When a customer approaches a service provider with a concrete idea of what they want, the provider usually makes a quote. Theoretically, the quote (which includes prices for the requested service) can be made verbally, over the phone, or via e-mail. The safest way, however, is to prepare a written quote and a copy for yourself that you can file away with the rest of your documents. This means that both parties have something handheld and any inconsistencies can be quickly ironed out. Since the letter is usually legally binding, a contract is written up if the customer accepts the quote as it is.
It is, therefore, of utmost importance that service providers take great care regarding what they provide, making sure the content is correct, legally watertight, and complete. It’s common practice to use quote templates especially when many quotations are being sent out. These prefabricated samples contain the basic structure, which includes all relevant components. You should replace the placeholders with the important information, such as the service you’re offering or the contact data. The quotation templates are usually Word or Excel documents, but there are also samples for other Office Suite programs.