# Free chauffeur quote template (Word and PDF) > A free chauffeur and limousine quote template in Word and PDF, with what a quote must include, how long it should stay valid and which terms to put on it. URL: https://odobase.com/blog/chauffeur-quote-template Published: 2026-10-15 Author: The Odobase team, Product team at EqualPixels Technologies Tags: chauffeur, quotes, templates Last updated: 2026-10-15 ## The short answer A chauffeur quote states the trip (date, pickup, drop-off, stops, passengers, luggage, flight number and vehicle class), a price broken down into base fare, surcharges, extras and tax, a validity date, and your cancellation and waiting terms, with a place for the customer to accept. Download the free Word and PDF template below. When a customer asks "how much?", the quote you send is your sales pitch, your price list and your contract in one document. A clear quote wins the booking and prevents arguments later about waiting time, cancellations and extras. This guide covers what a chauffeur quote should include, how long it should stay valid, and the terms worth putting on it, with a free Word and PDF template. ## What should a chauffeur quote include? A good quote answers every question the customer would otherwise call back to ask: - **Your details and the quote's:** company name, address and tax ID, a quote number, the quote date and a validity date. - **The customer:** name, company if they book for one, phone and email. - **The trip:** date and pickup time, the service (transfer, airport transfer, hourly or day hire), the pickup and drop-off addresses, any stops on the way, the number of passengers and suitcases, the flight number for an airport pickup, and the vehicle class. - **The price:** the base fare, each surcharge, each extra, the tax and the total. - **The terms:** validity, cancellation, waiting time and payment. - **Acceptance:** a place for the customer to sign and date, or clear instructions for how to accept. Passengers and luggage matter more than they look. Three passengers with five large suitcases need a bigger vehicle than three with hand luggage, and the quote is where you catch that. ## How do you price the trip on the quote? Use the same price list for every quote, so two customers asking for the same trip get the same answer. Start from the base fare for the service and vehicle class, or a fixed route price between two zones, then add the surcharges that apply (night, weekend, airport fee, last minute) and the extras the customer asked for, such as a child seat or a meet and greet. Show each one on its own line. A customer who sees "Surcharge: night pickup (20% of the base fare)" understands the price; one who sees only a total starts to shop around. For building the rates behind the quote, see our [chauffeur price list template](https://odobase.com/blog/chauffeur-price-list-template) and our guide to [calculating chauffeur fares](https://odobase.com/blog/chauffeur-fare-calculation). ## How long should a quote stay valid? Long enough for the customer to decide, short enough to protect you. For most transfers, 7 to 14 days works. For a busy date, a large group or a long day hire, keep it shorter, because the vehicle you are quoting may be booked by someone else in the meantime. Put the validity date near the top, and repeat it in the terms: "This quote is valid until the date above. After that date the price may change." ## Which terms belong on a chauffeur quote? The template carries four, which cover the arguments that come up most: - **Cancellation.** Say what a cancellation costs and when: for example free up to 24 hours before pickup, half the fare between 12 and 24 hours, and the full fare within 12 hours or for a no-show. - **Waiting time.** State the free waiting time and what happens after it: for example 15 minutes free, or 60 minutes at airports counted from the booked pickup time, then a charge for each started block of 15 minutes. - **Payment.** When and how you expect to be paid: on invoice within 14 days, in advance, or on the day. - **Validity.** The date after which the price can change. The cancellation and waiting figures in the template are examples. Use the terms you actually apply, and keep them the same on your website, your quotes and your invoices. ## Download the template - [Word](https://odobase.com/templates/en/chauffeur-quote-template.docx): replace the placeholders, adjust the price lines and send it as a PDF. - [PDF](https://odobase.com/templates/en/chauffeur-quote-template.pdf): a print-ready example of the layout. The template's figures are examples in no particular currency. Spanish, French, Italian and Arabic versions are also available: [Spanish](https://odobase.com/templates/es/chauffeur-quote-template.docx), [French](https://odobase.com/templates/fr/chauffeur-quote-template.docx), [Italian](https://odobase.com/templates/it/chauffeur-quote-template.docx) and [Arabic](https://odobase.com/templates/ar/chauffeur-quote-template.docx). ## How does Odobase send quotes customers accept from their phone? A Word quote works until you send several a day and have to chase each one by email to find out whether the customer said yes. With Odobase's [booking form](https://odobase.com/features/booking-form), customers ask for a quote from your website, a link or a QR code, and the request lands in your leads. For trips the form can price on its own, it shows a live price from your [price list](https://odobase.com/features/price-list). Otherwise your office prices the trip and sends a quote by email or WhatsApp. The customer opens it on their phone and accepts or declines it there, and a PDF of the quote comes in their language, under your logo. Customers with an account also find their quotes in the [customer portal](https://odobase.com/features/customer-portal). See how it fits a [chauffeur and limousine business](https://odobase.com/industries/chauffeur-limousine). ## Frequently asked questions ### How long should a chauffeur quote be valid? Usually 7 to 14 days for an ordinary transfer, and shorter in peak season or for a date that is filling up. Always print the validity date on the quote, so the customer knows the price will not hold forever. ### Should a quote show the price breakdown or only the total? Show the breakdown. Base fare, each surcharge, extras and tax on separate lines let the customer see why a night pickup or an airport fee costs more, and they make the quote easier to compare and approve. ### Is a signed quote a contract? An accepted quote usually forms the agreement for that trip, which is why it should carry your cancellation, waiting and payment terms. The rules differ by country, so ask a local adviser if a quote is large or unusual. ## Written by The Odobase team, Product team at EqualPixels Technologies. We build Odobase, fleet management software for car rental, chauffeur and transport companies, and write about what we learn from the fleets that use it. [About Odobase](https://odobase.com/about) ## More from the blog - [Chauffeur price list template: how to build your rate grid](https://odobase.com/blog/chauffeur-price-list-template) - [Car rental booking spreadsheet: free Excel template](https://odobase.com/blog/car-rental-booking-spreadsheet) - [Free car rental invoice template (Excel, Word and PDF)](https://odobase.com/blog/car-rental-invoice-template) [See all guides](https://odobase.com/blog)