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Quotation Doc

Quotation Doc Template for India

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Key Requirements PROMPT example:

Quotation Doc

"I need a Quotation Doc for supplying IT hardware and software maintenance services to a large corporate client in Mumbai, including quarterly maintenance visits and 24/7 support for the period of January 2025 to December 2025."

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Document background
The Quotation Doc is a critical commercial document used in Indian business transactions to formally communicate pricing, terms, and conditions for goods or services. It serves as an initial offer document that can lead to a binding contract upon acceptance. The document is essential in both B2B and B2C contexts, requiring compliance with Indian commercial laws, particularly the Indian Contract Act, 1872, and GST regulations. Quotation Docs are typically used when a potential buyer requests pricing information, during tender processes, or in response to requests for proposals. They should include comprehensive details about the offered goods or services, pricing structures, delivery terms, payment conditions, and validity period. The document's format and content may vary based on industry standards, company policies, and specific requirements of the transaction, while maintaining compliance with Indian legal and tax requirements.
Suggested Sections

1. Company Information: Official letterhead with company name, address, GST registration number, and contact details

2. Reference Details: Quotation number, date, validity period, and reference to any inquiry received

3. Client Information: Complete details of the recipient including name, address, and GST registration number if applicable

4. Item Description: Detailed description of goods/services being quoted, including specifications, quantities, and HSN/SAC codes

5. Pricing Details: Unit prices, total amounts, applicable taxes (GST breakdown), and final amount in both figures and words

6. Commercial Terms: Payment terms, delivery timeline, and shipping terms

7. Validity Statement: Clear statement of quotation validity period and any conditions for price fluctuations

8. Authorization: Signature block with name and designation of authorized signatory

Optional Sections

1. Technical Specifications: Detailed technical specifications when quoting for complex products or engineering solutions

2. Installation Terms: Include when the quote covers installation or commissioning of equipment

3. Warranty Information: Specific warranty terms and conditions when applicable to the products/services

4. Training Provisions: Details of training to be provided if part of the quoted scope

5. Quality Certifications: Information about relevant quality certifications when quoting for regulated industries

6. Terms and Conditions: Detailed terms and conditions section for complex or high-value quotations

Suggested Schedules

1. Detailed Price Breakdown: Itemized breakdown of costs, especially for complex quotes with multiple components

2. Technical Drawings: Engineering or technical drawings if relevant to the quoted items

3. Product Specifications Sheet: Detailed product specifications and performance parameters

4. Terms and Conditions Appendix: Standard terms and conditions of the company for detailed references

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Manufacturing

Information Technology

Construction

Retail

Healthcare

Education

Automotive

Electronics

Professional Services

Engineering

Telecommunications

Energy

Infrastructure

Consumer Goods

Industrial Equipment

Relevant Teams

Sales

Business Development

Commercial

Procurement

Operations

Finance

Legal

Contracts Administration

Pricing

Product Management

Customer Service

Estimation

Technical Support

Relevant Roles

Sales Manager

Business Development Executive

Commercial Manager

Procurement Officer

Project Manager

Account Executive

Sales Representative

Business Analyst

Operations Manager

Finance Manager

Contract Administrator

Pricing Analyst

Tender Manager

Estimation Engineer

Business Unit Head

Industries
Indian Contract Act, 1872: Fundamental law governing contract formation, validity, and enforcement in India. Relevant for ensuring the quotation meets legal requirements for potential contract formation.
Central Goods and Services Tax Act, 2017: Governs the taxation aspects of goods and services in India. Essential for ensuring correct tax rates and HSN/SAC codes are mentioned in the quotation.
Consumer Protection Act, 2019: Relevant if the quotation is being issued to consumers, ensuring compliance with consumer rights and protection measures.
Information Technology Act, 2000: Applicable for electronic quotations, governing the validity of electronic documents and digital signatures.
Sale of Goods Act, 1930: Governs the sale and purchase of goods, relevant for quotations involving physical products.
Competition Act, 2002: Ensures the quotation doesn't contain any anti-competitive pricing or unfair trade practices.
Legal Metrology Act, 2009: Relevant for quotations involving packaged commodities, ensuring proper disclosure of quantities and measurements.
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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