A standardized document for creating professional and competitive quotations that align with the requirements of the tendering entity
1. Quotation Title and Reference Information
- Quotation Title:
Example: Quotation for Supply of [Product/Service Name] - Quotation Reference Number:
Example: SAYPRO-QUOTE-001 - Date of Quotation:
Date: [Insert Date] - Validity Period:
Quotation Valid Until: [Insert Date] - Tender Reference (if applicable):
Example: Tender Number ABC-123
2. Supplier Details
- Supplier Name:
SayPro Supplier Name - Supplier Address:
Street Address, City, Postal Code, Country - Supplier Contact Information:
- Phone Number: [Insert Phone Number]
- Email Address: [Insert Email Address]
- Website (if applicable): [Insert Website]
- Supplier Contact Person:
Insert Name, Position
3. Recipient Details (Tendering Entity)
- Client/Recipient Name:
Insert Name of Tendering Entity - Contact Person:
Insert Name, Position - Recipient Address:
Street Address, City, Postal Code, Country - Recipient Contact Information:
- Phone Number: [Insert Phone Number]
- Email Address: [Insert Email Address]
4. Description of Goods/Services
Provide a detailed description of the products or services being quoted, ensuring that it aligns with the specifications provided in the tender or request for quotation (RFQ).
- Product/Service Description:
Describe each item or service offered, including specifications, dimensions, and any other relevant details. - Quantity:
Specify the quantity or volume of the product/service requested by the client. - Unit Price:
Specify the price for each individual unit of product/service. - Total Price per Item/Service:
Unit Price x Quantity
5. Pricing Breakdown
Provide a detailed pricing structure that outlines the various components of the quotation, ensuring transparency and clarity. This section can be customized depending on the complexity of the quotation.
| Item Description | Quantity | Unit Price (Currency) | Total Price (Currency) |
|---|---|---|---|
| Product/Service 1 | [Qty] | [Unit Price] | [Total Price] |
| Product/Service 2 | [Qty] | [Unit Price] | [Total Price] |
| Subtotal | [Subtotal] | ||
| Discount (if any) | [Discount] | ||
| Tax (e.g., VAT) | [Tax Amount] | ||
| Total Quotation Price | [Total Price] |
- Currency of Quotation: [Insert Currency]
6. Payment Terms and Conditions
Clearly specify the payment terms to avoid confusion and ensure both parties are aligned on financial expectations.
- Payment Method:
Specify the payment method(s) (e.g., bank transfer, cheque, PayPal, etc.) - Payment Schedule:
Define the payment structure, such as deposits, installments, and final payments. - Due Date:
Specify the date when the payment is due, such as “Payment due within 30 days of invoice.” - Late Payment Penalties (if applicable):
Specify any penalties or interest for late payments.
7. Delivery/Implementation Terms
Provide clear details regarding the delivery of goods or execution of services, ensuring alignment with client expectations.
- Delivery Lead Time:
Specify the estimated delivery time or project timeline. - Delivery Method/Shipping:
Specify how goods will be delivered (e.g., shipping, courier service, or direct delivery) and the associated costs (if applicable). - Delivery Location:
Provide the delivery address or location where the goods should be delivered or services will be performed. - Installation/Implementation (if applicable):
Describe any additional services, such as installation or implementation, that are part of the quotation. - Warranty/Guarantee (if applicable):
Provide details about the warranty or guarantee offered for the product/service, such as duration and coverage.
8. Terms and Conditions
Include the general terms and conditions that will govern the contract once the quotation is accepted.
- General Terms:
- The supplier reserves the right to revise the quotation in case of any unforeseen changes in market conditions.
- Prices are exclusive of taxes and shipping costs unless otherwise specified.
- Quotation is based on the assumption that all specifications and requirements are correct and fully understood.
- Liabilities:
- The supplier is not responsible for any indirect or consequential damages arising from the use of the supplied products or services.
- Confidentiality:
- Both parties agree to maintain confidentiality regarding all proprietary information exchanged during the tendering process.
- Acceptance of Quotation:
The quotation is deemed to be accepted once a signed purchase order is received from the client, or upon mutual agreement.
9. Additional Notes or Remarks
Provide any additional relevant information that may be useful for the recipient in considering the quotation. This could include clarifications, terms of engagement, or any special conditions.
- Example Notes:
- “This quotation does not include shipping costs; they will be determined at the time of order confirmation.”
- “Prices are subject to change based on the fluctuations in raw material prices.”
- “Please review the warranty terms for detailed information on coverage and exclusions.”
10. Supplier Authorization and Signature
To formalize the quotation and make it legally binding, include the name and position of the individual who has prepared the quotation, as well as a space for signatures.
- Prepared By:
Insert Name and Position of the person preparing the quotation - Approved By:
Insert Name and Position of the person authorizing the quotation - Supplier Signature:
Signature of Authorized Representative
Date: [Insert Date] - Recipient Signature (if applicable):
Signature of Authorized Representative (Client)
Date: [Insert Date]
11. Attachments (if applicable)
List and attach any additional documents that support the quotation, such as technical specifications, terms of service, insurance certificates, or proof of compliance with regulatory standards.
- Attachment 1: [Description]
- Attachment 2: [Description]
12. Closing Statement
End the quotation document with a polite and professional closing, encouraging the client to contact you with any questions or to proceed with the next steps.
- “Thank you for considering this quotation. Should you have any questions or require further information, please do not hesitate to contact us.”
End of SayPro Quotation Template
This SayPro Quotation Template ensures that all relevant details are addressed clearly and professionally, allowing for transparent and competitive pricing. By adhering to this template, SayPro guarantees that its quotations align with the needs of tendering entities and maintain consistency and compliance with procurement standards. This template also ensures that SayPro continues to provide exceptional service in response to tenders, bids, and client requirements.
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