What to Include in a Solar Quote

A solar quote is not just a price list. In India's rooftop solar market, the quote is often the document a customer shows their spouse, their neighbour, and sometimes their accountant before making a decision. It also forms the basis of a supply and installation contract. Miss a section and you either lose the deal or create a legal dispute later.

This guide defines the 12-Section Solar Quote Template, every section a complete solar quote must contain, what to write in each, what causes confusion or legal risk, and sample language you can adapt immediately.

The 12-Section Solar Quote Template

Each section has a job. If you cannot state the job of a section in one sentence, remove the section.

Section 1, Header: Your Quote Reference Number Matters

The header should include:

• Your company logo (top left)
• Quote reference number (e.g., QE-2026-001234), essential for tracking and for the customer to reference in conversations
• Quote date
• Quote validity: "Valid for 30 days from date of issue"
• Your GSTIN and registered business address

The quote reference number is commercially important. When a customer calls and says "I have a question about my quote," the reference number lets your team pull up the exact document instantly. Without it, your team wastes time on "which quote?" conversations.

Section 2, Customer Details: Personalisation Is Not Optional

Include:

• Customer full name (as they want it on official documents)
• Installation address (different from billing address in some cases)
• Customer contact number and email
• Name of the salesperson who visited (for accountability)
• Date of site visit (if one was done)

What to avoid:

• Addresses without a pincode, creates ambiguity
• "Mr/Mrs" assumptions if you are not certain of the title preference
• Missing the installation address vs billing address distinction

Sample language:

"Quote prepared for: Rajesh Kumar Mehta, 12 Shantinagar Society, Near Rander Road, Surat 395009. Site of installation: same as above. Prepared by: Amit Shah (Sales Executive, QuickEstimate Solar Pvt Ltd). Site visit date: 2 June 2026."

Section 3, Site & Load Summary: Prove You Did the Work

This section exists to show you did not copy-paste a generic quote. It should reference the customer's actual situation.

What to include:

• Average monthly electricity consumption in kWh (from the bill they showed you)
• Current monthly electricity bill in ₹
• Roof area available for solar (sq ft or sq m) and orientation (south-facing, etc.)
• Shadow obstruction assessment (none / partial / significant), affects generation estimate
• Electricity tariff slab the customer is on (important for ROI calculation)

Section 4, System Specification: What the Customer Is Actually Buying

Customers want to know: how many panels, which brand, how much power. Give them that in plain English.

Required fields:

• System size in kWp
• Panel: brand, model number (or "minimum Tier-1 grade"), wattage per panel, number of panels
• Inverter: brand, model, capacity in kW, type (on-grid / off-grid / hybrid / string / micro)
• Mounting structure: type (ballasted / penetrating), material (GI hot-dip galvanised preferred), load rating
• DC cabling, AC cabling, junction boxes, earthing system, listed as "Balance of System (BOS)"
• Generation estimate: monthly in kWh and annual in kWh, with the calculation basis (irradiance data source)

What to avoid:

• Overstating generation estimates to compete on ROI, if the system underperforms, you will face claims
• Specifying a model you may not have in stock; use "equivalent specification" if needed
• Omitting the earthing/lightning arrestor, it is a safety requirement and customers increasingly ask

Section 5, Itemised Pricing: Never Hide a Number

Transparency in pricing is both legally important and commercially smart. A customer who can see every line item trusts you more and argues less about the total.

Line items to include:

• Solar panels (quantity × unit cost)
• Inverter
• Mounting structure
• DC cables and connectors
• AC cables and switchgear
• BOS components (MC4 connectors, junction box, earthing, lightning arrester)
• Installation labour
• DISCOM net metering application fees (if included, see Section 9)
• Any travel or logistics charge (if applicable for remote sites)
• Sub-total before GST
• GST (broken out, see below)
• Total payable (inclusive of GST)

GST breakdown for solar installations (as per CBIC, 2024):

• Solar panels/modules: 12% GST
• Inverter, mounting structure, cables: 18% GST (as capital goods)
• Installation services: 18% GST
• Note: Composite supply rules may apply, consult your CA for the correct treatment for your specific contract structure. Reference: cbic-gst.gov.in

Section 6, Subsidy Details: The Most-Read Section

Every residential customer who has heard of PM Surya Ghar will jump to this section first. Make it impossible to misread.

