How to Create a Quotation for Graphic Design Projects
Write a graphic design quotation clients accept: discovery questions, deliverables, revision limits, usage rights, payment terms and a sample quote.
Quick answer
A good graphic design quotation lists each deliverable separately, states how many concepts and revision rounds are included, explains file formats and usage rights, shows the price with its GST treatment, sets a payment schedule with an advance, and has a validity date. Run a short discovery call first so the scope is clear.
Before the quote: discovery questions
- What is the project, and why now?
- Who is the audience?
- Which deliverables are needed: logo, colours, type, stationery, social templates, packaging?
- Are there existing brand assets to follow?
- What is the deadline, and who makes the final decision?
- What budget range has been set?
The structure of a design quotation
- Header: your details, quote number, date and validity (for example 15 days).
- Client details.
- Project summary: one or two sentences in the client's own words.
- Deliverables: itemised, with quantities.
- Process and inclusions: number of initial concepts, revision rounds and how work is presented.
- Exclusions: what is not included, such as printing, photography, copywriting or extra revisions.
- Files and usage rights: formats delivered (AI, PDF, SVG, PNG) and when rights transfer.
- Timeline.
- Price and GST.
- Payment schedule.
- Acceptance: how the client confirms, in writing or by paying the advance.
A quotation is a firm offer, unlike an estimate. If you are not sure which one to send, read quotation vs estimate vs invoice.
Sample: brand identity quotation
Tanmay Design Co. in Nashik, registered for GST in Maharashtra, quotes a new café in Pune. Both are in Maharashtra, so CGST and SGST apply.
| Deliverable | Price |
|---|---|
| Logo design: 3 initial concepts, 2 revision rounds on the chosen one | ₹45,000 |
| Colour palette and typography | ₹10,000 |
| Business card and letterhead design | ₹8,000 |
| Social media template kit (6 post and 3 story templates) | ₹12,000 |
| Subtotal | ₹75,000 |
| CGST 9% + SGST 9% | ₹13,500 |
| Total | ₹88,500 |
- Payment: 50% on acceptance, 30% on concept approval, 20% before final files.
- Extra revision rounds: ₹3,000 per round plus GST.
- Validity: 15 days.
- SAC: 998391 (specialty design services). Confirm the code for your service; see HSN vs SAC codes.
Usage rights
State clearly that full usage rights in the final approved logo transfer to the client after the final payment, and that unused concepts remain yours. This protects you if the last payment is delayed, and avoids arguments about the concepts the client did not choose.
Common mistakes
- Offering “unlimited revisions”.
- Not mentioning file formats, then being asked for source files you did not price for.
- No advance.
- Mixing print costs into your design fee without a clear markup policy.
Frequently asked questions
Should I show an hourly breakdown on the quote?
What if the client wants a lower price?
Do I charge GST on a quotation?
When does the quotation become an invoice?
Next step
Turn the eleven-part structure above into your standard quote template. In PikZiy Books, an accepted quotation becomes an invoice in one click, with the same line items, GST and payment terms.
