Writing a quote and confirming an order

In short: A good quote states service, price, duration and conditions clearly; only with the customer’s acceptance does a contract arise, which you should confirm in writing.

In more detail: Whoever offers services or products often first writes a quote. It serves the customer for comparing and you for protection. This is general information and not legal or tax advice; rules and deadlines change, check them with the tax office, chamber or a tax adviser.

In Depth

What belongs in a quote

• Sender and recipient with full address, date, quote number.
• Service description as precise as possible (scope, quantity, result, what is not included).
• Price: unit and total prices, hourly rates, whether net or gross (for small businesses a note under § 19 UStG without VAT).
• Period/delivery time and validity (“quote valid until …”).
• Payment terms (payment period, deposit, instalments).
• Notes on changes and extra services (hourly rate for extra effort) and, if available, terms and conditions.

Legal framework

A quote is an offer to conclude a contract; if the customer accepts it, the contract comes into being. With “subject to change” or “non-binding” you can reserve changes. A cost estimate is an estimate; significant overruns must be communicated to the customer. For minors a contract is only effective with the consent of the legal representatives; for an independent business with court approval special rules apply (see notes on a business as a minor).

Order confirmation

After acceptance you write an order confirmation with the agreed key data: service, price, dates. This gives a written record, and misunderstandings show up early. For change requests record the new agreement in writing (email is often enough). Keep quotes, confirmations and correspondence; they count as business letters.

Practical tips

Calculate realistically (time, material, travel costs, taxes, buffer); prices that are too low are the most common mistake. Write understandably instead of in jargon. Set a validity, ask for written confirmation and name a clear contact person. Templates help, but adapt them. For larger orders ask for a deposit.

See also: Calculating prices, Writing invoices, Contracts and terms for small founders, Small-business rule