How to Write a Quotation in Kenya (2026): Format, Sample and Tips to Win the Job

Nov 10, 2026

Buy More Mall Kenya

A quotation (or "quote") is your written offer: what you will supply or do, at what price, for how long the price holds and on what terms. Customers compare quotes side by side, so a neat, complete quotation often wins the job even when it is not the cheapest.

Quick answer: A good quotation has: your business details and logo; the customer's name; a quote number and date; a validity period (for example 14 days, because material prices change); each item or task with quantity, unit price and total; delivery, labour and any VAT shown separately; payment terms (deposit, balance); delivery or completion time; and what is not included. Buy More Mall sellers create numbered quotes free in Quotes & Invoices and convert them to invoices when the customer accepts.

Quotation Format

Section	Example
Header	QUOTATION QT-2026-0015 · Date 10 Nov 2026 · Valid until 24 Nov 2026
From / To	Your business details · customer name, phone, site location
Items	20 × PPR pipe 20mm · 1 × booster pump · labour: install 2 bathrooms
Totals	Materials, labour, delivery, VAT (if registered), grand total
Terms	60% deposit to order materials, balance on completion; 3-month workmanship warranty
Exclusions	Tiles, wall chasing and repainting not included

How to Write a Quotation for Supply of Goods

Confirm the exact specification: size, brand, grade, colour and quantity.
Check stock and current prices before you quote.
Price each line for profit (how to price products), then add delivery separately.
Give a short validity period, especially for steel, cement and imported goods.
State delivery time and where delivery is to.

How to Write a Quotation for a Job (Plumbing, Painting, Building)

Visit or get photos and measurements first. Split the quote into materials and labour, so the client sees where the money goes. For painting, quote by area and number of coats (see cost of painting a house); for plumbing, list fittings and points (see cost of plumbing a house); for building materials, attach a bill of quantities (see building materials price list).

Send Quotes Free From Your Buy More Mall Shop

Open Quotes & Invoices and click New quotation.
Pick items from your shop (prices fill in) or type custom lines for labour.
Set the "valid until" date, discount, delivery and VAT if registered.
Share the quote as a PDF, by email or as a WhatsApp link; you can see when the customer opened it.
When they accept, click Convert to invoice.

Tip: customers who ask for prices through your shop page arrive with a Buy More Mall reference number; reply with a formal quote the same day to win the order.

Buy More Mall quotations and invoices are business documents. They are not KRA eTIMS tax invoices; if your customer needs an eTIMS invoice, issue it on eTIMS as well (see KRA eTIMS for small businesses).

Worked Example: A Plumber Wins a Bathroom Job

Two plumbers quote for the same bathroom. One sends "KSh 45,000 all-in" on WhatsApp. The other sends a numbered quotation listing pipes, fittings, a shower mixer, labour, a 14-day validity and a 3-month workmanship warranty, with a 60% deposit. The client picks the detailed quote although it is slightly higher, because she knows exactly what she is paying for.

Common Mistakes to Avoid

No validity date, then prices rise.
Lumping materials and labour into one figure.
Not stating what is excluded.
Quoting without seeing the site.
Forgetting delivery and transport.

Frequently Asked Questions

What is the format of a quotation?

Header with quote number, date and validity; your and the customer's details; itemised lines; totals; terms; exclusions.

How long should a quotation be valid?

Usually 7 to 30 days; shorter when material prices change quickly.

Is a quotation legally binding?

Once the customer accepts it in writing, it forms the basis of your agreement. Keep the accepted copy.

How do I write a quotation letter?

Add a short cover note thanking the customer, summarising the offer and inviting questions, then attach the itemised quotation.

Can I convert a quote into an invoice?

Yes. On Buy More Mall, accepted quotes convert to invoices in one click.

Cover photo: handshake by Broad Bean Media, BY-SA 2.0, via Openverse. Cropped.

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