Free quote template (Word) with a filled-in example
A free, editable quote template for Word and Google Docs, a filled-in example with VAT, and tips for each section so your quote is clear and easy to accept.
A good quote template has seven parts: your details, the client's details, a quote number and date, line items with quantity and price, VAT and totals, validity and terms, and a place to accept. Below you can download a free quote template for Word (it opens in Google Docs and LibreOffice too), see a filled-in example, and read how to fill in each part.
What's in the template
- Header with your company name, address, VAT number, email and phone.
- Quote for: the client's name, company and address.
- Quote number, date and valid until, so both sides can refer to it.
- A short introduction describing the project in one or two sentences.
- Line items table with description, quantity, unit price and amount.
- Totals: subtotal, VAT and total including VAT.
- Terms: payment terms, timeline and what's not included.
- Acceptance: name, date and signature of the client.
A filled-in example
Here is what the line items look like for a small website project, quoted by a freelancer at 21% VAT:
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Discovery workshop and sitemap | 1 | € 450,00 | € 450,00 |
| Design of homepage and 4 page templates | 5 | € 320,00 | € 1.600,00 |
| Development and content entry | 1 | € 1.900,00 | € 1.900,00 |
| Hosting setup and launch | 1 | € 250,00 | € 250,00 |
| Subtotal | € 4.200,00 | ||
| VAT 21% | € 882,00 | ||
| Total incl. VAT | € 5.082,00 |
Notice that every line says what the client gets, not how many hours you spend. That makes the price easier to accept. For a full worked example of this kind of project, see our guide to the website design quote; for building work, see the renovation quote.
How to fill in each part
Quote number and validity
Number quotes in sequence (for example 2026-014) so you can find them again and refer to them in the invoice. Add a valid-until date; 30 days is common, shorter if your material costs move. More in how long a quote should be valid.
Line items
Use one line per deliverable, with a description a non-expert understands. Group related lines under headings when the quote gets long. If the client can choose between options, show them as separate packages rather than one big total; good-better-best pricing explains how.
Terms
Keep terms short and concrete: when you invoice (for example 30% on acceptance, the rest on delivery), the payment term, the expected timeline and what counts as extra work. Clients read short terms; they skip long ones.
Acceptance
A signed quote is the agreement you'll fall back on if there's a discussion later. With a Word template, the client prints, signs and scans it, or replies "agreed" by email. Both work, but the first is slow and the second is easy to lose. See is a quote legally binding.
When a template stops being enough
A template is perfect for your first few quotes. It starts to cost time when you copy the previous quote for every new client, recalculate totals by hand, and chase clients who haven't replied. That's usually the moment to switch to a free quote maker. We compared both approaches in quotes in Excel or Word vs quoting software.
In Offinal, the same quote becomes an interactive page: the client picks options, sees the total update, comments on a line and signs online, and you see when it's opened.
Wireframes, prototypes and a complete design system.
Responsive build, CMS setup and performance tuning.
Go-live support and a hands-on team workshop.
Try it on your next quote
Start from an example for your kind of work and send it today. No credit card needed.
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