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Free Printing Quote Template

Short answer

A printing quote specifies the size, quantity, paper stock, colours and finishing, the proof and setup charges, delivery, and how overruns are billed.

Print jobs are priced by specification, and a small difference in the spec can change the price a lot: a heavier stock, an extra four pages, a fold or a spot gloss. A printing quote that lists every specification line by line protects you when the files arrive slightly different from the brief, and shows the client exactly how much they would save at a different quantity. It also sets the proof stage, which is where responsibility for errors changes hands.

Sample printing quote

Copy the text, print it, or fill it in online with your own business details, prices and logo. The business and client below are made up.

Copperline Press

[Street address, city]
[Phone] · [Email]

Quote

Number
Q-1042
Date
Oct 24, 2026
Valid until
Nov 23, 2026

Prepared for

Westbrook Community Theatre

[Client address]

Job

Season brochures, posters and tickets

Example prices: replace with your own

DescriptionQtyAmount
Artwork check and preflight1 job× $45.00$45.00
Brochure, A5, 16 pages, 150gsm silk, saddle-stitched1000 copy× $1.15$1,150.00
Posters, A2, 170gsm gloss100 copy× $3.20$320.00
Tickets, numbered and perforated, 350gsm2000 ticket× $0.09$180.00
Folding brochures for mailing (half-fold)300 copy× $0.12$36.00
Hard-copy proof of brochure1 proof× $25.00$25.00
Plate and press setup1 job× $120.00$120.00
Delivery to venue1 delivery× $40.00$40.00
Subtotal
$1,916.00
Tax (example rate 7%)
$134.12
Total
$2,050.12
Deposit due on acceptance (50%)
$1,025.06
  • Printing starts after written approval of the proof.
  • Quantities may vary by up to 5%; overs or unders are charged or credited at the unit price.
  • Turnaround is 5 working days from proof approval.
  • This quote is valid until Nov 23, 2026.

Accepted by: Date:

Fill it in online — free

What to include in a printing quote

  • Full specification per item

    Finished size, page count, paper weight and finish, colours (one side or both), binding and finishing such as folding, laminating or numbering.

  • Quantity and price breaks

    Quote the quantity asked for, and consider showing one or two alternative quantities. Unit prices fall as runs get longer, and clients often order more once they can see it.

  • Setup and artwork charges

    Plates, press setup, preflight checks or artwork fixes as their own lines. If you need print-ready files, say what that means (format, bleed, resolution).

  • Proof approval

    Say what proof the client receives (PDF or hard copy), that printing starts only after written approval, and that errors approved on the proof are the client's responsibility.

  • Overs and unders

    Many printers allow a small tolerance on quantity. If you do, state the tolerance and how the difference is charged or credited.

  • Turnaround and delivery

    Working days from proof approval to dispatch, and delivery or collection with its cost.

How to write a printing quote, step by step

  1. Get the specification right

    Confirm size, stock, colours, finishing and quantity before pricing. A missing detail such as "double-sided" changes the price.

  2. Check the artwork situation

    Ask whether files are print-ready. If you need to fix or design them, price that work separately.

  3. Price each item with setup

    Separate fixed setup costs from per-copy costs, so the client sees why small runs cost more per copy.

  4. Offer a price break

    Show what a higher quantity would cost per copy. It helps the client decide and often grows the order.

  5. State proofs, tolerance and turnaround

    The proof process, the overs and unders policy, and how many working days the job takes once approved.

  6. Add validity and payment terms

    Paper prices change, so give the quote a short validity period and state any payment due before printing.

Deposits and payment terms

For new customers or large runs, asking for part of the price before printing is common, since paper and plates are bought for that one job and cannot be reused. Trade customers with an account may be invoiced on delivery instead.

Make the order of events explicit on the quote: approval of the proof, payment of any deposit, then printing. It avoids running a job that the customer later disputes or cannot pay for.

Frequently asked questions

Should a print quote include a proof?
Yes. State what kind of proof is included and that printing begins only once the client approves it in writing. Charge for extra hard-copy proofs as their own line.
How do I quote different quantities?
Give the requested quantity as the main quote and one or two alternatives with their unit price and total. Keep setup costs visible so the client understands the difference.
Who pays if there is a mistake in the printed job?
Your quote should say. A common approach is that errors in an approved proof are the client's responsibility, while printing faults are yours to reprint or credit.

More templates and guides

Job done? Bill it with the matching invoiceFree Printing Invoice Template

Templates for related trades

Further reading

Send it as a branded quote your client accepts online

i-quote puts your logo on the quote, takes an optional deposit, and lets the client accept or decline online. One click turns the accepted quote into an invoice. The Free plan includes 3 quotes and 3 invoices a month.

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