Making a winning quotation: 9 tips
- Edited 6 October 2026
- 3 min
- Marketing
- Managing and growing
- Laura van Dijk
A good price quotation includes a clear description of the work to be carried out, a transparent price, and agreements regarding the schedule, and terms and conditions. By prioritising the client’s requirements, you increase your chances of securing the contract. Our 9 tips will help you draw up a good price quotation.
1. Check if a detailed price quotation is necessary
It is not always necessary to draw up a detailed price . First, check whether the client requires a detailed price quotation. Sometimes, a rough estimate of the price is sufficient. Tailor your price quotation accordingly; this will save time. Also, check whether you have a realistic chance of winning the contract before you start working on your price quotation by contacting the client. This will also prevent unnecessary work.
2. Ask about planning and budget
Are you sure you can carry out the assignment? Ask the client about the schedule and the available budget. When does the work need to be completed, and do you have enough time to do it? Does the available budget match the price you ask? If the assignment, schedule and budget suit you, you can draw up a price quotation. If that is not the case, you do not need to send a price quotation.
3. Understand what the client wants exactly
The best price quotation is not the most attractive one, but the one that shows you understand the client’s needs. So make sure you know exactly what the client wants. Ask follow-up questions about the objective, the desired outcome, the timetable, and their expectations. This will help you discover what the client really needs and why. Incorporate this information into your price quotation and ensure the client's requirements are reflected in the scope of work, approach, and timetable. This demonstrates that you understand the brief and increases the likelihood that the client will choose you.
How do I make a quotation?
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4. Do not offer a discount too quickly
A good price quotation does not have to be the cheapest. It is fine to be enthusiastic about a job, but do not lower your price too quickly. If you offer a discount, you will earn less from the job. Clients may start to doubt the quality if you lower your price too easily. You are also more likely to attract bargain hunters who will walk away as soon as a competitor offers a lower price, rather than loyal customers.
And also, the client may get used to you working for a lower rate. Next time, they will expect you to offer a discount again. Explain clearly what you are delivering for the price, so that the client can make an informed decision.
Tip: offer something extra
Offer something extra, such as a free additional product, an extended warranty period or a free service. Customers will remember this surprise and feel appreciated.
5. State your terms and conditions
Be clear about your delivery and payment and send them along with your quotation. In these terms and conditions, you should explain, for example, when you will deliver, how payment will be made, and what happens if there are changes to the brief. Make sure your client receives the terms and conditions and agrees to them. This will help you avoid any disputes later on.
6. Avoid misunderstandings about price and the scope of work
Be clear about the work you will be carrying out, the price, when you will deliver the work, and what your client can expect from you. In a price quotation for a logo design, for example, specify the number of rounds of revisions included in the price. Also state whether any additional costs, such as travel expenses, are included in the price. This will help you avoid misunderstandings and unexpected costs.
7. Divide the assignment into different activities
Break the project down into separate activities and state the price for each one. This way, the client can see exactly what work you will be carrying out and at what price. Are you building a website, for example? If so, you can list the design, development, and maintenance separately in the price quotation. If the client finds the full project too expensive, they can also choose to have you carry out only part of the work. This increases your chances of securing at least part of the project.
8. Add something extra for your client
Many price quotations are very similar. Stand out by showing that you are thinking along with the client. For example, include additional advice, or an extra service in your price quotation. Also, write a personal message referring to your conversation and explaining why your proposal is a good fit for the project.
9. Initiate contact
Have you submitted your quotation, but not yet received any feedback? Initiate contact with your client. This shows that you are committed to the project and gives the client the opportunity to ask questions and provide feedback.
If the client accepts your price quotation, you can carry out the work and send an invoice later.
Frequently asked questions
A price quotation should include your company details, the client’s details, a description of the work, the costs, and any terms and conditions that apply. It is alsowise to state how long the price quotation is valid for and to explain how the client can accept it.
A price quotation becomes binding as soon as the client agrees to the terms set out in it. ‘Binding’ means that the terms are fixed. A client can give their agreement by, for example, signing a document, sending an emai,l or providing some other clear confirmation. From that moment onwards, a contract is formed and the terms of the price quotation apply.
There is no standard validity period for a price quotation. You decide for yourself how long your quotation is valid. You should always state a validity date, so that it is clear until when the price and terms and conditions apply.
