How to Write a Quotation in the Philippines (Free Template)

Writing a business quotation in the Philippines is one of those tasks every freelancer, consultant, and small business owner faces — yet rarely teaches well. A weak quotation loses you the deal. A strong one wins clients before you even meet them.

What is a business quotation?

A business quotation is a formal document you send to a potential client outlining what you'll deliver, when, and how much it costs. It's legally distinct from an invoice (which is a billing document) and from a proposal (which is broader and includes scope details, references, and case studies).

For Filipino freelancers and small businesses, a quotation typically includes:

• Your business name, address, and contact info
• Quotation number and date
• Client name and contact details
• Itemized list of services or products
• Subtotal, tax (12% VAT in PH), and total
• Payment terms
• Validity period (typically 30 days)
• Your bank or e-wallet payment details

The 6 sections every Filipino quotation needs

1. Header with your branding

Include your business name, address, contact number, and email. If you're a sole proprietor registered with DTI and BIR, also include your TIN. This signals professionalism and gives clients confidence.

2. Quotation number and date

Use a sequential numbering system like QT-2025-001, QT-2025-002. This makes accounting easier and lets you reference past quotes in conversations.

3. Client details

Include the client's full business name (matching their official registration), address, and contact person. Getting this right shows you've done your homework.

4. Personalized opening

This is where most freelancers fail. Don't start with "Please find below our quotation for X." That's robotic. Instead, write something like: "Thank you for the opportunity to submit this quotation for [project]. Below is a detailed breakdown of the work and investment for your review."

5. Itemized line items

List every service or product separately. Be specific. "Web Design (5 pages)" beats "Web Design Services." Include quantity and unit price for each.

6. Terms and conditions

Standard PH terms include:

• This quotation is valid for 30 days
• Payment: 50% upfront, 50% upon completion (or whatever you agree)
• All prices are inclusive of 12% VAT (or "VAT-exempt" if you're a small taxpayer)
• Revisions: 2 rounds included; additional rounds billed at ₱500/hour
• Scope changes will be quoted separately

The Filipino freelancer's quotation cheat sheet

For PH-specific quotes:

Currency: Use Philippine Pesos (₱) unless your client is international

VAT: 12% if you're a VAT-registered business; 0% or VAT-exempt if you're under the ₱3M threshold

Payment methods: Always include GCash, Maya, BPI Online, BDO Online, UnionBank — these are what 80% of PH clients prefer

Bank details: Account name + account number, clearly labeled

Validity: 30 days is standard, but 14 days is OK for time-sensitive work

Common mistakes to avoid

1. Sending a Word document instead of PDF — Word docs can be edited by the client and look unprofessional. Always send PDF.

2. Forgetting your TIN — clients need this if they're going to expense the payment.

3. No quotation number — makes follow-ups confusing.

4. Vague line items — "Marketing Services" tells the client nothing.

5. No validity period — leaves you open to clients holding the quote for 6 months then trying to lock the price.

Free quotation template

Here's a template structure you can copy directly into Word or Google Docs:

The AI shortcut

Writing a quotation from scratch takes 20-30 minutes. With AI, it takes 60 seconds. [Automately AI's Quotation Generator](/tools/ai-quotation-generator) does exactly this:

1. Enter your business details, client info, and line items

2. AI writes the personalized opening, terms, and closing for you

3. Download as a professional PDF

4. Send to client

For Filipino freelancers earning ₱40,000-₱150,000/month, this saves 5-10 hours/week — that's literally a workday back to bill clients instead of write quotes.

Conclusion

A great quotation isn't about being fancy — it's about being clear, complete, and professional. Use the template above, customize it to your business, and either write each quote manually OR use AI to generate them in under a minute.

Start free with our [AI Quotation Generator](/tools/ai-quotation-generator) — 3 free quotations per month, no credit card required.