A buyer often receives five or six quotations for the same enquiry. Prices may be close — so the quotation that is clearest, most complete and most professional often wins. Yet many metal suppliers still send prices in a WhatsApp message or a messy spreadsheet. This guide gives you a complete quotation format for pipes, fittings, flanges and fasteners that buyers trust.
Why your quotation format matters
- Clarity reduces questions — buyers decide faster.
- Complete terms prevent disputes about price basis, delivery and payment.
- Professional design builds trust, especially with overseas buyers.
- Consistency across your sales team protects margins and reputation.
Section 1: Header
- Company logo, name and address
- GST, IEC and other registrations
- Contact person, phone, email, website
- Quotation number and date
- Validity (for example, 7 days)
- Customer name, company, address and contact
- Customer enquiry reference and date
A unique quotation number makes follow-ups and order matching easy.
Section 2: Item table
Each line should describe the product fully. A good item table has these columns:
| No. | Description | Size | Spec / Grade | Qty | Unit | Unit price | Amount |
|---|---|---|---|---|---|---|---|
| 1 | Seamless pipe, BE | 2" SCH 40S | ASTM A312 TP316L | 120 | m | — | — |
| 2 | Elbow 90° LR | 2" SCH 40S | ASTM A403 WP316L-S, B16.9 | 40 | pcs | — | — |
| 3 | WNRF flange | 2" Class 150 | ASTM A182 F316L, B16.5 | 30 | pcs | — | — |
Description tips
- Include product type, ends (BE, PE, SW, NPT), standard and grade.
- Match the buyer's line numbers if they sent an enquiry list.
- Mention origin or mill where relevant.
- Add weight per unit and total weight for pipes, plates and heavy items.
For correct specification wording, see ASTM A234 WPB vs A403, ASTM A182 grades and pipe schedules explained.
Section 3: Totals and taxes
- Subtotal
- Packing and forwarding (if separate)
- Freight (if included)
- GST with rate and amount — or "zero-rated export under LUT" for exports
- Grand total in figures and words
- Currency clearly stated (INR, USD, EUR)
Section 4: Commercial terms
- Price basis: ex-works, FOR destination, or Incoterm (FOB, CFR, CIF) with named port — see Incoterms for metal exporters.
- Delivery time: from PO or advance, ready stock vs production.
- Payment terms: advance, LC, credit days — see export payment terms.
- Packing: bundles, wooden boxes, cartons, seaworthy packing.
- Tolerances: quantity ± %, length tolerance.
- Validity.
Section 5: Technical and quality terms
- Certification: EN 10204 3.1 or 3.2 — see EN 10204 3.1 vs 3.2.
- Testing: hydro, PMI, NDT, IGC as applicable.
- Inspection: in-house, buyer's or third-party.
- Marking: as per standard with heat numbers.
- Deviations: clearly list any deviations from the enquiry.
Section 6: Closing
- Bank details (for advance payments), or "bank details on proforma invoice"
- Authorised signatory
- A short thank-you note and invitation to contact you
Sample closing text
"Thank you for your enquiry. We trust our offer meets your requirements. Material will be supplied with EN 10204 3.1 certificates and full heat traceability. Please feel free to contact us for any clarification."
Excel vs quotation software
| Point | Excel / Word | Quotation software |
|---|---|---|
| Setup | Free, familiar | Small subscription or licence |
| Speed | Slow for long enquiries | Fast with saved items and terms |
| Errors | Formula and copy-paste mistakes | Automatic calculations |
| Weights | Manual lookup | Built-in weight calculation |
| Consistency | Varies by person | Same format every time |
| Tracking | Scattered files | Central history and follow-up |
For a few quotes a month, Excel works. For daily enquiries with 20–100 lines, software saves hours and prevents costly mistakes.
How QuoteMitra helps
QuoteMitra is quotation software built for steel, pipe and fittings traders. You can paste an enquiry and build a priced quotation with weights and terms in minutes, in a clean, branded format. Read more in QuoteMitra: quotation software built for steel and pipe traders, or buy QuoteMitra directly.
Quotation numbering and version control
Buyers often ask for revisions — a changed quantity, a different schedule, a new delivery date. Without version control, it is easy to send the wrong file. Use a simple system:
- Base number: Q-2026-0145
- Revisions: Q-2026-0145-R1, R2 and so on
- Revision note: a line at the top stating what changed ("R1: quantity of item 3 revised to 50 pcs")
Keep every revision on file. When the purchase order arrives, check it against the latest revision before confirming. This one habit prevents many order disputes.
Common quotation mistakes
- Missing grade or standard in descriptions.
- Prices without currency or tax clarity.
- No validity date.
- Delivery promised without checking stock.
- Different formats from different sales staff.
- Spelling errors in the buyer's name or company.
Frequently asked questions
What should a quotation for pipes include?
Size, schedule, specification and grade, ends, length, quantity, unit price, total, taxes, delivery, payment, validity and certification.
How long should a quotation be valid?
For volatile steel prices, 3 to 7 days is common; for stable items, 15 to 30 days.
Should I send quotations as PDF?
Yes. PDF keeps formatting consistent and looks more professional than editable files.
Can one format work for domestic and export quotes?
Yes, with sections for GST (domestic) or Incoterms and currency (export).
Key takeaways
- A complete header, item table, totals and terms prevent questions and disputes.
- Describe every line with size, standard, grade and ends.
- State price basis, delivery, payment, validity and certification clearly.
- Use software when enquiries are frequent and long.
Your quotation is often the first real document a buyer sees from you — make it the reason they choose you.
