Free quote template - give quotes to your customers

If you work in sales, quoting or similar, you know that preparing quotes requires sending a quote to your customers.

We've created a template for your company to use when tendering.

The quote template is free to use, but we recommend that you also read the rest of the content if you want to know more about quoting in general.

What does an offer contain?

A quote should include an overview of what the customer is buying, at what price and under what conditions.

A good offer is therefore not just about specifying a product, a quantity and a price, but just as much about the conditions and framework under which the purchase is made; delivery, payment terms, etc.

We always recommend that your offer is as detailed and comprehensive as possible, both for your sake and for the customer. Therefore, it is rarely a good idea to simply state the product, quantity and price. The more detailed your offer is, the better informed the customer will be and the fewer doubts and disputes will arise afterwards.

Your offer should include the following:

Seller's general information (CVR number, name, address)
Buyer's generalia (name, address)
The product(s) delivered
Number of products delivered
Price per piece
Total price
Deadline for the offer to expire
Seller's terms of sale and delivery, if applicable

There is basically nothing you can't include in a quote, and it can have clear benefits to include as much relevant information as possible, including, for example, information about proofs, time estimates etc.

Most quotes and quote templates look very similar to an invoice, which can actually be an advantage as a well-executed invoice often contains the same elements as a quote.

Requirements, rules and law for tendering

If you are a tenderer, there are a number of requirements, rules and legal issues you should be aware of that are relevant to both you as a tenderer and the recipient of the tender.

We recommend that you as a tenderer familiarize yourself with the provisions of the Contract Act. The Danish Contracts Act contains a number of important sections on submitting an offer, including acceptance deadlines and the like.

Examples from contract law that are useful to know as a bidder:

Basically, according to section 1 of the Danish Contracts Act, you are bound by your offer, which also applies to the offeree. This means that both you as the seller and the buyer are bound by your offer and response.

If you as a tenderer have given a deadline for acceptance of the offer, the offer must be accepted before the deadline expires, otherwise it is considered a new offer (section 4 of the Danish Contracts Act).

If a buyer (offeree) chooses to reject an offer, the offer is no longer valid, even if the deadline has not been exceeded (Section 5 of the Danish Contracts Act).

You should also be familiar with the Public Procurement Act and the Tenders Act if, for example, you are tendering for publicly funded contracts and purchases.

Offer template

We recommend that you use a template when preparing quotes; this is often called a quote template.

A bid template helps ensure you include all essential information and helps streamline the bidding process and framework.

The quote template also ensures that different sellers use the same quote framework.

We have created a free quote template that you can download here.

Feel free to design, change the shape, add a logo, etc. to the quote template to suit your business.

Download the template

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Remember that it's also a good idea to attach your terms and conditions to the quote template. This way you can be sure that the customer has received them and cannot subsequently question your terms and conditions.

Preparing an offer

If you are preparing a tender for the first time, there are many things you need to consider as a tenderer.

The complexity of the offer naturally increases with the complexity of the business, and fundamentally there are often fewer factors to consider when the business is simple. For example, it may be easier to bid as a sole trader where only hours are to be sold, rather than a more complex business structure with employees, hours, material consumption, etc.

Preparing a quote, for example using a quote template, can be done in several ways. But one approach could be:

Find your hourly rate and estimate how long you expect the job to take. Estimating time and hours is a difficult discipline, even for well-established and large companies. Will the job take 50, 60 or maybe 100 hours?

You can look at what similar jobs have taken and use that as a basis.

If there are no previous jobs to back you up when making a quote, you have to do it to the best of your ability.

Work on a time and material basis. This is often less risky for you as you get paid for the time spent. Therefore, it should be clearly stated in the quote that you work on a time and material basis and then your hourly rate.
Keep in mind any material consumption and any contribution margin (CM). Many people find it difficult to estimate how many materials will be used on a project when filling out the quote template. But again, it's important to be as realistic as possible and prepare the quote to the best of your ability.