CNC Machining Quotation Format (Machinery Supply and Machine Repair Quotations Too)
A good quotation answers the buyer's four questions: what exactly are you pricing, how much, how long, and on what terms. This format covers CNC machined parts, machinery and equipment supply and machine repair in one template, with space for tolerances, lead time and exclusions.
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CNC Machining and Machinery Quotation Format Template
Quotation Q-2026-0457
From: Apex Precision Machining LLC Contact: Sales desk, quotes@example.com, +1 555 0100
To: Harbor Industrial Systems Attention: Procurement Date: 2026-10-21 Valid for: 30 days from the date above Type: CNC machined parts
Scope
Part HX-2210 Rev B, bracket, 6061-T6 aluminum, per customer drawing and 3D model. CNC milling and deburr, clear anodize Type II.
Pricing
| Item | Quantity | Price | Notes |
|---|---|---|---|
| Main item or work | 250 pieces | 38.90 per piece | Per quotation type above |
| One-time charges | 1 | 1,150.00 once, waived on repeat orders within 12 months | Setup, programming, fixtures or site mobilisation |
| Taxes and duties | - | Extra | Added at the rate that applies on invoice |
Technical basis
Tolerances and finish: General tolerance +/-0.1 mm unless the drawing states tighter; surface finish Ra 3.2 um
This quotation is based on the drawings, models, specification and quantities provided. For machinery supply, the technical specification and model number apply. For repair, the quotation covers the inspected scope; hidden damage found after dismantling will be quoted separately before work continues.
Lead time and delivery
Lead time: 4 weeks from receipt of purchase order and approved material Delivery terms: Ex-works Dates are confirmed on receipt of a purchase order and any customer-supplied material, drawings or approvals.
Commercial terms
Payment: Net 30 Warranty: 12 months against defects in workmanship; material per mill certificate Prices are in the currency of this quotation and valid for the period shown. Order changes, cancellation after material purchase and storage of finished goods beyond 14 days may be charged.
Exclusions
Taxes and duties, first article inspection reports unless listed, third-party testing, export packing, and any change to drawings after quotation.
Acceptance
Adjust the wording to your own terms and have them reviewed if your quotation forms part of a contract. For CNC parts, state material, finish, quantity breaks and inspection level. For machinery supply, add model, power, installation and commissioning. For repair, state whether the quote is for diagnosis only or a fixed repair.
Draft quotes from your own job history
Optional: a private assistant that finds similar past jobs in your ERP and drafts a quote.
Optional. The tool and every export work without this. No spam.
How to use the template
Pick the quotation type, then fill in the item, quantity, price, setup charges, tolerances, lead time and terms. The preview builds the quotation as you type. Export it to Word if you want to edit the layout, to PDF to send, or to Excel for the pricing table. Save a filled copy as your standard and change only the job-specific fields next time.
What each quotation type needs
The same layout works for all three types, but the detail in the scope changes. A quote that names the drawing revision, material and finish protects you from rework disputes, while a repair quote should say what was inspected and what is not covered.
- CNC parts: drawing number and revision, material, finish, quantity breaks, inspection level, packaging
- Machinery supply: model, specification, options, power and utilities, installation, training, spares
- Repair: reported fault, scope inspected, parts and labour estimate, hidden-damage rule, test on completion
Reading and pricing the job
Price each job from material, machine time, setup spread over the quantity, outside processes, inspection and margin. State setup separately so a repeat order is easy to price. Give a validity period because material and outside process costs move. If the customer must supply material or approvals before the clock starts, say so in the lead time line.
Common mistakes
Frequent errors are leaving out the drawing revision, quoting tolerances you did not review, forgetting exclusions such as inspection reports and export packing, and giving a lead time with no start trigger. For repairs, a lump sum with no hidden-damage clause is the most expensive mistake. Keep quotes in your ERP or a central log so a revised quote supersedes the old one.
Frequently Asked Questions
What should a CNC machining quotation include?
Customer and supplier details, a quote number and date, validity period, the part number and revision, material, finish, quantity, unit price, one-time charges, tolerances, lead time, delivery and payment terms, warranty and exclusions.
Can I use the same format for machinery and repair quotes?
Yes. The structure is the same: scope, price, technical basis, lead time and terms. Change the scope text and the technical basis. For repairs add a hidden-damage rule, and for machinery add specification, installation and training.
How long should a quotation be valid?
Commonly 14 to 30 days for machined parts, because material and outside process prices change. Longer validity may suit capital equipment with a manufacturer quote behind it. State the period clearly on the quote.
Should setup be shown separately?
It is good practice. A separate setup and programming line makes repeat orders easier to price, shows the buyer why small lots cost more per piece, and protects your margin if the quantity drops.
If your estimators rebuild quotes from old jobs by hand, we can build a private assistant that finds similar past jobs and drafts a quote from your own ERP history, hosted on your servers.
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