Quote template: a fixed-price outline for freelancers

A quote is a firm offer: for this work, the price is this. That makes it different from an estimate, which may move. Use the price quote template outline below for a small, well-defined job. Replace every [BRACKETED] item and send it as a one-page document.

Quote outline to copy

1. Header QUOTE no. [NUMBER], dated [DATE], valid until [DATE]. From [YOUR NAME OR BUSINESS], to [CLIENT NAME] and [CLIENT CONTACT].
2. What is quoted Describe the work in specific terms: [DELIVERABLE], [QUANTITY], [FORMAT]. A reader should be able to tell when it is done.
3. Price Itemise only if it helps: [ITEM] [AMOUNT], [ITEM] [AMOUNT]. Then the total: [TOTAL], with [TAXES INCLUDED OR EXTRA] stated.
4. Not included List near neighbours of the job that cost extra: [EXCLUSION 1], [EXCLUSION 2]. Say they can be quoted on request.
5. Revisions The price includes [NUMBER] round of changes. Further changes are charged at [RATE] after you confirm the cost.
6. Schedule Start [DATE], delivery [DATE], provided the client sends [MATERIALS] by [DATE].
7. Payment terms [DEPOSIT] to start, balance due [NUMBER] days after delivery. Accepted methods: [METHODS]. Late payments: [YOUR POLICY].
8. Acceptance To accept, reply with the words [ACCEPTED, QUOTE NO. X] before [DATE]. The price is held until then.

Worked example (invented, for illustration)

Marcus, a freelance photographer, quotes a fictional cafe for a half-day menu shoot. What is quoted: 20 edited images delivered as JPG files within seven days. Price: 450 for the shoot and editing, travel included.

Not included: prop styling, a second location, and rush delivery. One round of retouching requests is included. The quote is valid for 10 days; a 150 deposit books the date and the balance is due after delivery.

Acceptance is a one-line email reply, which Marcus keeps with the quote.

Common mistakes and a checklist

Quoting before you understand the job; ask questions first.
Vague deliverables, such as some edits, that invite arguments.
No expiry date, so you are held to an old price.
Not saying whether taxes are included.
Omitting what happens if the client adds work.
Skipping the quote number, which makes files hard to find later.
Sending without checking that the total matches the items.

A quote works best for work you can scope tightly. For anything open-ended, send an estimate or a proposal first, and issue the quote when the scope is settled. Keep the layout the same from job to job so clients learn where to look for the price, the exclusions and the expiry date. Save each quote under its number, and write the quote number on the invoice that follows it.

Related guides: Estimate template · Scope of work template

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Template only, not legal, tax or professional advice.

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