How to write a quote that gets accepted. Eight parts, one template, no guesswork.

Why quotes stall

When a quote goes quiet, the reason is usually one of four things:

• It arrived late. By the time it lands, the client has spoken to someone else or the problem has lost its urgency.
• The scope is unclear. “Website redesign – €4,800” forces the client to guess what is inside, and guessing feels risky.
• The total is a surprise. VAT, travel or setup fees appear only at the bottom, or not at all.
• There is no next step. The client likes it, but does not know how to say yes, so they put it off.

Every part below answers one of those doubts.

The eight parts of a quote that gets accepted

1. A title that names the outcome. “New booking website for Harbour & Pine Coffee” works better than “Quote QT-2026-0042”. Keep the number, but lead with what the client gets.
2. Two lines about their need, in their words. “You want guests to book tables online and to stop taking bookings by phone during service.” It shows you listened, and it reminds the decision maker why this matters.
3. The work as line items. One line per deliverable, with quantity, unit and unit price: “Design of 5 pages – 5 × €320”. Clients compare line items calmly; they react to lump sums.
4. What is not included. One short list: “Not included: copywriting, photography, hosting after the first year.” It prevents arguments later and makes your price easier to compare fairly.
5. Two or three options. For example Essential, Recommended and Complete. Options turn “yes or no” into “which one”, and many clients choose the middle. Never more than three – too many choices slow people down.
6. One clear total. Net amount, VAT rate and VAT, total, currency and payment terms (for example “50% on acceptance, 50% on delivery, invoices due within 14 days”). If you sell to consumers, show prices including VAT – in the EU, prices shown to consumers must include taxes.
7. A validity date and a start date. “Valid until 6 November 2026. We can start on 10 November.” A date gives a gentle reason to decide, without pressure tactics.
8. One way to accept, and what happens next. An “Accept quote” button, or “Reply ‘yes’ to this email”. Then one sentence on the next step: “Once you accept, we send the first invoice and book a kick-off call.”

A template you can copy

[Outcome] for [Client]                     Quote [number] · [date]

What you asked for
[Two lines about their need, in their words.]

What we will do
- [Deliverable 1] ............ [qty] × [unit price] = [amount]
- [Deliverable 2] ............ [qty] × [unit price] = [amount]

Not included
- [Item], [item]

Options
- Essential:    [what is in it] – [price]
- Recommended:  [what is in it] – [price]
- Complete:     [what is in it] – [price]

Total (Recommended)   [net]  +  VAT [rate] [VAT]  =  [total] [currency]
Payment               [terms, e.g. 50% on acceptance, 50% on delivery]
Valid until           [date] · We can start on [date]

To accept: [click “Accept” / reply “yes”]. Next, we [first step].
[Your name] · [phone] · [email]

Five common mistakes

• Sending a PDF and nothing else. Add two sentences in the email: the recommended option and the next step.
• Hiding costs. If travel, licences or setup fees apply, put them in the line items.
• Discounting before anyone asked. Lead with value; keep a discount for a concrete trade-off, such as a longer commitment.
• Jargon. Write the way the client talks. “Responsive front-end build” becomes “works well on phones”.
• No follow-up. Many quotes are accepted after the second message, not the first. See how to follow up without being pushy.

How GETCORVIDS helps

In GETCORVIDS you build quotes from your own product and service catalogue, so line items, unit prices and VAT are filled in for you. The client receives a link (or a PDF), sees the total in their currency and accepts online. You see when a quote is accepted, and an accepted quote becomes an invoice in a few clicks. Quotes and invoices work in 18 currencies.

Questions

Thomas Krajecz builds GETCORVIDS at Digital Supportly. Questions about this guide? Write to hello@getcorvids.com – a person replies within one business day. Follow Thomas on LinkedIn.