Quotation & Delivery Challan (Word)
Two everyday business documents as clean Word files: a quotation to send before the sale and a delivery challan that goes with the goods. Replace the words in [brackets] with your own, fill in the item table and print. They open in Microsoft Word, Google Docs, LibreOffice and WPS Office.
Free · no sign-up · opens in Microsoft Word, Google Docs, LibreOffice and WPS Office. Files contain no macros.
Preview
Real view of the file with its sample data (yellow cells are where you type).
[Your Business Name]
[Address line] · [City, State PIN] · Phone [ ] · [email]
GSTIN: [ ]
QUOTATION
| Quotation No. | Q-[001] | Date | [DD-MM-YYYY] |
| To | [Customer name] | Valid until | [DD-MM-YYYY] |
| Address | [Customer address] | Contact | [Name, phone] |
Dear Sir / Madam,
Thank you for your enquiry. We are pleased to quote our best rates for the following:
| # | Description | HSN/SAC | Qty | Unit | Rate (₹) | Amount (₹) |
| 1 | [Item or service description] | [ ] | [ ] | [ ] | [ ] | [ ] |
| 2 | ||||||
| Sub-total | ₹ [ ] | GST @ [ ]% | ₹ [ ] |
| Freight / other | ₹ [ ] | Total | ₹ [ ] |
Terms and conditions
• Prices are [inclusive / exclusive] of GST.
• Payment: [100% advance / 50% advance, balance before dispatch / 30 days from invoice].
• Delivery: within [ ] days of confirmed order, [ex-works / delivered to your site].
• This quotation is valid until the date mentioned above.
• Warranty: [as per manufacturer / [ ] months].
We look forward to your order.
For [Your Business Name]
Authorised signatory
…
[Your Business Name]
[Address line] · [City, State PIN] · Phone [ ] · [email]
GSTIN: [ ]
DELIVERY CHALLAN
| Challan No. | DC-[001] | Date | [DD-MM-YYYY] |
| Consignee | [Name] | Consignee GSTIN | [ ] |
| Delivery address | [Address] | Place of supply | [State] |
| Vehicle No. | [ ] | Transporter / LR No. | [ ] |
| Reason for movement | [Job work / On approval / Branch transfer / Sale (invoice to follow) / Other] | Reference (PO / invoice) | [ ] |
| # | Description of goods | HSN | Qty | Unit | Approx. value (₹) | Remarks |
| 1 | [Description] | [ ] | [ ] | [ ] | [ ] | |
Goods sent in good condition. Please check on receipt and sign below. This challan is not a tax invoice.
| Received the above goods in good condition | For [Your Business Name] |
| Receiver's signature, name and date | Authorised signatory |
…
What's inside
- Quotation: business header, quote number, date, valid-until date, customer, item table with rate and amount, taxes, terms of payment and delivery, signature
- Delivery challan: challan number, date, vehicle and transporter, consignee, item table with quantity and unit, reason for movement (sale, job work, approval), received-by signature
- Light shading on the fields you need to fill, A4 margins, works in black and white
How to use it
- Download both files and open them in Word (or Google Docs / LibreOffice).
- Replace [Your Business Name], address, GSTIN and phone with your own. Save this as your master copy (File › Save As › Word Template if you like).
- For each new quotation or challan, open the master copy and fill in the number, date and customer.
- Type the items in the table. To add a row, click in the last row and press Tab at the last cell.
- Print two copies of a challan: one goes with the goods, the other comes back signed.
Tips
- Number quotations and challans in a series (Q-001, DC-001) and never reuse a number.
- A delivery challan is used when goods move without a tax invoice, for example for job work, on approval or to a branch; when goods move for a sale, the tax invoice (and an e-way bill above the limit) is required.
- Keep the validity period short on quotations when prices change often.
Questions and answers
Is a delivery challan the same as an invoice?
No. A challan records that goods were sent; it does not charge tax. When goods are sold, issue a tax invoice.
Can I add my logo?
Yes. Click in the header area and use Insert › Pictures.
Do I need Microsoft Word?
No. The .docx files also open in Google Docs, LibreOffice Writer and WPS Office, including on phones.