue date, validity date, itemised lines with units, payment terms, lead time and exclusions.
• Use the right decimals: 3 for KWD, BHD and OMR; 2 for SAR, AED and QAR.
• Show VAT separately if you are registered, and say whether prices include it.
• Follow up politely, and convert the accepted quote into a deposit invoice and final invoice.

Frequently asked questions

Is a quotation legally binding?

A quotation is an offer. Once the customer clearly accepts it, it can form part of a binding agreement between you, depending on the law and the wording used. For large or long contracts, put the main terms in a signed contract and take local legal advice.

Can I change the price after sending a quote?

Before the customer accepts, you can withdraw or revise it, ideally by issuing a new version with a new reference. After acceptance, changes should be agreed in writing. A clear validity date and exclusions list protect you here.

Should I write my quotation in Arabic or English?

Write it in the language your customer reads best. Many GCC businesses send bilingual quotes, with Arabic and English headings, which helps when a manager and a finance team both review the document.

Do I need to show VAT on a quotation?

If you are VAT-registered, showing the VAT amount and the total including VAT avoids surprises later. If you are not registered, or you work in Kuwait or Qatar, do not add VAT.

When you are ready to send your next quote, the free quotation generator lets you create a clean PDF in English or Arabic, with correct currency decimals, and share it by WhatsApp in a few minutes.

This article is general information, not tax or legal advice. Check current rules with your tax authority or adviser. Last reviewed: October 2026.