Quotation format for UAE businesses
A quotation format is the shape of the document you send a customer before the work starts: who you are, who it is for, what you are pricing, and on what terms. In the UAE a quotation also has to carry the details that let the customer check it against their own records and their tax position. This page sets out what a UAE quotation should contain, in the order a customer expects to read it, and shows a sample layout you can copy.
What a UAE quotation must contain
There is no single legally prescribed quotation format in the UAE, but a quotation that is missing any of the items below is harder for a customer to accept, and harder for you to defend later.
- Your company details: name, address, phone, email, website, and TRN where you are registered for VAT.
- The quotation number and date, plus a validity period so the price does not stay open indefinitely.
- The client's company name and contact details.
- Line items with a description, unit, quantity, and rate, so the client can check the scope against the drawings or the tender.
- Subtotal, VAT at the applicable rate (5% in the UAE), and the quotation total.
- Payment terms, quotation notes, and exclusions, so both sides agree on what is and is not included.
- Your company branding, and a signature or stamp if your business uses one.
A sample quotation layout
The layout below is a practical starting point. BEQ produces this structure automatically from your company profile, client details, price library, and quotation defaults.
Your Company Name
Address, City, UAE · Phone · Email · Website · TRN
QUOTATION
Quotation No.: BEQ-1001 · Date: 01 Jan 2026 · Valid until: 15 Jan 2026
Client: Client Company Name
Contact: Contact Name · Phone · Email · Address
Items
| Description | Qty | Unit | Rate | Amount |
|---|---|---|---|---|
| Item description | 10 | m² | 45.00 | 450.00 |
Subtotal: 450.00
VAT (5%): 22.50
Total: 472.50 AED
Payment terms
50% on acceptance, 50% on completion.
Notes / exclusions
Excludes delivery and installation unless stated.
Signature: ____________________
Downloadable template
Download a blank quotation template to fill in by hand, in Excel or PDF. Both contain the same layout: company and client details, TRN, quotation number, date and validity, line items, subtotal, 5% VAT, total, payment terms, notes, exclusions, and a signature line.
For more templates and a step-by-step guide to filling them in, see quotation templates for UAE businesses.
Filling in a quotation
Start with your company profile: once your details are saved, BEQ reuses them on every quotation. Add your clients and your price library (products, services, labor, and units with their rates). When you create a quotation, select items and set quantities; BEQ calculates line totals, subtotal, VAT, and the final total. Add labor, overhead, and profit at quote level. Set payment terms, notes, and exclusions from your saved defaults, or edit them per quotation. Then export a branded PDF that is ready to send.
Frequently asked questions
- Is there a standard quotation format in the UAE?
- No. There is no single legally prescribed quotation format. A quotation must be clear enough for the client to accept it, and carry the details both sides need: company and client details, line items with units and quantities, subtotal, VAT, total, and terms. BEQ produces this structure automatically.
- Does a quotation need a TRN?
- If you are VAT-registered, include your TRN on the quotation so the client can verify your tax status. BEQ stores your TRN in the company profile and shows it on the quotation when you choose to.
- What VAT rate applies to a UAE quotation?
- The UAE standard VAT rate is 5%. You set the rate in BEQ and it is applied to the quotation subtotal. BEQ is a quotation and estimating tool, not an official tax filing system or an accredited e-invoicing provider; quotations it produces are not tax filings.
- Can I send a quotation as a PDF?
- Yes. BEQ exports every quotation as a branded PDF. You can also export as Word. Each free account gets one free PDF download and one free Word download; further downloads need a subscription.
- Can I reuse the same format for every quotation?
- Yes. Save your company details, clients, price library, and quotation defaults once. BEQ reuses them on every new quotation, so the format stays consistent without retyping.
Common mistakes
- Leaving the TRN off when you are VAT-registered, so the client cannot verify your tax status.
- Quoting without a validity period, so the price stays open indefinitely.
- Mixing units (metres and square metres) on the same line, which makes the rate meaningless.
- Rounding the unit rate instead of the line total, which drifts the final price.
- Burying overhead and profit inside a rounded-up unit rate instead of showing them separately.
- Sending a quotation with no payment terms or exclusions, so both sides disagree later.
A practical checklist
- Company name, address, phone, email, website, and TRN (if VAT-registered).
- Quotation number, date, and validity period.
- Client company name and contact details.
- Line items with description, unit, quantity, and rate.
- Subtotal, VAT at the applicable rate, and total.
- Payment terms, notes, and exclusions.
- Company branding and signature or stamp.
- Exported as a PDF and saved in your account.
Create quotations from your own prices
A format on its own does not save time; a reusable price library does. BEQ keeps your materials, products, services, and labor in one place, with units and rates, so a new quotation is a matter of selecting items and setting quantities. Overhead, profit, and VAT are calculated for you, and the result is a professional quotation you can send as a PDF.
You can create a free account to try it, or read the full feature list and pricing.