A free interior design quotation format you can use today
An interior design quotation format lists every room and item with its specification, unit, quantity, rate and amount, then adds design fees, GST and payment terms. Use the template below as your base, keep one row per item, and send it as a PDF with a validity date. It works for homes, offices, false ceiling and painting jobs alike.
On this page
The quotation template
Group line items by room or area, not by trade. Clients read a quote room by room, so a quote that follows their home is easier to approve. Rates below are blank on purpose. Fill them from your own rate card.
| # | Area / item | Specification | Unit | Qty | Rate (₹) | Amount (₹) |
|---|---|---|---|---|---|---|
| 1 | Living · TV unit | 18 mm BWP ply, 1 mm laminate outside, 0.8 mm inside, soft-close hinges | sq ft | 42 | ₹ — | ₹ — |
| 2 | Living · False ceiling | Gypsum board on GI frame, with cove for LED strip | sq ft | 220 | ₹ — | ₹ — |
| 3 | Master bedroom · Wardrobe | Sliding, 18 mm ply carcass, acrylic shutters, 2 drawers | sq ft | 64 | ₹ — | ₹ — |
| 4 | All rooms · Painting | Putty 2 coats, primer 1 coat, emulsion 2 coats | sq ft | 1,850 | ₹ — | ₹ — |
| 5 | Kitchen · Modular kitchen | See separate kitchen sheet | lump sum | 1 | ₹ — | ₹ — |
| 6 | Design fee | Concept, 3D views, working drawings, 2 revision rounds | lump sum | 1 | ₹ — | ₹ — |
| Sub-total | ₹ — | |||||
| GST (rate as confirmed by your CA) | ₹ — | |||||
| Grand total | ₹ — |
Sample line items for illustration. Quantities are examples, not a real project. Rates are left blank: use your own rate card.
When to send a quotation, and when to send an estimate
Send a rough estimate after the first site visit, when the client wants a ballpark. Mark it clearly as an estimate and give a range. Send the full quotation only after measurements and a design direction are agreed.
This order protects you. An early detailed quote gets compared line by line with cheaper vendors before the client has seen your design value. A fee proposal for design-only work can follow the same format, with stages in place of items.
Field-by-field explanation
- Quote number and date: one running series, for example Q-2026-041, so revisions are easy to trace.
- Client and site address: the project address, not only the billing address.
- Area / item: the room first, then the item. It keeps the conversation room-wise.
- Specification: material, thickness, brand or grade, finish and hardware. This is where most disputes start, so be exact.
- Unit: sq ft, running ft, number or lump sum. Do not mix units for the same kind of item across quotes.
- Quantity: taken from the measurement sheet, not guessed from the floor plan.
- Rate and amount: amount is quantity times rate. Keep rates out of the PDF only if you quote lump sums by room.
- Exclusions: civil work, electrical points, appliances, chimney, hob, sanitaryware, unless listed.
- Validity and terms: how long the rates hold, payment schedule and timeline.
Common mistakes that cost firms money
- Writing plywood instead of the grade and thickness. The client compares your quote with a cheaper board and you lose the argument.
- Leaving out exclusions. Anything not excluded is assumed included.
- No validity date. Hardware and board prices change, and an old quote becomes a promise.
- One lump sum for the whole home. It hides your value and makes every change order a fight.
- Revising a quote by editing the same file. Save each version with a new number so you know which one the client approved.
How to build it in Excel or Google Sheets
- Create two tabs: Rate card and Quote. The rate card holds item name, unit and your current rate.
- In the Quote tab, use a drop-down (Data validation) on the item column that pulls from the rate card list.
- Use VLOOKUP or XLOOKUP to fetch the unit and rate automatically once an item is picked.
- Amount = Qty × Rate. Sub-total with SUM, then a GST row that multiplies the taxable value by the rate in one cell.
- Lock the formula columns, set the print area, and export to PDF for the client. Keep the sheet itself internal.
How the D&B Operating System handles quotations
In the D&B Operating System, quotes are built from your own rate cards and BOQ, with GST-ready totals. Each revision is saved as a version, and the client approves a specific version, so the team always knows which quote is live.
Because the quote sits on the same project as the brief, site measurements and design rounds, nothing is retyped. The product is in early access from BRANDSWOT Consultancy, a branding and growth consultancy, with pricing on request.
Questions people ask
What should an interior design quotation include?
It should include your firm details, quote number and date, client and site address, room-wise line items with specification, unit, quantity, rate and amount, design fees, GST, exclusions, payment schedule, timeline and validity. The specification column matters most. Write the board grade, thickness, laminate, hardware brand and finish so the client compares like with like.
Is there an interior design quotation format in Excel?
Yes. Copy the table on this page into Excel with columns for item, specification, unit, quantity, rate and amount. Add a rate card tab and pull rates with XLOOKUP so you never retype them. Add a sub-total, a GST row and a grand total, then lock the formula cells before sharing the file with your team.
How do I make an interior design quotation format PDF for clients?
Build the quote in Excel or Google Sheets, set the print area to the quote block, add your logo and terms in the header and footer, then use File, Download or Save as PDF. Send the PDF, not the sheet, so formulas and rates stay private. Name the file with the quote number and version.
What is a typical interior work quotation format in India?
Most Indian firms quote room-wise, with woodwork in square feet, false ceiling in square feet, painting in square feet of wall area and some items as lump sum. GST is shown separately. Payment terms usually follow milestones such as booking, design approval, material delivery and handover. Always list exclusions like civil, electrical and appliances.
How do I write a false ceiling quotation format?
List each room separately with ceiling type, board, frame, cove or profile details, area in square feet and rate. Add light cut-outs, cove LED strips and access panels as separate lines. State whether painting of the ceiling is included. Measure the actual ceiling area on site rather than using the carpet area.
How should a painting work or office interior quotation format differ?
A painting quote is priced on wall and ceiling area, with the number of putty, primer and finish coats and the paint grade written out. An office interior quote adds workstations, cabins, partitions, data cabling and after-hours working. Both use the same core columns of item, specification, unit, quantity, rate and amount.