Quotation Offer Letter Template for Belgium

A formal business document governed by Belgian law that presents a detailed commercial offer for products, services, or a combination thereof. The document includes specific pricing, terms, and conditions that constitute a binding offer when accepted. It must comply with Belgian commercial law requirements, including those specified in the Belgian Civil Code and Code of Economic Law, particularly regarding price transparency, offer validity periods, and essential terms. The document serves as a pre-contractual instrument that can form the basis of a binding contract upon acceptance by the recipient.

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What is a Quotation Offer Letter?

The Quotation Offer Letter is a fundamental business document used in Belgian commercial practice when a company wishes to make a formal offer to provide goods or services to a potential customer. It serves as a critical pre-contractual document that, under Belgian law, can constitute a binding offer once accepted by the recipient. The document must comply with Belgian legal requirements, including those set forth in the reformed Civil Code of 2019 and the Code of Economic Law, particularly regarding price transparency and offer validity. It typically includes detailed specifications, pricing, delivery terms, payment conditions, and validity period. The Quotation Offer Letter is particularly important in Belgian business practice as it often forms the foundation for subsequent commercial relationships and can be used as evidence of the agreed terms in case of future disputes.

What sections should be included in a Quotation Offer Letter?

1. Company Information Header: Official company letterhead including full legal name, registration number, VAT number, and registered address as required by Belgian law

2. Recipient Details: Full name and address of the recipient, including their company details if applicable

3. Reference Information: Quote reference number, date, and validity period of the offer

4. Subject Line: Clear identification of the document as a quotation and brief description of the goods/services

5. Introduction: Brief opening paragraph thanking for the inquiry and confirming the scope of the quotation

6. Scope of Supply: Detailed description of goods/services being offered, including specifications and quantities

7. Pricing Details: Clear breakdown of prices, stating whether VAT is included or excluded, and currency

8. Delivery Terms: Delivery timeframes, shipping terms, and any Incoterms if applicable

9. Payment Terms: Payment conditions, including payment schedule and accepted payment methods

10. Validity Period: Clear statement of how long the offer remains valid

11. Closing: Professional closing statement with contact details for further questions

What sections are optional to include in a Quotation Offer Letter?

1. Technical Specifications: Detailed technical information when quoting for complex products or systems

2. Installation Services: When installation or setup services are part of the offer

3. Warranty Information: When specific warranty terms are being offered beyond standard terms

4. Training Provisions: When training services are included in the offer

5. Maintenance Services: When ongoing maintenance services are part of the quotation

6. Terms and Conditions: Reference to or inclusion of standard terms when necessary for complex offers

7. Volume Discounts: When offering tiered pricing based on volume

8. Project Timeline: For complex projects requiring multiple delivery phases

What schedules should be included in a Quotation Offer Letter?

1. Detailed Price Breakdown: Itemized list of all components with individual pricing

2. Technical Specifications Sheet: Detailed technical specifications and drawings if applicable

3. Terms and Conditions: Company's standard terms and conditions if referenced in the main letter

4. Service Level Agreement: For quotes involving ongoing services or maintenance

5. Product Images: Visual representations of products being quoted

6. Delivery Schedule: Detailed timeline for phased deliveries in complex projects

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents

Cost

Free to use

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