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Proposal And Quotation

Proposal And Quotation Template for New Zealand

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Key Requirements PROMPT example:

Proposal And Quotation

"I need a Proposal and Quotation document for my IT consulting company in Auckland, offering cloud migration services to a medium-sized retail business, with project completion targeted for March 2025 and including ongoing support services."

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Document background
The Proposal and Quotation document is a fundamental business tool used in New Zealand commercial transactions when a business wishes to formally present their products or services along with specific pricing to potential clients. This document type is particularly important as it serves dual purposes: it acts as a detailed business proposal outlining solutions and capabilities, while also providing specific pricing commitments that can form the basis of a binding contract under New Zealand law. It must comply with various New Zealand regulations, including the Contract and Commercial Law Act 2017, Fair Trading Act 1986, and GST requirements. The document is typically used in both B2B and B2C contexts, requiring careful attention to consumer protection laws when applicable. It should include clear terms regarding validity periods, payment conditions, and delivery terms to ensure legal enforceability and protect both parties' interests.
Suggested Sections

1. Company Information: Details of the proposing company, including legal name, contact details, and any relevant registrations or certifications

2. Client Details: Full name and contact information of the potential client

3. Executive Summary: Brief overview of the proposal, highlighting key benefits and solutions offered

4. Scope of Products/Services: Detailed description of the proposed products or services, including specifications and deliverables

5. Pricing Structure: Detailed breakdown of costs, including unit prices, quantities, and total amounts (with GST clearly indicated)

6. Timeline: Proposed delivery or implementation schedule

7. Payment Terms: Payment schedule, method, and conditions

8. Validity Period: Duration for which the proposal and quotation remains valid

9. Terms and Conditions: Standard terms governing the proposal, including any warranties, limitations, and legal requirements

Optional Sections

1. Company Profile: Extended information about the company's background, experience, and credentials. Include when establishing credibility is important or for new client relationships

2. Case Studies: Examples of similar successful projects or implementations. Useful for complex or high-value proposals

3. Team Structure: Information about key team members and their roles. Include for service-based proposals or complex projects

4. Quality Assurance: Description of quality control processes and standards. Important for manufacturing or technical proposals

5. Sustainability Statement: Environmental and social responsibility commitments. Include when relevant to client values or industry requirements

6. Risk Management: Outline of potential risks and mitigation strategies. Important for complex or high-risk projects

7. Training and Support: Details of any training, maintenance, or ongoing support included. Include for technical products or services

Suggested Schedules

1. Detailed Price Breakdown: Itemized list of all components, quantities, and individual prices

2. Technical Specifications: Detailed technical information, drawings, or specifications of products/services

3. Service Level Agreement: Specific performance metrics and service standards (if applicable)

4. Implementation Schedule: Detailed timeline with milestones and deliverables

5. Terms and Conditions: Full version of standard terms and conditions referenced in the main document

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

Professional Services

Construction

Information Technology

Retail

Wholesale

Healthcare

Education

Transportation

Engineering

Consulting

Real Estate

Financial Services

Telecommunications

Energy

Agriculture

Mining

Environmental Services

Relevant Teams

Sales

Business Development

Commercial

Operations

Finance

Legal

Procurement

Technical

Product Management

Engineering

Estimating

Solutions

Account Management

Project Management

Relevant Roles

Sales Manager

Business Development Manager

Account Executive

Project Manager

Commercial Manager

Procurement Manager

Operations Director

Managing Director

Chief Executive Officer

Finance Manager

Contract Administrator

Bid Manager

Sales Representative

Technical Consultant

Solutions Architect

Business Analyst

Estimator

Quantity Surveyor

Industries
Contract and Commercial Law Act 2017: This Act governs contract formation, interpretation, and enforcement in New Zealand. It's crucial for ensuring the proposal and quotation meets legal requirements for forming a valid contract.
Fair Trading Act 1986: Ensures that the proposal and quotation contains accurate, truthful information and prohibits misleading or deceptive conduct in trade. This includes ensuring price representations are accurate.
Consumer Guarantees Act 1993: If the proposal is for consumer goods or services, this Act sets out mandatory guarantees that cannot be contracted out of, affecting how terms and conditions must be structured.
Goods and Services Tax Act 1985: Governs GST requirements in commercial documents. Ensures proper tax representation in quotations and compliance with GST registration and disclosure requirements.
Privacy Act 2020: Regulates how personal information must be handled in commercial documents, particularly relevant if the proposal includes collecting or using client information.
Electronic Transactions Act 2002: Important for electronic proposals and quotations, ensuring they have the same legal effect as paper documents when certain requirements are met.
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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