How to Build the Perfect Sales Quote-Step by Step Guide
How to Build the Perfect Sales Quote
Do you think that simply listing the product and price in a sales quotation and sending it to your client is the right way to go? You are absolutely wrong. A well-designed sales quote can make the difference between sealing a deal and losing a client In this guide, we'll show you how to create an ideal sales pitch that will help you stand out from your competition, build customer trust, and increase your sales, whether you're a small or large business owner. We’ll show you how to build the perfect sales quote, step by step, including tips, and real-world examples. A sales quotation is a formal document sent by a business to a potential customer detailing the price of the products or services they wish to purchase, often including quantity, price, payment terms, and time limits. This is sent before the sale is confirmed.
Why the Perfect Sales Quote Matters
- First Impressions: Your sales quote is often your first impression with a client.
- Builds Trust: Clear and professional formatting shows credibility.
- Prevents Confusion: Avoids misunderstandings about prices or deliverables.
- Boosts Conversion: A polished quote increases your chances of closing the deal.
Key Components of a Sales Quote
- Client details (name, company, contact info)
- Detailed product/service list
- Pricing and discounts
- Payment terms
- Terms & Conditions
- Validity period
Full Export Sales Quotation Example
Company Name: Global Onion Exports Pvt. Ltd.
Address: 123 Export Street, Mumbai, India
Phone: +91-9876543210
Email: sales@globalonionexports.com
Website: www.globalonionexports.com
Quotation Number: GEQ-2025-001
Date: 01 October 2025
Validity: 15 Days
To:
Client Name: Fresh Foods Importers LLC
Address: Muscat, Oman
Contact Person: Mr. Ahmed Al-Farsi
Email: ahmed@freshfoods.om
Phone: +968-98765432
| S.No | Product Name | Variety | Quantity | Unit Price (USD) | Total Price (USD) |
|---|---|---|---|---|---|
| 1 | Red Onion | Fresh | 10,000 kg | 0.80/kg | 8,000 |
| 2 | White Onion | Fresh | 5,000 kg | 0.85/kg | 4,250 |
Subtotal: USD 12,250
Discount (5%): USD 612.50
Total Amount: USD 11,637.50
Payment Terms: 30% Advance Payment, 70% Before Shipment
Delivery Terms: FOB Mumbai Port, Estimated Delivery: 15 days from payment confirmation
Terms & Conditions:
- Product quality as per international export standards.
- Packing in 50 kg mesh bags for export.
- Any customs duties and taxes at the destination port are borne by the buyer.
- This quotation is valid for 15 days from the date of issue.
FAQ - How to Build the Perfect Sales Quote
1. What is a sales quote?
A formal document detailing the price, quantity, and terms of products or services before the sale is confirmed.
2. What should a sales quote include?
Client details, product/service list, pricing and discounts, payment terms, validity period, and terms & conditions.
3. How should pricing be presented?
Clearly list unit and total prices, highlight discounts, and avoid hidden charges.
4. How do I finalize a quote?
Check spelling, grammar, client info, totals, and formatting before sending.
Conclusion
A perfect sales quote is more than just numbers — it communicates value, builds trust, and increases your chances of closing deals. Personalize your quote, highlight discounts, be transparent, and follow the structured format above to impress clients.