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Supplier and trader quotation format

Purchase officers of companies, schools, hospitals and government offices often collect three quotations and pick the lowest that matches their need. Make yours easy to compare, and make sure the lowest price on paper is really the price they pay.

Lines that work

• Exact item: brand, model, size, grade or pack. "A4 copier paper, JK Easy Copier, 75 GSM, 500 sheets, 100 Pack @ ₹265".
• HSN code on every line. Business buyers need it on the invoice, and putting it on the quotation shows you know the rules.
• Quantity breaks as separate lines or in Notes: "Above 500 packs: ₹255".
• Freight, packing and unloading as a line, or "free delivery within the city" in terms.

Terms for suppliers

• Prices valid for 7 days because of changing market rates.
• Delivery within 3 days of the purchase order, subject to stock.
• Payment within 30 days of the invoice for regular customers; advance for first orders.
• GST at the rate applicable on the date of invoice. Prices are for the full quantity quoted.
• Goods once delivered as ordered will not be taken back, except for manufacturing defects reported within 7 days.

Tips

• Write the buyer's enquiry or tender number in Enquiry ref. so your quotation goes to the right file.
• Keep the validity short when your purchase price changes often.
• When the purchase order comes, press Make invoice and put their PO number in Order / PO number on the invoice.
• For goods that will move to another state above the value limit, an e-way bill may be needed when you dispatch. See E-invoice and e-way bill.