Free Printing Quote Template
Quote a print job with the quantity, paper stock, colors, finishing, setup and proof fees, turnaround and shipping. Download it free in Word, Excel or PDF, or fill it in online.
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Filled-out sample printing quote. The download is the blank version.
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What to Put on a Printing Quote
A print quote is a spec sheet with a price on it. If the spec is vague, the customer and the press operator can read it two ways, and the reprint comes out of your margin. Write every job so someone else could run it from the quote alone. Include these items:
Printing Quote Checklist:
- Your details: shop name, contact information and quote number
- Customer and job name: a description such as "Spring menu, 8.5 x 11 in. flyer"
- Quantity: the number of pieces, with price breaks at other quantities if you offer them
- Finished size and flat size: the trimmed size and, for folded pieces, the open size
- Paper stock: the type, weight and finish, such as 100 lb gloss text or 14 pt uncoated cover
- Colors: full color (CMYK) or spot colors, and one side or both sides
- Finishing: cutting, folding, scoring, lamination, coating, drilling, binding or die cutting
- Setup and prepress: file check, artwork setup fees and proofs
- Turnaround: days from approved proof to completion
- Shipping or pickup: the carrier, the cost and the delivery address
- Overs and unders: your policy on the final count
- Valid-until date: paper and ink costs change, so say how long the price holds
Quantity, Paper and Color Set the Price
Three choices drive most of the price of a print job: quantity, paper and color. Quantity matters because setup is a fixed cost, so the price per piece falls as the run grows. A run of 500 business cards might cost $65 and 1,000 might cost $85, so show both. Paper weight and finish move the price: a 14 pt coated cover costs more than a 100 lb gloss text. Color matters in two ways: full color on both sides costs more than one color on one side, and a spot color, such as a brand's Pantone, costs more than CMYK on a digital press. Show a price at one or two alternate quantities and let the customer pick. Use your own prices. The amounts on this page are examples only.
How the Pieces Add Up:
- Printing: price per piece or per thousand at the stated quantity, paper and colors
- Setup and file prep: a flat fee for artwork setup, imposition and a file check
- Proofs: a digital proof included, and a hard copy or press proof as a separate line
- Finishing: each step as its own line, such as folding, lamination or die cutting
- Rush: a surcharge, often 25 to 50 percent, for jobs faster than your standard turnaround
- Shipping: the carrier cost, or a flat delivery fee if you deliver locally
Setup Fees and Proofs
Setup is the work before the press runs: checking the files, fixing bleeds and resolution, and arranging the layout on the sheet. If the customer sends print-ready PDFs, the setup fee is small or zero. If you build or fix the artwork, charge by the hour or per piece. Say which proof is included. A PDF proof is usually free, a hard copy proof costs real money and a press proof on the actual stock is the most expensive. State that printing starts only after the customer approves the proof in writing, and that errors in the approved proof are not the shop's responsibility.
Finishing Costs
Finishing is where print quotes grow. Trimming to size is usually included, while scoring and folding, lamination, UV coating, spot UV, foil, drilling, binding, perforation and die cutting each add cost and time. List each step with its price, since a customer who removes a lamination line should see the total drop. For large formats like banners, name the hems and grommets, which are priced per piece or per linear foot, and say whether the finished size includes them.
Turnaround and Rush Fees
Give the turnaround in business days from the approved proof, not from the order date, because a delayed proof delays the job. A standard time for digital print of flyers and cards is two to five business days, and offset runs, large format and finishing-heavy jobs take longer. If you offer rush service, state the fee as a percentage of the printing cost, and say that a rush job needs files and proof approval by a cutoff time. This protects you from the customer who wants it tomorrow and sends the artwork at 4 pm.
Overs, Unders and Color Matching
Commercial printing allows a variance in the final count, commonly 5 to 10 percent over or under, because of paper spoilage during makeready and finishing. Say whether you bill for the actual count or the ordered quantity, and whether your policy changes on a short run. Also state that colors on a monitor and in print differ, and that you do not guarantee an exact match to a screen or a Pantone unless you run a matched press proof. A clear statement here prevents the most common print dispute.
Shipping, Pickup and Payment
Print is heavy. A box of 5,000 flyers can weigh over 50 lb, so quote the shipping instead of guessing. Give the carrier, the service level and the number of boxes, or offer pickup at your shop. For payment, many shops require full payment up front on a first order or a custom job, and net 30 for approved accounts. State the terms and whether the customer must pay the balance before the order ships.
Example Printing Quote
Here is what a print quote looks like using our template, for a small restaurant's marketing materials. Amounts are examples only:
Turning the Quote Into an Invoice
When the customer approves, you can convert the quote to an invoice and bill the job after delivery, or take a deposit first.
How to Use
- 01Pick Word, Excel or PDF above, or choose the online builder.
- 02Add your shop details, the customer name and the job description.
- 03List each product with the quantity, size, paper stock and colors.
- 04Add setup, proofs, finishing and shipping as separate lines.
- 05Add the turnaround, the overs and unders policy, payment terms and a valid-until date, then send the quote.
Ready to Create Your Quote?
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Prefer to fill it out yourself? Download a blank template to print or edit.
Common Questions About Printing Quotes
How do I write a printing quote?
List your details, the customer and job name, the quantity, finished size, paper stock, colors, finishing, setup and proof fees, turnaround, shipping, payment terms and a valid-until date.
What details do I need to quote a print job?
The quantity, the finished size, the paper type and weight, the colors on each side, any finishing and whether the customer supplies print-ready files. Without these, any price is a guess.
Should I show more than one quantity?
Yes. Setup is a fixed cost, so the price per piece drops as the run grows. Showing 500 and 1,000 side by side often sells the larger run.
Do I charge for proofs?
A PDF proof is usually included. A hard copy or a press proof on the real stock costs time and material, so list it as its own line.
What are overs and unders?
The final count can differ from the order by a set percentage, commonly 5 to 10 percent, because of paper spoilage. State on the quote how you bill for it.
Is this printing quote template free?
Yes. The Word, Excel and PDF downloads are free, with no sign-up and no watermark, and the online builder needs no account.
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