How to Write a Business Quotation in Kenya

1. Use a clear quotation heading and number

Label the document QUOTATION and assign a unique reference such as QT-0001. A consistent sequence makes revisions and customer follow-up easier to track.

2. Add your company details

Include your business name, logo, address, phone number, email and KRA PIN where applicable. Use the same identity that will later appear on the customer’s invoice.

3. Identify the customer

Show the customer’s legal or trading name, contact person, address, phone and email. Confirm spelling and the person authorised to review or approve the quotation.

4. State the quotation and expiry dates

Show when the quotation was issued and how long it remains valid. A validity period protects both parties when supplier prices, exchange rates or availability may change.

5. Describe the scope precisely

Explain what the customer will receive. Break the work into understandable products, services, phases or deliverables. Include quantities, specifications and any important exclusions instead of relying on vague descriptions.

6. Present prices clearly

For every line item, show the description, quantity, unit price and total. Then calculate the subtotal, discount if any, applicable tax and final quoted amount. If VAT applies, display it separately and use the correct tax treatment for your business and supply.

7. Include payment terms

State when and how payment will be made. If you require a deposit, describe it as a percentage or exact amount and explain when the balance becomes due.

8. Clarify delivery and assumptions

Add the expected delivery or completion period, where delivery takes place, who supplies materials, and what the customer must provide. Note whether transport, installation, revisions or after-sales support are included.

9. Provide an approval method

Tell the customer how to accept: for example, signing the quotation, approving it by email or using an agreed written confirmation. Keep evidence of approval before commencing work or ordering materials.

10. Revise without losing history

If the price, scope or timing changes, create a revision instead of silently overwriting the original. Label it clearly—such as Revision 1—and record what changed. Quote Desk keeps revisions connected to the quotation workflow.

11. Convert the approved quote into an invoice

After approval, graduate the quotation into an editable invoice. Confirm the final delivered quantities, dates and tax treatment before sending it. A quotation itself is not an eTIMS tax invoice; complete any required eTIMS issuance separately.

Final quotation checklist

• Unique quotation number and dates
• Correct company and customer details
• Clear scope, quantities and exclusions
• Subtotal, tax and total
• Validity, delivery and payment terms
• Approval instructions
• Revision history where applicable