How to write a quote in South Africa (with an example)
Updated 25 October 2026
A clear, professional quote wins jobs and prevents arguments. Here is how to write one in eight steps, with a worked example you can copy.
The 8 steps
- Put your business details at the top: name, phone, address and your VAT number if you are registered.
- Give the quote a number and a date, such as QUO-0042, so you and the customer can refer to it later.
- Add the customer's name and contact details, and the address where the work will happen.
- Describe the job in plain language: what you will do, so the scope is clear.
- List line items: each material and labour item with quantity and price. Avoid one lump sum.
- Show the subtotal, VAT (15%) if you are registered, and the total.
- State how long the quote is valid, for example 14 days, and any key exclusions.
- Add payment terms and banking details, and ask for a deposit if materials are significant.
Worked example: geyser replacement
A VAT-registered plumber quoting to replace a 150 L geyser:
| Item | Qty | Price | Total |
|---|---|---|---|
| 150 L geyser (supplied) | 1 | R4,800.00 | R4,800.00 |
| Callout and labour | 1 | R650.00 | R650.00 |
| Subtotal (excl. VAT) | R5,450.00 | ||
| VAT (15%) | R817.50 | ||
| Total | R6,267.50 |
Tips that win more jobs
- Send it fast. The first clear quote a customer receives often wins the job.
- Itemise. Customers trust a quote more when they can see where the money goes.
- State what is not included, such as making good tiles or electrical compliance work.
- Make approval easy. A customer who can approve with a tap is more likely to say yes.
- Ask for a deposit on approval. It filters out tyre-kickers and covers materials.
Not VAT registered?
Leave VAT off entirely, and consider noting “Not VAT registered” on the quote. Our VAT calculator explains the registration thresholds.
Quote and invoice in 60 seconds on WhatsApp
Zakr is built for South African tradespeople: VAT-ready quotes, e-signatures, deposits and online payment. Free to start, no card needed.
Get started freeCommon questions
›What should be on a quote?
Your business details, a quote number and date, the customer's details, a description of the work, itemised pricing, VAT if you are registered, a validity period and payment terms.
›How long should a quote be valid?
14 days is the most common choice. Use 7 days when material prices move quickly, or 30 days for large projects. See our guide on quote validity.
›Can I write a quote on my phone?
Yes. Zakr lets you build a branded, VAT-ready quote on your phone and send it to your customer on WhatsApp in about 60 seconds. It is free to start.
Free tools and related guides
- Free quotation template (Word & Excel)
- VAT calculator
- How long is a quote valid in South Africa?
- Quote vs estimate vs invoice: what's the difference?
General information, not tax or legal advice. Check current rules with SARS or your accountant.