Quotation for Graphic Design Services [Free Template]

Whether you are a freelance graphic designer with many clients or an outsourced service provider for a few companies, there are some considerations to take into mind when preparing a quotation for graphic design services. This way, the client and the designer will handle the same information. Subsequently, the client proceeds to hire the design service.

The quote is decisive for any graphic designer who works as a freelance. Using this document, the leads or clients are informed of the investment involved in the service they are requesting without implying any commitment or contract. On the other hand, it is a document that must demonstrate the capacity and professionalism of the designer, so it is important to take care of both — its content and presentation. In this way, the quote will be appealing to the receiver.

Table of Contents

• Quotation
• How is a Quote?
• What is and what is not?
• Differences between quotation and proposal
• When should a graphic designer submit a cost estimate?
• When should a graphic designer submit a quote?
• When should a graphic designer submit a bid?
• When should a graphic designer submit a proposal?
• What is the value of the service?
• Contents of a Quotation
• What elements are included in a Quotation for Graphic Design Services?
• Core Elements in a Quote
• Designer’s name
• Designer’s contact information
• Date
• Client’s name
• Point of contact
• Contact information
• Description
• Price of services, unit price, and extended price
• Payment conditions
• Signing
• Optional Elements in a Quote
• Validity or expiration date
• Numbering
• Packaging and shipping
• Delivery conditions
• Time frames
• Discount
• Approval signing
• Design of a Quotation
• What is the proper format for a Quotation for Graphic Design Services?
• Format
• Layout
• Branding
• Language
• Some Insights
• Transparency
• Price vs Quality
• Templates

Quotation

How is a Quote?

The quote format should be clear, complete, and easy to understand. The breakdown of the services to be provided should be placed in an orderly manner, along with their corresponding prices. The breakdown will help the leads or clients perceive clarity and transparency in the document they receive. Therefore, they feel confident in the service the designer will provide. This feeling of confidence can speed up the negotiation process and the closing of the deal.

Besides, the quote may include the conditions under which the services and any discounts will be offered. Take into account the type of project and the relationship with the client.

This document is usually not very long. Depending on what is quoted, it can range from 1 to 2 pages. Some people tend to confuse a proposal with a quote. Proposals are more extensive because they carry more information. In the same sense, a quote is also often called a cost estimate. The definitions of an estimate, quote, bid, and proposal can be confusing and differ between industries, but understanding their differences is crucial to fulfilling what the client or leads have requested and expect to receive.

What is and what is not?

Differences between quotation and proposal

Depending on the type of project or service provided, a quote can be sent to the client, specifying only the details of the price. A proposal can be sent, which would include more information and, of course, the breakdown of the price. When is one or the other sent? At this point, it is necessary to know in advance the difference between the terms estimate, quote, bid, and proposal to respond with the amount of information the lead expects to receive.

The definitions offered here correspond to my experience as a freelance designer and the criteria I have been using with my clients.

When should a graphic designer submit a cost estimate?

A cost estimate is, as the name implies, an approximation of how much the service provided by the graphic designer will cost. It is often presented to leads who require quick information on how much they will have to invest to complete a design project. The details are general, minimal, and concise since no meeting, physical or virtual, has been arranged to know the requirements or needs of the lead. Among all the documents that will be detailed, this is the one that contains the least information. Only the prices and some standard conditions for the service are specified.

In this case, it is recommended to add a note suggesting a meeting to talk about the details of the project — the needs of the lead— and to be able to send him a more precise and customized quote.

When should a graphic designer submit a quote?

The quotation is usually presented after a meeting with the lead or client, and the details of the project have been carried out. Consequently, a document can be presented with the specific details mentioned during the meeting, including the scope of the project, the time frames, and the exclusions or conditions of the service.

Once the meeting is over, the lead or client will ask the designer for a pitch as soon as possible, so it is suggested to send this document within 24 hours. For this task, it is important:

• Being clear about all the requirements of the client or lead. It is suggested to ask all the required questions during the meeting and clarify all the doubts that both parties have, both the designer and the lead or client.
• Have a price list or tariff of your own. It is convenient to handle a price list and have this information at hand.
• Having a quote template. The process will be faster if the document is done, and you just need to fill in the spaces with the specific information and send it as soon as possible.

Download a free quotation template in PDF for graphic design services at the bottom of this post.