Quotation format for Malaysian businesses: what to include, with an example
Written by the Lejar team4 min read
A quotation is a written offer of a price before any sale happens: what you will supply, for how much, and how long the price stands. It is not a tax document and nothing posts to your books when you issue one. It becomes business when the customer accepts and you raise an invoice from it.
What goes on a quotation?
| Field | Why it is there |
|---|---|
| Quotation number | Sequential, in its own series, so you can trace which quote became which invoice |
| Date and validity | When it was issued and how long the price stands, commonly 30 days |
| Your business details | Name and contact details as they appear on your invoices |
| Customer details | Who the offer is addressed to |
| Line items | What you will supply, with quantities and unit prices |
| SST treatment | Whether the prices include SST, exclude it, or no SST applies |
| Payment terms | Deposit required, payment schedule, and credit terms on acceptance |
| Acceptance line | How the customer confirms: a signature or written confirmation |
Quotation, proforma invoice, and invoice: which is which?
| Document | When it is issued | What it is |
|---|---|---|
| Quotation | Before the sale | An offer of a price, open for its validity period |
| Proforma invoice | After acceptance, before delivery or payment | A preview of the final invoice, often used to collect a deposit; still not a tax document |
| Invoice | At the sale | The request for payment that posts to your books and, if you are in scope, is e-invoiced |
How long should a quotation stay valid?
Thirty days is the common practice in Malaysia, but it is your choice; what matters is that the quotation states it. Supplier prices and currency move, and an open-ended quote can be accepted months later at a price that no longer covers your costs. Inside the validity window, honour the price; after it, issue a revised quotation rather than arguing from the old one.
Does e-invoicing apply to quotations?
No. MyInvois covers invoices and their correction documents: credit, debit, and refund notes. A quotation creates no tax obligation and is never submitted. Your e-invoice duties start when the quote is accepted and you issue the invoice.
Sebut harga: business quotations and government tenders
In Bahasa Malaysia a quotation is a sebut harga, and the same phrase also names something narrower: government procurement invitations published on ePerolehan and agency portals, where suppliers bid under the inviting agency’s tender rules. This guide covers the commercial quotation you issue to a customer. If you are responding to a government sebut harga, the format and process are set by the agency’s tender documents, not by you.
A worked example
| Field | Entry |
|---|---|
| Quotation number | QT-2026-0021 |
| Date | 31 August 2026 |
| Valid until | 30 September 2026 |
| Item | Website design and build, five pages |
| Price | RM8,500.00 |
| Payment terms | 50% deposit to begin, balance on delivery |
| Acceptance | Signed acceptance or written confirmation by email |
From quotation to invoice
When the customer accepts, mark the quotation accepted, then convert it: its lines become the invoice’s lines, the invoice is numbered in your invoice series rather than the quotation’s, and the quotation is marked converted so the trail from offer to sale is intact. From that point SST and e-invoicing apply as they do to any invoice.
How does Lejar handle quotations?
Create the quote in Lejar with an automatic number in its own series, send it, mark it accepted when the customer confirms, and convert it to an invoice in one step: the lines carry over, the invoice is numbered in your invoice series, and from there SST and MyInvois e-invoicing run as they do for any invoice.
Frequently asked questions
Is a quotation legally binding?
Whether a quotation binds you in law depends on its terms and the circumstances, so treat that as a question for a lawyer when the stakes are high. As a practical matter, honour a price accepted within the validity window, and put any change in writing as a revised quotation.
Should a quotation show SST?
If you are SST-registered and the supply is taxable, show the expected SST or state clearly that prices exclude it. The tax itself is charged on the invoice, but a quote that hides it invites a dispute at billing time.
What is the difference between a quotation and a proforma invoice?
A quotation is an offer made before the customer commits. A proforma is issued after acceptance as a preview of the final invoice, often to collect a deposit. Neither is a tax document; only the invoice is.
Do quotations need to be numbered?
No law requires it, but number them anyway, in their own series. The number is what lets you trace which quote became which invoice, and which quotes expired unaccepted.
Does a quotation go into MyInvois?
No. Only invoices and their correction notes are e-invoice documents. The quotation stays between you and the customer.