Quotation Terms and Conditions: Sample Clauses You Can Copy

A quotation needs eight clauses under the total: validity, prices and tax, payment terms and deposit, scope and exclusions, variations, timeline and site access, warranty, and acceptance. Each is two or three plain sentences. The sample below is ready to copy, with placeholders in [brackets], and works in Pakistan, the UAE or anywhere else once you fill in the currency and tax.

The 8 clauses a quotation needs

1. Validity. The date until which the price holds.
2. Prices and tax. Currency, whether tax is included, at what rate.
3. Payment terms and deposit. How much up front, how the rest is staged, how to pay.
4. Scope and exclusions. What the price covers and what it does not.
5. Variations. How extra or changed work is priced and approved.
6. Timeline and site access. When you start, how long it takes, what you need from the client.
7. Warranty. What you stand behind, for how long, what voids it.
8. Acceptance. How the client says yes.

Copy-paste quotation terms and conditions sample

Replace every [bracketed] item and delete any clause that does not apply to your trade.

How long should a quotation be valid?

Between 7 and 30 days, depending on how much of the price is material. Cable, steel, cement, inverters and tiles can move within a fortnight, so a material-heavy quotation should hold for 7 to 15 days; a labour-only or service quotation can hold for 30.

Write the date, not the number of days. "Valid for 15 days" starts an argument about when the clock started; "Valid until 26 November 2026" does not. Quotation vs estimate explains why it matters once a price is accepted.

What should the payment clause say?

Four things: the deposit, the stages, the deadline and the method.

The deposit covers the material you must buy before you can start; for most supply-and-fit work that is 30 to 50 percent. Write the percentage and the amount. The stages follow the work: "40 percent on acceptance, 40 percent at first fix, 20 percent on handover" gives you a point to stop if the money has not arrived. The deadline is the number of days after each invoice: seven for private clients, 30 for companies. The method is exactly what you accept, with the account details on the quotation itself, so nobody can send a fake account number in the chat later. The line about pausing work when a payment is overdue is the one small contractors most often leave out and most often need.

How do you word variations?

Three sentences: what counts as a variation, that it will be priced in writing, and that it needs written approval before you do it.

The trap is the small change agreed on site. "Can you add two more sockets while you are there?" feels silly to write down, until there are nine of those. A one-line message, "Adding 2 sockets in the kitchen at PKR 2,200 each, please confirm", followed by the client's reply, is a variation record. For anything bigger, issue a short variation quotation rather than editing the original.

What about warranty?

Say what you guarantee, for how long, and what voids it. For most trades that is workmanship for 6 to 12 months and materials on the manufacturer's warranty only. Exclude misuse, work by others and alterations after handover, and say the warranty does not apply while a payment is outstanding.

Pakistan and UAE notes

• Tax wording. In Pakistan, sales tax on services is provincial and the rate depends on where and what you work on, so write the rate you actually charge, or state that you are not registered. In the UAE, state prices exclusive of 5% VAT, show the VAT as its own line, and put your TRN on the document.
• Written acceptance. In both countries an accepted quotation generally forms an agreement, so get it in writing: a signature, an online acceptance with the client's name and date, or a written confirmation quoting the quotation number, not a thumbs-up in a chat.
• Language. Keep the terms in English, or bilingual if the client prefers Urdu or Arabic, matching clause for clause.
• Registration numbers. Put your NTN or STRN (Pakistan) or TRN (UAE) on the quotation. Company clients ask for it before the first payment.

This is general information, not legal advice. For a specific contract, a large project or a dispute, ask a lawyer.

Where EstimateQuote fits in

Save your default terms and conditions once in the company settings and EstimateQuote applies them to every quotation you create. Each quote also has its own assumptions and exclusions section for clause 4, a validity date that prints with the quote, and an optional deposit line with your bank, JazzCash or Easypaisa details for clause 3. The client opens the link, reads the lines, the total and the terms on their phone, and accepts by typing their name, which gives you a dated acceptance on the document itself.

The free BOQ template has the validity date, payment terms and an assumptions and exclusions block if you want to see the layout first, and the winning quotation guide covers everything above the terms.