Professional Quotation Format for Event & Venue Businesses.

Start with what the document is in law, because it decides how you word it. Indian legal explainers treat a price quotation as an invitation to make an offer, not as the offer itself, so the contract forms when the client approves in writing or pays an advance against it. Until then you can change the price. After it, you cannot. That is why the sample above carries a validity date of 9 October and a revision number. If the client approves on 12 October, after peak-season rates moved, you issue QUO/2026-27/0231-R2 instead of arguing over a lapsed offer. For anything above a few lakh, have a lawyer read the acceptance line once, because courts look at what both sides did and not only at the label on the page.

The order of the lines matters more than the design. Lawn and hall rent is ₹1,50,000 of the ₹2,50,000 taxable value, which is 60 percent, so that is the line every client negotiates. Put the smaller items on their own lines with their own rates and you give yourself something to trade. Take ₹10,000 off the rent and the quotation drops by ₹11,800 with tax; give free parking instead and it costs you a few guards' wages. Sell each item by the unit that drives your cost: rent per event and not per hour, the generator by the hour at ₹2,750, housekeeping by the attendant. When a client asks what happens if the party runs two hours over, the answer is already printed: two generator hours are ₹5,500, and an extra venue hour is ₹6,000, both plus GST.

Every line in this sample is taxed at 18 percent, which is 9 percent CGST plus 9 percent SGST. That is ₹22,500 each and ₹45,000 in all, so the client pays ₹2,95,000. Renting out a lawn or hall falls under SAC 997212, and the stage rig is an event service at the same rate. Food is deliberately missing. The client's caterer bills it to them at 5 percent with no input credit, and putting both on one quotation is how venues end up showing catering at 18 percent. If you supply the food yourself, use the catering quotation format instead, because the rate and the credit rule change. One more detail worth checking: for renting a property, the place of supply is where the property stands, so a Delhi client hiring your Jaipur lawn still pays CGST and SGST in Rajasthan. A registered client in another state may see IGST on service lines such as the stage rig, so ask your CA before you print the split.

The schedule is 25-50-25: ₹73,750 on booking, ₹1,47,500 thirty days before and ₹73,750 seven days before. The first instalment does two jobs. It holds the date, and it starts your GST clock, because tax on an advance for a service falls due when the money arrives, even if the event is months away. Issue a receipt voucher for each instalment under Section 31(3)(d) of the CGST Act and adjust the vouchers on the final tax invoice. The ₹50,000 security deposit sits outside all this. If it is fully refundable, label it as a deposit and keep it off the tax lines. If you plan to keep any of it, ask your CA how that part is treated, because amounts you retain can become taxable consideration.

Two versions in circulation is the classic failure. A family gets the quotation on WhatsApp, asks for a second reception day, and someone types a new total into a chat. Three weeks later they hold a screenshot of ₹2,95,000 for what is now two days, and they remember it as agreed. Revision numbers stop this. Each change produces a new document with the same base number and a suffix, and the newest one states that it replaces all earlier versions. A second full day adds another ₹2,95,000 with tax, so the honest two-day figure is ₹5,90,000 before any discount. Many venues do discount the second day, which is fine, provided the discount is a visible line on the page and not a number in a chat.

Which file should you send? Google Ads keyword data for India shows roughly 4,400 monthly searches for the Excel version of a quotation format and 2,900 for the Word version, and both are fine for drafting. Excel wins when lines carry different tax rates, because it multiplies quantity by rate and adds GST line by line, and the workbook here does exactly that. Word wins for a letter with terms. Whichever you draft in, send a PDF. It cannot be edited by accident, it opens on every phone, and it keeps your GSTIN, validity date and total on the first page.