How to write a price quotation, with an example

What is a price quotation?

A quotation (surat penawaran harga in Indonesian) sets out the goods or services you're offering, their prices and your terms, before the customer decides to buy. It doesn't bill anything yet. When the customer agrees, it becomes the basis of the invoice.

The parts of a quotation

1. Your letterhead: business name, address and contact details.
2. A reference number and date, such as 015/SPH/XI/2026, so it's easy to refer to.
3. Subject: “Price quotation”.
4. Addressee: the customer's name and address, and the person's name if you know it.
5. Opening: a greeting and a reference to their request or your earlier conversation.
6. The offer: goods or services, quantity, unit price and total. Say whether prices include VAT.
7. Terms: how and when to pay (for example a 50% deposit), delivery or completion time, and how long the quote is valid.
8. Closing and signature: your name, role and how to reach you.

An example quotation

CV Contoh Kreatif
Jl. Contoh No. 1, Bandung · [email protected] · 0812-0000-0000

Ref.    : 015/SPH/XI/2026
Date    : 2 November 2026
Subject : Price quotation for a new website

To:
Ms Rina, Marketing Manager
PT Pelanggan Contoh
Jakarta

Dear Ms Rina,

Following our conversation on 30 October 2026, we're pleased to
offer the following:

1. Website design and build (5 pages)      Rp8,000,000
2. Hosting and domain, 12 months           Rp2,000,000
                                   Total  Rp10,000,000

Prices exclude VAT.

Terms:
- Payment: 50% deposit on acceptance, the rest on handover.
- Timeline: 4 weeks from receipt of the deposit.
- Includes two rounds of design changes.
- This quotation is valid until 16 November 2026.

We'd be glad to answer any questions. Thank you for considering us.

Kind regards,

Budi Santoso
Owner, CV Contoh Kreatif

The names, addresses and prices above are only examples. Adapt them to your business and what you've agreed.

Tips to get quotes accepted

• Always state how long the quote is valid, such as 14 or 30 days, so you aren't held to old prices when costs rise.
• Say whether prices include or exclude VAT.
• Say what isn't included, such as delivery or extra revisions, to avoid misunderstandings.
• Number every quote, so you and your customer refer to the same document.
• Follow up a few days after sending, and before the quote runs out.