A useful quotation connects every price to a measurable scope. The client should be able to see what is included, how it is measured and what changes the final amount.
Collect
Site dimensions, room list, drawings and client selections.
Calculate
Quantity × matching unit rate for every included item.
Confirm
Specifications, exclusions and the exact revision accepted.
What an interior quotation should contain
Start with the project address, client details, quotation number, issue date, revision number and validity period. These fields identify which proposal the client is approving. Add a short scope statement describing the rooms and trades covered, plus the drawings or measurement sheet used to prepare the estimate.
The main schedule should show one item per row: room, description, material specification, quantity, unit, rate and amount. Keep the unit beside the quantity; a square-foot rate cannot be compared directly with a running-foot or per-piece rate. Identify provisional quantities rather than presenting them as final measurements.
What to include
- Project and client identification
- Room-wise quantities and specifications
- Subtotal, adjustments and separately identified applicable taxes
- Inclusions, exclusions, validity and payment milestones
- Drawing references, revision number and approval record
Build the quotation in six practical steps
Survey the site first, then agree on the room list and basic design. Break each room into measurable items, such as a wardrobe carcass, shutters, loft, hardware and installation. Choose a consistent measurement convention and record the dimensions that support each quantity.
Collect current supplier and labour inputs for the specified work. Calculate line amounts from quantity multiplied by rate, then reconcile the room subtotals against the project summary. Review exclusions and payment milestones with the client before issuing the document. Keep the approved version unchanged and issue a new revision for later changes.
Separate the commercial summary from the detailed schedule
Give the client a concise first-page summary, followed by the item schedule and specifications. List base work, selected upgrades and optional work separately so that an unselected upgrade does not silently enter the total. If delivery or installation is bundled into a rate, say so explicitly.
State which events trigger payments: approval, material procurement, installation or handover, for example. Use dates or completion criteria that can be checked. Record any client-supplied items and dependencies that affect completion, including site access, power availability and approvals.
Choose the right format for the next task
Use Excel for calculations and comparisons, Word for a narrative proposal, and PDF for a stable client-facing issue. Keep an editable master even when the client receives only a PDF. A quotation template is a starting structure; it still needs project-specific measurements and material decisions.
When several people revise proposals, a shared quotation workflow can reduce duplicate files. Evaluate whether you need centralized items, version history and approval tracking before replacing a simple spreadsheet. Explore the linked guides below for each format and project scope.
Worked example
Turn a vague item into a scope the client can approve
Imagine a client comparing two wardrobe quotations. Both say wardrobe work, but only one describes what the amount actually buys. Start with the approved drawing, then write the item so a second person can check it without calling you.
Too vague to approve
Bedroom wardrobe — complete work, premium finish.
A clearer version
Bedroom 1 wardrobe, drawing W-01: 8 ft wide × 7 ft high × 2 ft deep. Agreed billing basis: 56 sq ft of front elevation. Specify carcass material and thickness, shutter finish, internal layout, hardware quantities, delivery and fitting before issue. Loft excluded and quoted separately.
The revised description does three jobs: it identifies the location, exposes the quantity calculation and sets a boundary around the work. Replace every pending specification before sending the final proposal. If a selection is still undecided, use a clearly identified allowance rather than an undefined quality label.
Sample schedule
Use these fields to organize your own scope. Add the verified quantities, project-specific rates and selected specifications before issue.
Bedroom wardrobe
Carcass and shutters; material and finish specified
- Unit / type
- sq ft
- Review point
- Approved elevation area
Kitchen base units
Carcass, shutters and standard hardware listed
- Unit / type
- running ft
- Review point
- Base length only
TV unit
Drawing-referenced cabinet and panel
- Unit / type
- item
- Review point
- One defined assembly
Installation
Labour and site fitting scope
- Unit / type
- lot
- Review point
- Confirm bundled or separate
| Item | What to specify | Unit / type | Review point |
|---|---|---|---|
| Bedroom wardrobe | Carcass and shutters; material and finish specified | sq ft | Approved elevation area |
| Kitchen base units | Carcass, shutters and standard hardware listed | running ft | Base length only |
| TV unit | Drawing-referenced cabinet and panel | item | One defined assembly |
| Installation | Labour and site fitting scope | lot | Confirm bundled or separate |
Before you send it, catch these mistakes
- One lump-sum amount with no scope breakdown
- Mixing units between quantity and rate
- Using a finish name without material or thickness
- Replacing an approved file without a revision record
Get your quotation inputs ready
Tick off what you have, then copy the list into your project notes. Use the unchecked items to guide your next site visit or client conversation.
Use this while reading. Your selections reset when you leave this page.
Frequently asked questions
Is a quotation the same as an invoice?
A quotation proposes scope and price before the work is agreed. An invoice requests payment for an agreed supply or milestone. Give each document its own number and purpose.
Should every item have a fixed quantity?
Use measured quantities where available. Mark unverified quantities as provisional and explain how they will be measured and approved before billing.