How to write a quotation in South Africa (what to include)

Key points

• A quote is not an invoice — it comes first and wins the work
• Always show a validity period, deposit and clear scope
• Quote in rand, excluding VAT unless you're registered
• Get written acceptance before you start

What every SA quotation should show

• Your business name and contact details
• The client's name and details
• A unique quote number and date
• A clear description of the work or items
• Prices in rand, with a total
• A validity period (commonly 14–30 days)
• Deposit required and payment terms
• Your banking details or payment instructions

VAT on quotations

If you're not VAT registered, don't mention VAT — your prices are simply your prices. If you are registered, show prices excluding VAT, the VAT amount at 15%, and the total including VAT.

The deposit clause that protects you

State that work starts on receipt of the deposit (commonly 50% for new clients). This one line filters out time-wasters and protects your cash flow.

From quote to invoice

When the client accepts in writing, the quote becomes your agreement's pricing schedule. Invoice against the same numbers so there's no dispute later. Our free quote generator produces a clean PDF you can send immediately.