Required elements:

• Whether the customer qualifies (connection in customer's name, sanctioned load, DISCOM criteria)
• Applicable subsidy slab for the system size
• Calculation shown step by step
• Net cost after subsidy, bolded and prominently displayed
• Timeline: "Subsidy is typically credited within 30–90 days of commissioning and DISCOM inspection"

For the subsidy to apply, the customer must go through a DISCOM-empanelled vendor. Your MNRE empanelment number should appear in this section. Full eligibility criteria are covered at PM Surya Ghar eligibility.

Section 7, Financial Returns: The Three Numbers That Close

This section should show exactly three numbers prominently:

1. Monthly saving in ₹, "Based on your ₹3,200/month bill, estimated saving: ₹2,300/month"
2. Payback period, "Net system cost recovered in approximately 19 months"
3. 25-year projection, "Estimated total saving over 25 years: ₹9.8 lakh (at 5% annual tariff escalation)"

Below these, add the supporting calculation in a table. See our full guide on how to show ROI in a solar proposal.

Section 8, Payment Terms: Be Specific About Every Milestone

Vague payment terms cause cash flow problems and client disputes. Be specific.

Standard payment schedule format:

• 40% on signing the work order / advance payment
• 30% on delivery of materials to site
• 20% on installation completion (before commissioning)
• 10% on commissioning and DISCOM net metering activation

Also include:

• Accepted payment modes: NEFT/RTGS, UPI, cheque, DD, and the exact bank account details or UPI ID
• GST invoice issuance timeline: "GST invoice issued within 24 hours of payment receipt"
• EMI option: if partnered with a bank or NBFC, mention it here: "0% EMI for 12 months available via [Bank Name]"

Section 9, Scope of Work: Define What Is In and What Is Out

This is the most legally important section in the quote. Disputes almost always arise because the customer assumed something was included that was not.

Define clearly as "Included":

• Supply and installation of all components listed in Section 4
• Earthing and lightning arrester installation
• Net metering application to DISCOM (if included, and it should be for PM Surya Ghar systems)
• Commissioning and testing
• Training customer on basic monitoring and maintenance

Define clearly as "Not included":

• Civil work (waterproofing, roof repairs, parapet wall modifications), state clearly
• Electrical panel upgrades if required
• DISCOM inspection fees charged by DISCOM (payable by customer directly to DISCOM)
• Battery storage (if not in the quote)

Section 10, Warranty: Be Precise About Who Backs What

Warranty confusion is the second most common source of post-sale disputes after scope creep. Be precise.

Required warranty information:

• Solar panel performance warranty: "25-year linear performance warranty, output ≥80% of rated power at year 25, backed by [Manufacturer Name]"
• Solar panel product warranty: "12-year product warranty against manufacturing defects, backed by manufacturer"
• Inverter warranty: "5-year warranty against defects, backed by [Brand Name]"
• Mounting structure warranty: "10-year corrosion warranty on hot-dip galvanised GI structure"
• Workmanship warranty: "2-year workmanship warranty from [Your Company Name] on all installation work"

The distinction between manufacturer warranty and your company's warranty is critical. Your company provides workmanship warranty; manufacturers provide product/performance warranty. You are responsible for making the claim on the customer's behalf during the warranty period, but the manufacturer's terms govern what is covered.

Section 11, Company Credentials: Build Trust With Proof

Include:

• MNRE empanelment number (mandatory for PM Surya Ghar subsidy to apply)
• GSTIN
• Registered business address
• Number of installations completed (be honest)
• Any state government empanelment (GEDA, MEDA, etc.)
• Contact details for the salesperson and for the after-sales support team

Section 12, Terms, Validity & CTA: Close the Deal

Validity: All quotes should expire. 30 days is standard. After that, prices may change due to material costs, panel price fluctuations, or subsidy slab changes.

