Free Quotation Template Malaysia: What to Include
A Malaysia quotation template should make it obvious you are offering a price, not demanding payment yet. Clear quotes get accepted faster and convert to invoices without arguments about what was included.
This is a field checklist you can copy into Word, a spreadsheet, or invoicing software. Or skip the template and use the Free quotation generator — no account required. A quotation is not submitted to MyInvois. When the buyer accepts and you invoice, that later document may become an e-Invoice — see Quotation vs invoice in Malaysia and How to Create an e-Invoice in Malaysia.
What to put on a Malaysia quotation
Your business
- Business name and address
- Contact person, email, and phone
- Registration number, if you have one
The customer
- Customer legal name
- Contact name and email
- Site or project name, if the work is location-specific
The offer
- The word Quotation and a unique quotation number
- Issue date and valid-until date
- Itemised description, quantity, unit price, and line total
- Tax, if you charge it, shown per line or as a clear total
- Grand total in MYR unless you quoted another currency
- Scope notes: what is included and what is not
- Payment terms that will apply if they accept (for example 50% deposit, balance on delivery)
- How to accept: reply to the email, sign, or accept in a portal
Do not title this document Invoice. Do not put “amount due now” unless you are actually issuing an invoice. Mixing the two is how buyers pay the wrong document — or refuse the right one. See Quotation vs invoice in Malaysia.
Example lines (illustrative only)
- Website design — 1 — RM2,500
- Hosting, 12 months — 1 — RM300
- Valid until: 18 September 2026
- Terms: 50% to start, balance on launch
You can collect the customer TIN on the quote if you already have it. You do not need MyInvois validation on a quotation. Save TIN now so the later invoice does not stall — especially if you are a Malaysia e-Invoice for freelancers or Malaysia e-Invoice for consultants.
After the customer accepts
- Lock the accepted version Keep the accepted quotation. If you change prices later, issue a revised quote rather than silently editing the old PDF.
- Create the invoice from those lines Copy items, quantities, and tax into an invoice. Add a due date and payment details. Use the Malaysia invoice template checklist.
- Submit an e-Invoice only on the invoice If you are required to issue e-Invoices, follow How to Create an e-Invoice in Malaysia after the invoice is issued. The quotation itself stays out of MyInvois.
A quotation you can reuse
A static template is a start. The pain appears on quote number two for the same customer: you retype the address, lose the valid-until date, and then retype everything again as an invoice.
GenFinovo stores the customer, numbers each quotation, lets the buyer view or accept it, and can convert an accepted quotation into an invoice. Optional Malaysia e-Invoice runs on that invoice, not on the quote. Official e-Invoice background remains on the HASiL e-Invoice page.
Related guides
- Free quotation generator
- Quotation vs invoice in Malaysia
- Malaysia invoice template
- How to Create an e-Invoice in Malaysia
- Malaysia e-Invoice for freelancers
- Malaysia e-Invoice for small businesses
Frequently asked questions
How long should a quotation stay valid?
There is no single legal number for every industry. Fourteen to thirty days is common for services so your costs do not move under you. Put the date on the document so the buyer does not assume it lasts forever.
Should I include my bank account on the quotation?
You can, if you want the buyer ready to pay a deposit. Make it clear that payment is due only after they accept, or issue a separate invoice for the deposit so the paperwork matches the money.
Will GenFinovo generate a quotation without an account?
Not in this guide. Create a free account to save customers, issue numbered quotations, and convert them to invoices. A public no-account generator may come later; the workflow above is what actually keeps jobs organised.
Turn a template into a quotation workflow
Stop rebuilding the same Word file. Number quotes, convert them when accepted, and keep Malaysia e-Invoice on the invoice where it belongs.
Start free