GST Quotation Format: Free Excel, Word & PDF
A clear quotation with GST, validity and terms that you can turn into an invoice.
Last updated: 20 October 2026
Send a professional quotation in minutes. This format shows items, HSN codes, GST and terms clearly, so customers know exactly what they'll pay. Below it: how to show CGST/SGST or IGST, how a quotation differs from a proforma and a tax invoice, and the terms to include.
Click any text in the format below to edit it, then print or save as PDF. The Excel version calculates totals for you; the Word version adds a covering letter.
Shop no., street, city, PIN
GSTIN: 29ABCDE1234F1Z5
Phone / email
QUOTATION
Name
Address, city, PIN
GSTIN: (if registered)
State: Karnataka (29)
Same as above, or delivery address
| # | Item / specification | HSN/SAC | Qty | Unit | Rate | Taxable value | GST % | GST | Total |
|---|---|---|---|---|---|---|---|---|---|
| 1 | Item with specification | XXXX | 2 | NOS | 42,000.00 | 84,000.00 | 18 | 15,120.00 | 99,120.00 |
| 2 | Installation service | XXXX | 1 | NOS | 1,500.00 | 1,500.00 | 18 | 270.00 | 1,770.00 |
| 3 | |||||||||
| Total | 85,500.00 | 15,390.00 | 1,00,890.00 |
Terms: Prices in INR; GST as shown. Delivery within 7 days of order. Payment: 50% advance, balance on delivery. Valid until the date above.
Authorised signatory
What to include in a quotation
| Field | What to enter / rule |
|---|---|
| Your business details | Name, address, GSTIN, state, phone and email |
| Quotation number and date | A series such as Q/26-27/001, so you and the customer can refer to it (and revise it as Rev 1, Rev 2) |
| Valid until | Prices and stock change; give a clear expiry date (7, 15 or 30 days is common) |
| Customer details | Name, address, GSTIN if they're registered, state and contact person |
| Place of supply | The customer's state decides CGST + SGST (same state) or IGST (another state) |
| Items | Description and specification, HSN/SAC, quantity, unit and rate |
| Discount | Per item or overall, so the final price is clear |
| GST | Rate per item and the CGST/SGST or IGST amount shown separately, so the customer sees the total cost |
| Terms | Delivery time, payment terms, advance, warranty, freight and installation |
| Signature | Name and signature of the person issuing the quotation; optional customer acceptance line |
GST law doesn't prescribe a quotation format, because a quotation is not a tax document. But a clear quotation avoids disputes and makes it easy to raise the invoice later with the same items, HSN codes and rates.
GST quotation format: how to show GST
A GST quotation format is an ordinary quotation that shows the tax the customer will pay once you invoice. No GST is charged on the quotation itself. Show it the same way the invoice will:
| Situation | What to show on the quotation |
|---|---|
| Customer in your state | Taxable value, then CGST + SGST at half the rate each (18% = 9% + 9%) |
| Customer in another state | Taxable value, then IGST at the full rate (18%) |
| Price quoted including GST | Say so clearly (“inclusive of 18% GST”) and still show the taxable value: price × 100 ÷ (100 + rate). Our GST calculator splits it for you |
| Composition dealer | No GST line at all. Quote the price only; your bill will be a bill of supply, because a composition taxpayer can't collect tax |
| Not registered under GST | Quotation without GST and without a GSTIN; the bill that follows is a plain bill or cash memo |
| Exempt goods or services | No GST; show the HSN/SAC so the customer can see why |
- HSN/SAC on the quotation: not mandatory, but quoting the code you will use on the invoice settles the GST rate up front and avoids a revised quote later. Find codes with the HSN code finder.
- If the GST rate changes before you invoice, the invoice uses the rate decided by the change-in-rate rules of Section 14 of the CGST Act, not the rate on your quotation. Write “GST extra at the rate in force at the time of supply” in the terms.
- Quotation for services: use SAC codes (starting with 99) and show the same CGST/SGST or IGST split.
Quotation vs proforma invoice vs tax invoice
| Quotation | Proforma invoice | Tax invoice | |
|---|---|---|---|
| When | Before the order: you offer prices | Order agreed, before supply (often to collect an advance) | At supply (Section 31) |
| Format prescribed by GST law? | No | No | Yes, Rule 46 |
| GST payable on it? | No | No | Yes |
| Buyer can claim input tax credit? | No | No | Yes, if Section 16 conditions are met |
| Reported in GSTR-1? | No | No | Yes |
| Next step | Customer sends a purchase order | Payment / dispatch | Payment and returns filing |
Need the next document? Use the proforma invoice format when the customer wants an invoice-style document before paying, and the GST invoice format when you supply.
Quotation number, validity and revisions
- Numbering: keep a separate series from your invoices, for example Q/26-27/001. GST's 16-character, one-series-per-year rule applies to invoices, not quotations, but a clean series makes quotes easy to trace.
- Validity: state an end date rather than “valid for 15 days”, so there is no argument about when the clock started.
- Revisions: when the customer changes quantity or specification, issue Rev 1 with the same number, and say which revision the order is against.
Terms and conditions to put on a quotation
- Prices in INR; GST extra at the rates shown (or “inclusive of GST”)
- Validity date
- Delivery period from the order date, and delivery place
- Payment terms and advance, with bank details
- Freight, loading, insurance and installation: included or extra
- Warranty and returns
- “Please quote this quotation number on your purchase order”
Quotation format in Word, Excel and PDF
Use whichever your customer expects: print or save as PDF from the format above, download Excel if you want the totals and GST calculated for you, or download Word (.docx) to edit it like a letter. The Word file has the CGST/SGST columns (swap them for IGST on inter-state quotes) and, on page 2, a short quotation covering letter you can send with it or paste into an email or WhatsApp message.
Sending quotations every day?
A spreadsheet works for a few quotes a week. If quotes turn into orders and invoices daily, order management software keeps the items, rates and GST consistent from quote to bill. Try VelBooks free for 30 days at app.velbooks.com, or talk to us on WhatsApp at +91 81472 70720.
How to use this format
- Replace the sample details with yours and the customer's, including the customer's state.
- List the items with specifications, HSN/SAC codes, quantities and rates. Add the GST rate for each item: CGST + SGST if the customer is in your state, IGST if not.
- Set a validity date and your delivery and payment terms.
- Print or save as PDF, or download the Excel or Word version, and share it. When the customer confirms, issue a GST invoice with the same details.
Frequently asked questions
What should a quotation include?
What is the GST quotation format?
Is GST charged on a quotation?
Can I give a quotation without GST?
Should a quotation show CGST and SGST or IGST?
Is there a quotation format in Word?
Is a quotation the same as a proforma invoice?
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