Short answer: a GST quotation should show your business name, address and GSTIN; the buyer's name, address, GSTIN and state; a quotation number, date and validity; an item table with description, HSN/SAC, quantity, unit, rate, discount and taxable value; the GST split (CGST + SGST within your state, IGST for other states); the grand total in figures and words; and payment, delivery and validity terms.
A quotation is often the first document a buyer sees from your business. A clear, complete quote builds trust and gets compared fairly. A messy one — wrong GST, missing HSN codes, no validity — gets you a "we will let you know" and an order lost to a competitor.
Is There an Official GST Quotation Format?
No. GST law prescribes the mandatory fields for a tax invoice, not for a quotation. A quotation is an offer, not a tax document. But because buyers — especially B2B buyers who claim input tax credit — compare quotes on the final landed cost, your quotation should show GST exactly as the invoice will.
Fields Every GST Quotation Should Have
| Section | What to include |
|---|---|
| Header | Logo, business name, address, phone, email, GSTIN |
| Quote details | Quotation number, date, validity date, salesperson, enquiry reference |
| Buyer details | Company name, contact person, billing and shipping address, GSTIN, state (place of supply) |
| Item table | Item name and description, HSN/SAC code, quantity, unit, rate, discount, taxable value |
| Tax | CGST + SGST (same state) or IGST (other state), rate and amount per line or per tax slab |
| Totals | Sub-total, freight / packing if any, total tax, round-off, grand total in figures and words |
| Terms | Payment terms, delivery period, freight, warranty, validity, jurisdiction |
| Footer | Bank details for advance, authorised signatory, "This is a quotation, not a tax invoice" |
Sample Quotation Layout
- 1.Top: logo on the left; "QUOTATION", quote number, date and "Valid till" on the right
- 2.From / To block: your GSTIN and the buyer's GSTIN and state side by side
- 3.Item table: Sr. No. | Description | HSN/SAC | Qty | Unit | Rate | Disc. % | Taxable Value | GST % | Amount
- 4.Tax summary: taxable value and GST amount grouped by tax rate
- 5.Grand total in figures and in words (e.g. "Rupees One Lakh Twelve Thousand Only")
- 6.Terms and conditions in 5–8 short numbered points
- 7.Bank details, signature and a WhatsApp number for questions
CGST + SGST or IGST?
If your business and the buyer's place of supply are in the same state, the quote shows CGST and SGST — each half of the GST rate. If they are in different states, it shows IGST at the full rate. For export quotations, GST is usually zero-rated and the quote is often issued as a pro-forma invoice in USD or EUR with Incoterms such as FOB or CIF.
Quotation Format for Manufacturers and Contractors
- •Manufacturers: add item code, technical specifications or drawing reference, MOQ and lead time
- •Traders: add brand, model number and quantity-slab pricing
- •Contractors: use a BOQ table with material and labour shown separately and rates per sq.ft, running metre or kg
- •Service firms: list scope, milestones, AMC or recurring charges and what is not included
Common Quotation Mistakes
- •Charging CGST + SGST to an out-of-state buyer (or IGST to a same-state buyer)
- •Missing HSN/SAC codes, which B2B buyers need to check rates
- •No validity date, so old prices are claimed months later
- •Different formats from different salespeople, which looks unprofessional
- •Copying an old Excel file and leaving the previous customer's name or rate in it
- •Sending the quote and never following up
Excel Quotation Format vs Quotation Software
An Excel quotation format works when you send a few quotes a week. Once you send several a day, the copying, GST mistakes and forgotten follow-ups start to cost real orders. Quotation management software fills the format automatically from a product and price master, picks CGST/SGST or IGST from the buyer's state, sends the quote on WhatsApp and reminds your team to follow up.
Frequently Asked Questions
Is GST mandatory on a quotation?
A quotation is not a tax invoice, so there is no mandatory GST format. But showing GST clearly is strongly recommended, because the buyer will compare your total including tax.
What is the difference between a quotation and a pro-forma invoice?
A quotation is an offer that the buyer can accept or negotiate. A pro-forma invoice is usually sent after the buyer agrees, to request advance payment or for import formalities. Neither is a tax invoice.
How long should a quotation be valid?
Most Indian businesses use 7, 15 or 30 days. Use a shorter validity when raw-material prices change often, such as steel, copper or plastics.
🧾 Want your quotation format made automatic? Send your current quote on WhatsApp and we will set it up as a branded GST template in quotation software.
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