Acceptance method: Choose one. Do not list five ways to confirm, it creates decision paralysis.

Recommended acceptance language:

"To proceed, please reply YES to this WhatsApp, or call [name] at [number]. We will raise a work order and schedule the site survey within 48 hours of confirmation. This quote is valid until 5 July 2026."

What to avoid in this section:

• "Please let us know if you have any questions", too passive
• Listing email, phone, office visit, and website as all acceptable ways to confirm
• No expiry date, customers who feel no urgency delay indefinitely

Key Stats on Solar Quote Quality

What Customers Actually Read vs What You Include

Most solar quotes are written for the vendor's protection but need to be designed for the customer's comprehension. Here is what customers prioritise:

How QuickEstimate fits

QuickEstimate is built around this exact 12-section structure. The Quotation System pre-populates every section with defaults you configure once, then lets reps customise the customer-specific sections (bill amount, system size, name) in seconds.

• The Proposal Generator auto-generates Sections 5, 6, and 7 from system size and customer bill, no manual maths
• MNRE subsidy slabs are updated in the platform when they change, every quote is always current
• The WhatsApp Follow-up module delivers the PDF with a personalised message and attaches a follow-up task automatically
• All quotes are stored in the Pipeline Management view, linked to the lead record
• Managers can see Sales Reports on which quote types convert best and adjust templates accordingly
• See the related guides: solar proposal best practices and solar proposal example India
• The quotation glossary entry covers the legal definition of a quote vs a contract in Indian commercial law
• Book a demo to see the 12-section template in action

What to do this week

1. Compare your current quote template against the 12 sections above. Add any missing sections, most EPCs are missing Sections 9 (scope of work) and 12 (validity and CTA).
2. Add a specific expiry date to your next 10 quotes. Track whether customers who receive a quote with an expiry date respond faster than those who receive an open-ended quote.
3. Test your quote on your own Android phone. Does it open cleanly in WhatsApp's document viewer? If sections overflow or fonts are too small, fix the template today.

Frequently asked questions

Is a solar quote legally binding in India?

A quote (or quotation) is not a binding contract in India. It becomes binding when the customer formally accepts it, typically by signing, paying an advance, or written confirmation. The terms become contractual obligations only after acceptance. This is why having a clear acceptance mechanism in Section 12 is important.

What is the difference between a solar quote and a solar proposal?

A quote focuses on pricing, specifications, and commercial terms. A proposal includes all of that plus the persuasive elements, the ROI story, the subsidy benefit, the company credentials. In practice, top EPCs combine both into a single document: the proposal IS the quote. See how to write a solar proposal for the full structure.

Should I include brand names or just specifications?

Include brand names wherever possible. "Tier-1 solar panel" means nothing legally; "Adani Solar 400W poly panel" is a specific commitment. However, always add the clause "or equivalent specification with customer approval" to protect yourself from stock changes.

How do I handle a customer who wants to remove the net metering application from the scope to reduce the price?

Explain that for PM Surya Ghar subsidy, the DISCOM net metering inspection is mandatory. Removing it means no subsidy. The DISCOM application fee is typically ₹500–₹2,000, far less than the ₹78,000 subsidy at stake. Frame it as a non-negotiable element of the subsidy process.

What is the correct GST rate for solar installations in 2026?

Solar panels and modules attract 12% GST. Inverters, mounting structures, and other components attract 18% GST. Installation services attract 18% GST. Composite contracts may be treated differently, consult your CA and refer to the latest CBIC guidance at cbic-gst.gov.in.

How many quotes should I send before visiting the site?

You can send a preliminary quote based on consumption data and satellite roof assessment, but always add: "This is a preliminary quote based on available data. Final quote to be confirmed after site survey." Never commit to a price before you have visited the site, as roof shadow, shading, and structural factors can significantly change system design and cost.

How long should a quote stay valid?

30 days is the industry standard for residential quotes. For commercial quotes above ₹20 lakh, 15 days is safer given more volatile material prices. State the expiry date explicitly, "valid until 5 July 2026" is clearer than "valid for 30 days."