Writing a quote: structure, content and tips for SMEs
A good quote is clear, complete and reaches the customer quickly. Here you’ll find what belongs in it, how long it is valid and how to turn an enquiry into a convincing quote without delay.
By Elias Felder · updated 04/10/2026
What belongs in a quote
- Sender and recipient: company name, address, contact person; if registered for VAT, your UID with the VAT suffix.
- Date, quote number and validity: for example «valid until 15 November».
- Title and short description: what it’s about, in the customer’s own words.
- Line items: service, quantity, unit, unit price and total per line.
- Totals: subtotal, VAT and total amount in Swiss francs.
- Terms: payment terms, any deposit, date of execution.
- Notes: what is not included, for example materials, disposal or travel.
Write line items clearly
The customer should understand every line item without having to ask. Instead of «Work 8 h», better write «Paint walls and ceilings, 2 coats, 8 hours». Group related services, and separate labour and materials if the customer wants to compare prices.
Flat fees create certainty for both sides. If the effort is unclear, an hourly rate with an estimated number of hours is more honest, but then with a note that you will bill according to the actual effort.
Validity and binding effect
Under Swiss law, a quote is a binding offer (Art. 3 et seq. CO). If it has a validity period, you are bound until it expires. If you don’t want to be bound, this must be clearly recognisable, for example with «non-binding quote» (Art. 7 CO). A period of 30 days is common in many industries.
Show VAT correctly
| Rate | Applies to |
|---|---|
| 8.1% | Standard rate, most services and goods |
| 2.6% | Reduced rate, for example food, books, medicines |
| 3.8% | Accommodation |
If you are not registered for VAT, you don’t show any VAT, not even at 0%. A short note such as «not registered for VAT» creates clarity.
Get to the quote faster
- Reply quickly: Whoever sends a clean quote first often has a head start.
- Work with templates: Enter standard services and prices properly once instead of rewriting them every time.
- Follow up: If there is no reply after a week, a short, friendly follow-up helps.
- Think ahead: If the customer accepts, the invoice should be created without retyping anything.
That is exactly what quotes in Velro are for: Velro reads the customer enquiry, fills the quote with your services and prices, recognises the customer’s reply and turns the accepted quote into a QR invoice.
This article provides a general overview and does not replace legal or tax advice.
Sources
Frequently asked questions
Is a quote binding?
Yes, in principle you are bound by a quote (Art. 3 et seq. CO). If it has a validity period, it applies until that period expires. If you don’t want to be bound, you must state this expressly, for example with «non-binding» (Art. 7 CO).
How long should a quote be valid?
That depends on your industry. 30 days is common. If material prices fluctuate strongly, a shorter period can make sense.
Do I have to show VAT in the quote?
If you are registered for VAT, the quote should include VAT so that the customer knows the final price. Since 2024, the rates are 8.1% (standard rate), 2.6% (reduced rate) and 3.8% (accommodation). If you are not registered for VAT, you don’t show any VAT.
Quote or cost estimate?
In everyday use, the terms are often used interchangeably. Under a contract for work, a cost estimate may be regarded as an approximate figure that may be exceeded in certain circumstances. A fixed price should be labelled as such.
From customer enquiry to paid QR invoice
Velro writes replies, quotes and Swiss QR invoices straight from your emails. Try it free for 14 days.
Read more
- Quote template · Free quote template for Swiss SMEs: enter line items, VAT and validity and download a professional quote as PDF. No sign-up required.
- Create quotes · Velro reads the customer's enquiry and fills in the quote with your services and prices. Send it as a branded PDF, acceptance is detected automatically.
- The Swiss QR bill: the essentials · How the Swiss QR bill is structured, when you need a QR-IBAN, which reference to use and which mistakes SMEs often make.
- AI email assistant · Velro sorts customer emails and drafts replies with your services, prices and FAQ. You review and send from Gmail, Outlook or IMAP.