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Sample Quotation Layout
| Section | Sample content |
|---|---|
| Header | Quote no., date, validity (e.g. 30 days) |
| Project summary | "90-second brand film for website" |
| Deliverables | 1 × 90s (16:9), 3 × 15s (9:16), captions |
| Pre-production | Script and storyboard — [amount] |
| Production | 1 shoot day, crew of 5 — [amount] |
| Post-production | Edit, grade, mix, graphics — [amount] |
| Licences | Music for web use — [amount] |
| Taxes | As applicable |
| Total | [amount] |
Assumptions and Exclusions
- Filming at client premises in one city
- Two revision rounds included
- Excludes actors, travel, and paid-media music rights
- Payment: deposit, milestone, final
Acceptance
Signature, name, date, PO number.
For a brief to request this quote, see a brief template, and for turning it into a bill, video production invoices.
What a Quotation Is For
A quotation is a written offer to deliver specific work for a specific price, valid for a stated period. It turns a conversation into something the client can approve, compare, and file. For production companies, a quote protects against scope creep, because anything not listed can be treated as additional work. For clients, a quote is the basis of budget approval and purchase orders. Both sides benefit when quotes are detailed, clear, and consistent with the eventual contract and invoices.
Writing the Project Summary
The project summary should describe the job in two or three sentences, such as a ninety-second brand film for the website, filmed at the client's office in one day, with three short vertical versions for social media. It should match the client's brief so they can see their needs reflected. A clear summary also helps anyone reading the quote later, such as a finance manager who was not part of the conversations, understand what was agreed.
Why Quotes Have Validity Periods
Crew availability, equipment costs, and rates change over time. A validity period, often thirty days, protects the production company from holding prices indefinitely. If a client approves after the validity period, the studio may honour the price or issue a revised quote. Clients should note the expiry date and seek approval within it, especially when internal sign-off processes are slow.
Offering Options in a Quote
Many studios include options, such as a core package plus optional extras like additional cut-downs, a second shoot day, or translations. Options help clients choose what fits their budget and see the value of each addition. Present them clearly as separate lines with their own prices, and make sure the total for the core scope is easy to find. Too many options can overwhelm, so limit them to the most relevant few.
Payment Terms on a Quotation
Quotes should state payment terms, such as a deposit on approval, a payment after filming, and a final payment on delivery. Include the payment due period and accepted methods. For new clients, a larger deposit may be reasonable, while long-standing clients may receive more flexible terms. Clear payment terms on the quote avoid surprises when the first invoice arrives.
How Clients Approve a Quote
Approval can take the form of a signed acceptance section, an email confirmation, or a purchase order referencing the quote number. Whatever the method, keep a record. The approved quote then feeds into the contract and the schedule. If the client requests changes before approval, issue a revised version with a new number or version label so everyone refers to the same document.
Comparing Quotes From Different Studios
When comparing quotes, check whether each covers the same deliverables, crew time, revisions, and licences. A quote that looks cheaper may exclude captions, music for paid use, or raw footage. Line the quotes up in a simple table and add estimated costs for any missing items. Also consider the clarity of each quote, since a well-organised quote often reflects a well-organised studio.
Tips for Sending Quotes as PDFs
Send quotes as PDFs so formatting stays consistent and figures cannot be accidentally edited. Use a clear file name that includes the client, project, and quote number. Keep the file size small enough for email. Include contact details for questions, and follow up after a few days if you have not heard back. A friendly check-in often prompts a decision that was simply delayed by a busy inbox.
Quotes From Editatease
Quotes from our video production company in India follow a similar layout. A video production agency in India should always list assumptions. If a video production company quote has no exclusions, ask what's missing. Clients call us the best video production company in Bangalore for clear quotes, and procurement teams compare us easily as a top video production agency in India.
Frequently Asked Questions
What should a video production quotation include?
Header, summary, deliverables, itemised costs, taxes, assumptions, exclusions, terms, and acceptance.
How do I save this sample as a PDF?
Open the print dialog in any browser and pick the PDF destination.
Why list assumptions in a quote?
They define what the price is based on and prevent disputes.
How long is a quote valid?
Often around 30 days, as stated on the quote.
Quote Clearly
A clear quotation sets up a smooth project. For a tailored quote, send your brief to our video production company.
Ready to plan your next video?
Tell us about your project, timeline, and goals, and the Editatease team will suggest the right approach.
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