How to write a quotation in Malaysia
A quotation — sebut harga — is a formal price offer you hand a customer before any work starts. It is not a bill. Its job is to set out exactly what you will do and what it will cost, so that nobody can widen the scope later without paying for it.
Whatever you do — renovation, electrical, plumbing, aircon, catering, printing, photography, tuition or any other trade or service — a quotation in Malaysia should carry:
- Your business name, address and contact number, plus your SSM registration number if you have one
- The customer's name and the address of the job
- A quotation number and the date you issued it, so both sides can refer to it later
- A validity date — material prices move, and this is what protects you
- An itemised breakdown: description, quantity, unit (sqft, nos, ls) and unit price
- SST shown on its own line, if your business is registered for it
- Payment terms — many businesses ask for a deposit before work begins
Do I have to charge SST?
Only if your business is SST-registered, and registration depends on your turnover. Since 1 July 2025 construction services — main contracting, sub-contracting, renovation, civil, M&E, electrical and plumbing work — carry 6% service tax, and you must register once your taxable turnover passes RM 1.5 million over twelve months. Most other taxable services sit at 8% with an RM 500,000 threshold.
If the job runs on a contract you signed and stamped before 1 July 2025 at a fixed price — with no price-revision or value-adjustment clause — that work stays exempt from service tax until 30 June 2027, even once you are registered. The exemption was extended by a year in 2026, so a contract like that can carry two years of relief in total. It applies to the contract, not to your business: newer jobs are taxed normally.
One exception is worth knowing if you sub-contract: when a registered sub-contractor bills a main contractor who is also registered for construction services, the business-to-business exemption can apply and the invoice is issued without service tax. Both sides have to be registered.
Below the threshold you do not register, and charging SST when you are not registered is not allowed. If you are registered, show the tax on a separate line so the customer can see the tax portion clearly, and print your SST number on the document.
This is general information, not tax advice. The rules have exclusions — purely residential construction is treated differently from work on mixed development land. Check the current position with the Royal Malaysian Customs Department or your tax agent.
What is the difference between a quotation and an invoice?
A quotation is an offer made before the job, so it is not yet a demand for payment. An invoice is issued after the work is delivered and asks to be paid. In practice most businesses quote first, get the customer's approval, do the job, then turn the same figures into an invoice. If you are at that second step, use the free invoice generator instead.
How long should a quotation stay valid?
Fourteen to thirty days is normal for renovation and trade work. Any longer and you are carrying the risk of cement, tile and copper prices moving against you. Put the date on the document rather than leaving it understood.
Should I put a deposit in the terms?
Yes, and say the number. A deposit of 30–50% before work commences is standard for renovation work in Malaysia, and it is far easier to hold the line on it when the customer agreed to it in writing at the quotation stage.
About this generator
Everything runs inside your browser. Nothing you type is uploaded, and there is no account to make. Your draft is kept on this device only, so you can close the tab and come back to it — clearing your browser data clears the draft too.
Use Download PDF and pick Save as PDF as the printer to get an A4 file you can send on WhatsApp or email. It is free, unlimited and unwatermarked.
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