How to Create a Professional Quotation in the UAE

Published: 7 Dec 2025

Whether you're offering services, supplying products, or bidding on a project, a quotation is often the first official document a client sees from your business. A clean and professional quotation sets the tone, builds trust, and increases your chances of getting approved.

The good news? Creating a high-quality quotation in the UAE doesn’t need special software. You can build one instantly using ZM Softwares – Free Quotation Builder.

1. Start With Your Business Details

Your quotation should clearly show who it's coming from. Include:

Your business name
Logo (optional but looks professional)
Address
Email and phone number

These details help clients identify you and contact you easily.

2. Add Client Information

A proper quotation always includes the customer’s:

Name
Company name
Email or phone
Address (optional)

This adds clarity and makes your quotation look more credible.

3. Use a Clear Quotation Number & Date

Like invoices, quotations should have:

A unique quotation number
Quotation date

ZM Softwares generates quotation numbers automatically, so you don’t have to track them manually.

4. Describe Your Items or Services

The description section is where you show value. List everything clearly:

Service description
Materials included
Project scope
Qty and unit price

The clearer your quotation, the easier it is for clients to approve.

5. Add VAT (If Applicable)

If you’re VAT-registered, remember to include your TRN and apply 5% VAT. If you’re not, simply leave VAT at zero.

ZM Softwares applies VAT automatically and keeps the math accurate.

6. Mention Any Terms or Important Notes

This part helps avoid misunderstandings. You can include notes like:

Quotation validity (e.g., valid for 7 or 30 days)
Delivery or completion timeline
Payment terms
What is included or excluded

Clear terms make your quotation more professional and protect your business.

7. Provide a Total Amount Clearly

Your client should easily see:

Subtotal
Discount (if any)
VAT
Final total

A clean breakdown looks more trustworthy than a single number.

8. Use a Printable, Well-Formatted Layout

UAE businesses often forward quotations internally to managers or finance teams. A messy layout can hurt your chances.

ZM Softwares produces a clean, printable quotation automatically.

9. Save Quotation History Automatically

When you log in, all quotations are saved in your dashboard, so you can:

Track which client approved what
Reuse old quotations
Generate invoices from approved quotations
Organize your business better

Access your saved quotations here: History Dashboard

Final Thoughts

A professional quotation is more than a price — it’s often your first impression. A clean, clear, and well-structured quotation can win you more approvals and build trust with clients.

Want to create a quotation right now? Generate Quotation (Free)