Promotional Products Quote Template
Branded tumblers, tote bags, pens and power banks for trade shows and onboarding kits look simple to price. The item cost is the easy part; margins disappear in setup charges, freight and a missed in-hands date, so each gets its own line.
No sign-up. Totals, tax and deposit are worked out for you; print it or save it as a PDF.
Free download (no sign-up): Excel / Word
This quote as a file you can fill in and send: the line items below, with amounts, tax and the total worked out by formulas.
How to use this file
- Download it and open it in Excel, Google Sheets, Numbers, Word or Google Docs.
- Put in your business details and the client, then replace the example lines and prices with your own. In Excel, amounts, tax and the total update as you type.
- Check the payment terms, then save it as a PDF and send it to the client.
Example line items
| Item | Unit | Qty | Example price |
|---|---|---|---|
| Insulated tumbler, 20 oz | pcs | 250 | 6–14 each |
| Logo imprint: laser engraving, 1 location | pcs | 250 | 1–3 each |
| Setup charge | job | 1 | 50–120 |
| Pre-production sample | piece | 1 | 40–100 |
| Individual gift box | pcs | 250 | 0.80–2.50 each |
| Freight to one address | shipment | 1 | 80–300 |
Amounts are examples before tax, not price advice. Add sales tax or VAT where it applies.
What to put on the quote
- Exact item and colour, the supplier’s minimum order quantity and the price at the next quantity break.
- Imprint method (screen, pad print, laser, full colour), imprint area and number of logo colours, with PMS matching if needed.
- Proof step: digital proof included, physical pre-production sample at a fee, and who signs it off.
- In-hands date, production time from proof approval and whether the order ships by ground or air.
- Overrun and underrun allowance, and how defects found on delivery are reported and replaced.
Common mistakes
- Quoting the catalogue price without the setup charge and freight, then absorbing both.
- Promising an in-hands date for a trade show before checking the supplier’s production queue.
- Skipping the pre-production sample on a large order and receiving the logo in the wrong colour.
- Not stating the overrun allowance, so the client refuses to pay for the extra 3%.
Deposit, balance and validity
50% deposit on order confirmation, balance before shipping; repeat corporate clients may pay on 30-day terms. Production time runs from written proof approval, and the order cannot be cancelled once production has started. Quote valid for 14 days because supplier prices and stock change.
Questions people ask
What is the minimum order?
It depends on the item; many start at 100–250 pieces. Some items run smaller at a higher unit price.
Can you match our brand colour exactly?
Send the PMS code. Screen and pad printing can match it closely; full colour and engraving cannot, and the quote says which method applies.
Can you ship to 40 different offices?
Yes, as a kitting and drop-ship line priced per address.