CCTV Quotation Format
Download a ready CCTV quotation format in Word, Excel, or PDF for camera supply and installation projects. Add camera specifications, DVR/NVR, storage, cabling, accessories, installation charges, warranty, AMC options, taxes, payment terms, and site-specific conditions in one clear quote.
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What Is a CCTV Quotation Format?
A CCTV quotation format is a pre-sale document used by CCTV dealers, security system integrators, electricians, and installation contractors to present the proposed surveillance system, equipment cost, installation scope, commercial terms, and project assumptions before the customer confirms the order.
Unlike a simple price list, a CCTV quotation should explain what is being supplied and installed. It can identify the camera type and quantity, recorder, hard disk or storage capacity, power supply, switches, connectors, cabling, installation labour, configuration, testing, warranty, optional AMC, taxes, payment schedule, quotation validity, and exclusions. A detailed format is especially useful when the project involves a site survey or when cable length and installation conditions can change the final cost.
Ready to Download Free CCTV Quotation Templates
How to Create a CCTV Camera Quotation Format in myBillBook
What Should a CCTV Quotation Format Include?
Quotation and Customer Details
Include the CCTV vendor or contractor name, address, contact details, GSTIN where applicable, quotation number, issue date, customer name, installation address, contact person, and valid-until date. Use a revision number when the quote changes after a site survey or negotiation.
CCTV Camera Specifications
List each camera type separately. Mention whether it is dome, bullet, turret, PTZ, indoor, or outdoor; the resolution; lens or field-of-view details where relevant; night-vision or low-light capability; IP rating for outdoor models; audio support if included; and the brand or model when finalised. This makes a CCTV camera quotation sample easier for the customer to compare.
DVR/NVR and Storage
State the recorder type, number of channels, supported resolution, hard-disk capacity, and any storage assumptions. If you mention estimated recording retention, clarify the assumed number of cameras, resolution, frame rate, compression, and recording mode because actual storage duration can vary.
Cabling, Power, Networking, and Accessories
Itemise cable type and included length, connectors, power supply or SMPS, PoE switches, racks, junction boxes, conduits, casing, mounts, adapters, network accessories, and display or monitor if supplied. Where cable length is uncertain, mention the included quantity and the extra rate beyond it.
Installation and Configuration Scope
Describe mounting, cabling, camera alignment, recorder setup, network configuration, mobile or remote-view setup where applicable, testing, basic user handover, and the expected installation timeline. Mention separately if trenching, drilling, conduit work, lift or scaffolding, civil work, or network changes are excluded or charged extra.
Pricing and Taxes
Show quantity, unit rate, line total, installation or labour charges, discounts, additional services, taxable value, applicable GST, and final amount. Keeping equipment and services visible helps the customer understand what changes if the scope changes.
Warranty, Service, and AMC
State the equipment warranty, installation workmanship coverage if offered, what is excluded, and how service requests are handled. If an annual maintenance contract is optional, show the AMC scope, period, visit frequency, inclusions, exclusions, and price as a separate option instead of mixing it into the installation price.
Payment, Delivery, and Acceptance Terms
Add quotation validity, advance or milestone payments, delivery lead time, installation start conditions, balance-payment trigger, ownership or handover condition if relevant, and the acceptance method such as signed approval, email confirmation, or purchase order.
CCTV Installation Quotation: Supply-Only vs Supply and Installation
| Quotation Area | Supply-Only CCTV Quote | CCTV Supply & Installation Quote |
|---|---|---|
| Equipment | Camera, recorder, hard disk, power supply, switch, cable, accessories | Same equipment plus installation materials and site-specific accessories |
| Site Survey | May be optional if quantities are already known | Important for camera location, cable route, power, network, mounting, and access planning |
| Labour | Usually excluded | Camera mounting, cabling, recorder setup, configuration, testing, and handover should be defined |
| Variable Costs | Mostly quantity and product driven | Can change with cable length, height, conduit, civil work, networking, access equipment, or extra labour |
| Completion | Delivery or dispatch of equipment | Installation, testing, customer handover, and agreed documentation |
A CCTV camera installation quotation format should therefore describe both the hardware and the site work. If the customer is only buying cameras and recorder equipment, keep the installation section out rather than implying that labour is included.
How to Quote CCTV Cable, Storage, and Other Variable Requirements
CCTV projects often change after measurements are taken at the site. The quotation should separate confirmed quantities from items that depend on actual installation conditions.
Cable Length
Mention the type and length of cable included in the base quote. If the final route requires more cable, state the extra per-metre rate and whether conduit, casing, trenching, or labour is charged separately.
