# Writing a quote: what goes in and how to get it accepted faster

> What do you put in a quote? A checklist of the parts it needs, how long it stays valid, and tips to get your quote accepted sooner.

URL: https://factuurmaken.nl/en/kennisbank/offerte-maken
By: Sander Hannema
Last updated: 2026-07-27

A good quote (in Dutch: offerte) is more than a price: it is the document your client says yes to. A clear quote prevents arguments later and gets accepted faster. Here is what to put in it.

## What must a quote contain?

- **Your company details:** name, address, KVK number and contact details.
- **Your client's details:** company name or name, and address.
- **A quote number and date:** so you can refer back to it easily.
- **A clear description:** what exactly are you delivering, and what are you not?
- **The price:** per item, with VAT shown separately. For business clients you usually quote excluding VAT; for private customers you state the total including VAT.
- **The validity period:** valid for 14 or 30 days, for example.
- **Payment and delivery terms:** the payment term, and any deposit or instalments.

## Is a quote binding?

As long as the client has not agreed, you can withdraw or change a quote. If the client accepts within the validity period, there is in principle an agreement and you are bound to the price and terms you named. So always put a validity date on the quote: that stops someone accepting an outdated price months later.

## Getting to yes faster

- **Send the quote quickly,** preferably within a day or two of the conversation. The chance of acceptance drops the longer you wait.
- **Keep it concrete:** a clear description and a clear price beat ten pages of small print.
- **Follow up:** no reply after a week? A short, friendly reminder is entirely normal and lifts your hit rate considerably.
- **Make large amounts manageable:** for bigger jobs, offer to invoice in instalments, for example part up front and the rest on delivery.

## From quote to invoice

Once the quote is accepted, you invoice on exactly the same terms and amounts. Put the quote number on the invoice as a reference. Which details are mandatory on that invoice is covered in [What must a Dutch invoice contain](https://factuurmaken.nl/en/kennisbank/wat-moet-er-op-een-factuur-staan).

In [factuurmaken](https://factuurmaken.nl/en) you create quotes in the same style as your invoices, turn an accepted quote into an invoice with one click, and can [have a friendly follow-up e-mail sent automatically](https://factuurmaken.nl/en/functies) when a reply does not arrive. Instalment billing is agreed right on the quote too.