Sales proposal and quotation pack

What the sales proposal and quotation pack gives you

A clear proposal helps a customer say yes. This pack gives a sales proposal outline, a professional quotation with VAT and terms, a follow-up letter and a checklist for each step of a sale, with fill-in fields, so you spend less time on paperwork and more time winning customers.

Who it is for

Freelancers, contractors and small businesses who quote for work, and anyone who wants a consistent way to present an offer.

How to use it

1. Listen to the customer and write down what they need.
2. Complete the proposal and the quotation.
3. Send both, then follow up with the letter.
4. Record the result and what you learned.
5. Keep a signed or dated copy with your records, so you can show what was agreed or done.

What is inside

• Proposal outline in seven parts
• Quotation with VAT and terms
• Follow-up letter
• Sales step checklist
• Result log

The document is a ready-to-print PDF with these parts: The proposal, Quotation, Follow-up letter, Checklist, Result log. It is laid out for A4, with the headings, tables and tick boxes already in place, so you can print it and fill it in by hand, or type into it with a PDF editor.

Tips for getting it right

• Repeat the customer's problem in their own words.
• Offer one clear option, or at most three.
• State what is included and what is not.
• Follow up within three days.

Why it helps

Running a business on memory works until it grows. Writing the numbers down turns opinions into facts you can compare month to month, and shows early which products, customers or costs deserve attention. Even a simple workbook, used every week, usually beats a sophisticated one that is opened once a year.

Questions people ask

Can I edit it? It is a PDF, so it is meant to be printed and completed, or filled with a PDF editor. If you want to change the wording, copy the text into Word or Google Docs and adapt it to your business.

Is it legal advice? No. It is a practical starting point written for Kenya. Rules change, so check the current position and ask a professional where the stakes are high.

Will it work on my phone? Yes for reading. For filling in and printing, a computer or a PDF app works best.

Keeping it safe and up to date

A plan is only as good as the numbers you put in. Start with honest estimates, update the workbook as real figures arrive, and compare the two so your next estimate is better. Save a dated copy each month so you can see how your thinking changed.

Read how to build a cash flow forecast for the wider picture. Free calculators that go with it: Vat calculator. See more business templates or ask us for a custom one.

This document is general information, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

Related guides, calculators and templates

• Free calculator: VAT Calculator
• Guide: How to set up an M-Pesa till or Paybill for your business and account for it
• Guide: How KRA uses data matching and what it means for you
• Guide: How to protect your business from fraud and theft
• Another template: Customer order and delivery tracker
• Another template: Inventory and stock tracker (up to 2,000 items)
• Another template: Pricing and markup calculator

Need something different? Request a custom template, browse all guides or see every Excel template.