Recording Storage
Quote the hard-disk capacity rather than promising an exact number of recording days without assumptions. Retention changes with resolution, camera count, frame rate, compression, bitrate, motion-based recording, and continuous recording settings.
Power and Network Changes
State whether existing power points, LAN infrastructure, internet connectivity, switches, routers, or UPS are assumed to be available. Any new electrical or network work should be separately quoted if it is outside the CCTV installation scope.
Height and Access
For high ceilings, poles, warehouses, factories, or outdoor locations, clarify whether ladders, scaffolding, lifts, boom access, pole fabrication, waterproof boxes, or special mounting structures are included.
Additional Cameras After Approval
Use the same unit-rate logic or issue a revised quotation when the customer asks for extra cameras after approval. The recorder channel capacity and storage requirement should be checked again before simply adding another camera line.
CCTV Camera Quotation Sample
CCTV Quotation Format in Word, Excel, and PDF
CCTV Camera Quotation Format in Word
A CCTV camera quotation format in Word works well when every site needs customised scope notes, equipment specifications, exclusions, warranty clauses, and project terms. Use a copy of the master template for each enquiry, update the customer and site details, and export the final approved version to PDF before sharing.
CCTV Quotation Format in Excel
Excel is useful when the quotation has many line items and repeated calculations. You can calculate camera quantities, recorder and storage cost, cable length, accessories, labour, discounts, taxable value, GST, and totals with formulas. It is particularly useful when the customer asks for multiple camera-count or storage options.
CCTV Quotation Format in PDF
Use PDF for the final customer-facing quotation after you have reviewed the scope, technical specifications, price, and terms. PDF preserves the layout and gives both sides a stable version to refer to when issuing a purchase order or starting installation.
Common CCTV Quotation Mistakes to Avoid
- Quoting only “CCTV camera” without model, resolution, type, or minimum technical specification.
- Failing to confirm whether the recorder has enough channels for current and planned cameras.
- Promising recording days without stating storage and recording assumptions.
- Using “cabling included” without defining cable type, included length, or extra rate.
- Mixing equipment, accessories, labour, networking, and civil work into one unexplained amount.
- Leaving installation height, conduit, trenching, drilling, or special access requirements undefined.
- Using warranty and AMC as if they are the same service.
- Leaving quotation validity, payment milestones, delivery time, and approval method unclear.
- Updating the scope after a site survey without issuing a revised quotation number or version.
- Starting procurement or installation before written customer approval is recorded.
Create and Revise CCTV Quotations Digitally
Use myBillBook’s online quotation maker to create itemised quotations, revise quantities and rates after the site survey, share the approved version, and convert confirmed quotes into invoices without re-entering the same customer and item details.
Frequently Asked Questions
Should a CCTV quotation mention the exact camera model number?
It is better to mention the brand and model, or at least the key technical specification, when the model has been finalised. This helps the customer compare the exact equipment being quoted and reduces confusion if similar camera variants have different prices.
Can a CCTV quotation be revised after the site survey?
Yes. If the site survey changes the number of cameras, cable length, recorder capacity, mounting requirement, network setup, power requirement, or labour scope, issue a revised quotation and clearly identify it as the latest version.
How should extra cable be handled in a CCTV installation quotation?
State the included cable length and the rate for additional cable, conduit, casing, trenching, or labour beyond that allowance. This prevents the original quotation from being treated as an unlimited fixed-price commitment.
Should CCTV storage days be guaranteed in the quotation?
Avoid promising an exact retention period unless the calculation is based on the selected cameras, resolution, frame rate, compression, recording mode, and storage capacity. It is safer to state the assumed configuration and the estimated retention period.
Is AMC the same as the product warranty in a CCTV quotation?
No. Product warranty generally covers eligible equipment defects according to the manufacturer or seller terms, while an AMC is a separate maintenance arrangement that may cover visits, preventive checks, labour, or support after installation.
Does a CCTV quotation need the customer's signature to be valid?
A signature is not always required for the quotation document itself, but businesses should use a clear acceptance method such as signed approval, email confirmation, purchase order, or another written confirmation before starting procurement or installation.
Can installation charges be shown separately from CCTV equipment prices?
Yes. Showing equipment, accessories, cabling, installation, configuration, testing, and optional services separately makes the quote easier to understand and helps the customer see what changes if the project scope is revised.
Should GST be added to a CCTV quotation?
If the seller is GST-registered and GST applies to the supply, the quotation can show the applicable tax treatment and breakup. The final tax invoice should be issued according to the actual taxable supply and applicable GST rules.