Car Quotation Format
Explore a car quotation format in Word, Excel and PDF. Record car make, model, variant, ex-showroom price, estimated on-road charges, registration, insurance, discounts and dealer terms before purchase.
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What Is a Car Quotation Format?
A car quotation format is a pre-sale price estimate issued by a car dealer or seller. It describes the make, model and variant and sets out the proposed vehicle price, estimated registration and insurance, discounts, optional accessories and key purchase conditions.
Buyers use a car quotation sample to compare competing offers before booking. It is not a final sales invoice, proof of ownership or confirmation that the vehicle is allocated.
Download Free Car Quotation Format in Word, Excel and PDF
How to Create a Car Quotation
How to Prepare a Car Purchase Quotation
1. Record the Dealer and Buyer Details
Add the dealership or seller name, branch, address, contact information, quotation reference, issue date, validity period and customer’s name.
2. Confirm the Exact Car Variant
Specify the manufacturer, model, variant, transmission, fuel type, model year and colour preference. Mention availability and expected allocation separately.
3. Itemise the Quoted Car Price
Show the ex-showroom price, available dealer or manufacturer discounts, expected registration/road tax, insurance and individually priced optional accessories.
4. Set Out Commercial Conditions
State booking amount and refund conditions, delivery estimate, offer expiry and whether exchange value or financing is subject to separate evaluation or approval.
5. Review and Send the Quote
Verify calculations, mark provisional amounts, issue the dated quotation and preserve a revised copy if the variant, pricing or inclusions change.
What Details Should a Car Quotation Format Include?
Dealer and Customer Information
Dealer name, branch location, contact details, GSTIN if relevant, customer name, quotation number, date and valid-until date.
Car Description
Make, model, exact variant, transmission, fuel type, model year, optional colour and accessories. A used car quotation should also specify condition, odometer reading and registration details as applicable.
Price and Discounts
Clear price basis (such as ex-showroom), discounts or offers, and net quoted car value. Label whether amounts include applicable taxes so they are not added twice.
Estimated On-Road Charges
Registration and road tax, insurance and other dealer-disclosed charges should be separate line items. Identify optional items and amounts pending final confirmation.
Terms and Acceptance
Quote validity, delivery estimate, stock conditions, exchange valuation assumptions, financing disclaimers, booking/payment terms, cancellation conditions and buyer acceptance.
Car Quotation Sample: Estimated On-Road Price Breakdown
This illustrative car quotation sample demonstrates layout only. These are fictional amounts, not market prices, statutory tax rates or a binding dealer offer.
| Quotation item | Illustrative amount | Clarification |
|---|---|---|
| Ex-showroom price | ₹9,00,000 | Illustrative, tax-inclusive price basis |
| Dealer discount | −₹25,000 | Subject to eligibility |
| Registration and road tax estimate | ₹75,000 | Depends on applicable local rules |
| Insurance estimate | ₹35,000 | Depends on policy chosen |
| Optional accessories | ₹15,000 | Buyer-selectable |
| Total including optional accessories | ₹10,00,000 | Example only, not a final on-road quote |
For a comparable quotation, ask the dealer to specify which amounts are compulsory, optional, included in the quoted price or subject to change.
Car Quotation Format in Word, Excel, PDF
Car Quotation Format in Word
A car quotation format in Word is ideal for car dealerships, showrooms, and used car sellers who need to prepare customised quotations for customers. You can easily edit buyer details, car make, model, variant, ex-showroom price, insurance, registration charges, discounts, and payment terms. The Word format also allows you to add dealership branding, quotation validity, and delivery conditions before sharing it with prospective buyers.
Car Quotation Format in Excel
A car quotation format in Excel is useful for calculating and presenting a detailed car price breakdown. Dealers can enter the ex-showroom price, applicable discounts, estimated RTO charges, insurance premiums, accessories, and additional costs. Excel formulas help calculate the estimated on-road price and update totals whenever the pricing changes. This format is especially helpful when comparing multiple car variants or preparing quotations for different customers.
Car Quotation Format in PDF
A car quotation format in PDF is suitable for sharing a finalised price estimate with customers through email, WhatsApp, or print. It preserves the document’s layout, including vehicle specifications, itemised charges, estimated on-road price, quotation validity, and dealership details. PDF quotations are convenient for customers who want to review offers from different dealerships, discuss financing options, or keep a copy for future reference.
Car Quotation Format for Different Purchase Situations
New Car Dealership Quotation
Include exact variant, ex-showroom price, offers, estimated registration, insurance, accessories, availability and delivery conditions.
Used Car Quotation
Include registration year, odometer disclosure, known condition, transfer-related costs, inspection details and any seller warranty or as-is terms.
Company or Fleet Car Purchase Quotation
Show number of cars, variant-wise quantities, bulk discounts, company buyer details, delivery batches, payment terms and applicable documentation assumptions.
Car Loan or Finance Quotation
A dealer’s car price quotation may support a finance enquiry, but a lender issues its own financing terms. Keep down payment, loan amount, interest, tenure and EMI assumptions separate from the vehicle price offer.
Car Quotation vs Proforma Invoice vs Sales Invoice
| Document | Main purpose | Typical stage |
|---|---|---|
| Car quotation | Price proposal, options and conditions | Before booking or final confirmation |
| Proforma invoice | Provisional transaction summary | Before final billing |
| Sales invoice | Formal billing record for actual supply | At the relevant sale/supply stage |
Checklist Before Accepting a Car Quote
- Is the quoted model and exact variant correct?
- Is the starting price labelled ex-showroom or on-road?
- Are registration, insurance and other charges shown separately?
- Are optional accessories and services clearly marked?
- Are discounts conditional on financing, exchange or timing?
- Does the quotation show validity, expected delivery and booking refund rules?
- For a used car, are its condition and transfer costs disclosed?
Create Car Quotations Digitally
Use myBillBook to prepare and share itemised quotations instead of updating the same blank form for every buyer. Check car-specific charges and offer conditions before issuing a quote.
Frequently Asked Questions
What is a car quotation letter?
A car quotation letter is a dealer’s written offer stating the car model, estimated price, charges, validity and purchase terms. It is not a final invoice.
Can I get a car quotation format in PDF?
Yes. A car quotation can be prepared in Word or Excel and saved as a PDF for consistent sharing and printing. Car-specific downloadable files will be linked once available.
Is a quotation enough to purchase a car?
No. A quotation summarises a proposed deal. The purchase may require booking confirmation, payment, a final invoice and relevant registration documents.
Does a car quotation include insurance and RTO charges?
A complete estimated on-road quotation commonly includes these amounts, but they should be itemised and labelled as estimates where applicable.
Can a car quotation be used for a loan application?
Dealers may provide car quotations for financing enquiries, subject to each lender’s requirements. Loan approval and EMI terms come from the lender, not the car quotation alone.
Can a dealer change the car quotation price?
Pricing may change depending on the quotation’s validity and stated conditions. Confirm the final price, booking terms and applicable offers with the seller.