Quick answer
A good quotation should include client details, service or product description, quantity, price, currency, validity period, delivery timeline, exclusions, payment terms, tax note where relevant and acceptance instructions.
This guide is written for Nigerians who need a practical next step. It gives the direct answer first, then shows what to verify, what to prepare, what mistakes to avoid and which related Explainer.NG pages can help.
Quotation versus invoice
A quotation is sent before approval. An invoice is sent when payment is requested. Mixing them up can cause confusion, especially for corporate clients who need approval before payment.
Use a quotation when the client asks for pricing or when the scope is not yet approved. Convert it to an invoice after acceptance.
- Quotation number
- Client name
- Service description
- Quantity or package
- Price and currency
- Validity period
- Payment terms
- Signature or acceptance line
Scope and exclusions
The most important part is scope. Write what is included and what is not included: revisions, delivery, installation, training, maintenance, transport, support or third-party costs.
If the price is valid for only a short period because of exchange-rate or supplier-price changes, state the validity date.
Getting acceptance
Ask the client to approve by email, signature, purchase order or written message before you start. This gives you evidence if there is later disagreement about price or deliverables.
After acceptance, issue an invoice using the agreed terms.
Checklist
- Add quotation number
- Define scope
- State price and currency
- Add validity date
- Clarify exclusions
- Get written acceptance
People also ask
Is a quotation legally binding?
It can become part of the agreement when accepted, depending on the facts and terms.
How long should a quotation be valid?
Use a period that fits your costs, often seven to thirty days.
Should I include VAT?
If VAT applies to your business and transaction, state it clearly.
Can I change a quotation?
Yes before acceptance, or after acceptance if both sides agree.
What happens after acceptance?
Issue an invoice or start according to the agreed terms.