Creating a quotation as a freelancer: example and checklist

What do you include in a good quotation?

Start with the customer's question. What result do they expect, what exactly needs to be delivered and by when? Elaborate on that into concrete agreements regarding the work, price and execution. A quotation is an offer; after acceptance, those agreements can bind you.

• Your company name, address, contact details and Chamber of Commerce number.
• The correct name and address of the client.
• Quote number, version number and date.
• What you are delivering precisely, including quantities or scope.
• The price, VAT treatment and any additional costs.
• Schedule, period of validity and what the customer needs to supply themselves.
• Agreements on changes, additional work and payment.
• How the customer gives consent and which conditions apply.

This is a practical checklist, not a list of which every item is in itself a legal quotation requirement. Company registration number must be included on business quotations. A quotation number is mainly useful for retrieving the correct version and subsequent agreement.

Example of a quotation for a sole trader

This fictional example is for a Dutch business assignment: setting up three presentation templates. It concerns a fixed project price with 21% VAT. Fill in the details between square brackets yourself and adapt the arrangements to your own work. Do you use terms and conditions? If so, include a clause stating the correct title and version, and actually include those terms and conditions with your correspondence. Do not simply include a reference to a document that your customer has not received.

Fixed price, hourly rate or cost estimate?

Make it clear how the final amount is determined. ‘Approximately € 760’ means something different from ‘fixed project price € 760’. Do not combine a fixed price with open-ended wording that makes it unclear later on what was included.

Working with a fixed project price

You agree on a fee for a defined result. Therefore, also include quantities, delivery files and feedback rounds. If your own execution overruns without the assignment changing, this does not automatically create agreed additional work.

Working on an hourly basis

State the hourly rate, which tasks are billable and how you account for hours. Provide an estimate if applicable and agree on a moment to consult before it is exceeded. For example: ‘Expected to take 8 to 10 hours at €85 excluding VAT. As soon as I expect to need more than 10 hours, I will first ask for approval for extra hours.’ Justify your price based on costs and available working time. Use our explanation about calculate your hourly rate. For recording hours you can use a time registration keep track of.

Quotes including or excluding VAT?

For business customers, you can break down the price excluding VAT and show the VAT plus the total below it, as in the example. When offering to consumers, you must state the selling price including VAT and unavoidable additional costs. The ACM explains the rules for price indication. Are you adjusting the KOR then you do not charge VAT. Make it clear in the quote that your price is based on that exemption. Also in the case of shifted VAT or other special situations, you must check the correct treatment before agreeing on a total price.

Prevent disputes about additional work

Describe a change so that the customer can choose. For example, compare these two sentences:

• Unclear: ‘Additional work will be charged afterwards.’
• To be specific: ‘You’re requesting a fourth template. That will cost €160 excluding VAT (€193.60 including 21% VAT) and will delay the delivery until 21 October. I’ll add it as soon as you’ve agreed to this.’

Keep the agreement with the quote. That way, when invoicing, you can show which extension was agreed upon. If the client does not want the extension, it remains clear which original assignment you are carrying out. The quotation tips from KVK also emphasise a clear description and demarcation.

Validity, agreement and terms and conditions

Choose a validity period that suits your schedule and your price risk. The 14-day period in the example is a choice, not a standard rule for all quotations. If the period has expired, first discuss whether the price and availability are still correct and send a new version if necessary. A signature is not the only way an agreement can be established: a clear agreement by email can also record arrangements. Make it recognisable which proposal the customer is agreeing to. KVK describes the importance of put agreements in writing; agreement to a quotation can result in a contract. Terms and conditions are not legally required for every business. If you do use them, declare them applicable before or upon the conclusion of the contract and give the customer the opportunity to read and save them. For example, send them as an attachment with the quotation. Simply adding a reference on the invoice afterwards is too late for that. Read the Chamber of Commerce explanation of terms and conditions.

Check your quote before sending

Keep the sent version and the approval together. Check at the making the invoice that the invoiced work corresponds to these agreements and any approved additional work. This keeps the line from quotation to execution and payment clear.

Frequently Asked Questions