Writing a Quote in Switzerland: Required Information, Validity & Template (2026)

Writing a quote may sound like filling out a form. In reality, you are making a legally binding offer: once the customer accepts, a contract exists, even without a signature and even without a separate contract document. If you are not aware of this, you may calculate too tightly, forget to set a validity period, or confuse a quote with a non-binding cost estimate.

This guide shows you how to write a quote in Switzerland that is legally sound and professional at the same time. From the required information and the right wording to the point where the quote becomes a QR invoice.

What is a quote, and why is it binding?

Under the Swiss Code of Obligations (CO), a quote is an offer within the meaning of Art. 3 CO. This means that the person making the offer is bound by it once it reaches the recipient. The binding effect applies without the customer having to sign anything. Acceptance is sufficient.

This has two practical consequences:

You must provide the service at the stated price once the customer accepts. If you refuse afterwards, the customer may claim performance or damages.
You remain bound until the validity period you specified expires. Without an explicit deadline, a “reasonable period” applies under Art. 5 CO, which in practice may range from a few days to a few weeks depending on the industry.

That is why it is worth calculating every quote carefully and stating its validity clearly.

Quote vs. cost estimate

The terms are often used interchangeably, but legally they are two different things with very different consequences for you as the provider.

Quote (Art. 3 CO)

Binding offer at a fixed price
Customer can accept and the contract is formed
Price cannot be increased afterwards
Suitable when the scope of work is clearly defined

Cost estimate (Art. 375 CO)

Non-binding estimate of expected costs
Final price may vary, with a tolerance of around 10%
If the estimate is disproportionately exceeded, the customer may withdraw
Suitable when the effort is variable, for example renovations

Rule of thumb: if the scope is clear, write a quote. If the effort is difficult to estimate, for example for a renovation or an exploratory consulting engagement, a cost estimate is the safer choice. Make sure you label the document accordingly. If you call it a “cost estimate” but list a fixed price underneath, you may still be treated as having made a binding offer in the event of a dispute.

Required information in a quote

Swiss law does not provide a formal checklist for quotes. However, the following information follows from general contract law (Arts. 1–10 CO) and common practice. It makes the quote legally clearer and helps avoid questions:

The more specific your description of services, the less room there is for discussion afterwards. “Build website” is too vague. “Website redesign, 5 pages, responsive, incl. 2 feedback rounds” gives both sides clarity.

How to set the validity period correctly

The validity period determines how long you are bound by your offer. In practice, 30 days is the common Swiss standard, although 14 or 60 days are also used depending on the industry and project.

If you do not set a deadline, Art. 5 CO applies: the quote remains valid for a “reasonable period”. What counts as reasonable depends on the circumstances, but this is not a question you want to leave to a court. So always state the validity period explicitly.

Tip: If you want to retain flexibility, you can add wording such as “subject to change” or “non-binding offer”. Under Art. 7 para. 1 CO, this makes the offer non-binding, so you are not automatically bound if the customer accepts. Use this wording deliberately, however, because a non-binding quote can feel less convincing than a clear, binding offer.

You can also include a right of revocation in an otherwise binding quote: “This quote is valid until [date]. The right to revoke is expressly reserved.” This keeps the quote binding while giving you a way to withdraw if, for example, your purchase prices change.

VAT on the quote

If you are subject to VAT, from CHF 100,000 in worldwide annual turnover, you should show the tax rate and amount separately, just as you would on an invoice. The current rates are 8.1% standard rate, 2.6% reduced rate and 3.8% special rate for accommodation.

The same rule applies to quotes if you use the net tax rate method: you still show the regular VAT rate, not your net tax rate. You can find an overview in our VAT guide.

If you are not subject to VAT, a short note is recommended: “Prices excl. VAT, company exempt from VAT.” This helps avoid questions.

Terms and conditions: when and how to include them

If you have General Terms and Conditions, they must be explicitly referenced in the quote or attached to it. Referring to them only later on the invoice is not enough. The customer must be able to review the terms before accepting the offer.

A common wording is: “Our General Terms and Conditions apply (see attachment / available at [URL]).” Once the customer accepts the quote, the terms become part of the contract.

From quote to QR invoice

The clean workflow after acceptance is:

Receive the customer’s confirmation, by email, verbally or by signature
Provide the service
Convert the quote into an invoice, ideally with one click in your invoicing software so that line items, prices and customer data are carried over automatically
Send the QR invoice and wait for payment

With Infinity, you create quotes in a visual editor, including Instant Fill, which uses AI to suggest line items and prices. After acceptance, the quote becomes a QR invoice with one click: customer data, line items and VAT calculations are carried over automatically, while the accounting runs in the background.

You can find all legal requirements for a Swiss invoice, including mandatory information, QR payment section and VAT disclosure, in our complete invoicing guide.

Keeping quotes

Quotes are business documents and are subject to a ten-year retention obligation under Art. 958f CO. Digital or physical storage is permitted as long as the documents remain accessible and are stored without alteration.

If you use invoicing software with integrated quote management, this is handled automatically: every quote you create is stored and remains accessible throughout the statutory retention period.

Try Infinity free for 14 days. Unlimited quotes and invoices, no credit card required.

Frequently asked questions

Is a quote binding without the customer’s signature?

Yes. Under Art. 3 CO, a quote is binding once it reaches the recipient. The customer does not have to sign anything. Their acceptance, including by email or verbally, is enough to form a contract.

How long is a quote valid if I do not specify a deadline?

Without an explicit deadline, Art. 5 CO applies: the quote remains valid for a “reasonable period”. What is reasonable depends on the industry and circumstances. In practice, this is often a few days to a few weeks for services. To avoid uncertainty, it is best to state the validity period explicitly. Thirty days is a common standard.

Can I revoke a quote after I have sent it?

As a rule, not while the validity period is running, unless you included a revocation clause in the quote or marked the offer as non-binding. Without such a reservation, you remain bound until the deadline expires or the customer rejects the offer.

Can the final price exceed a cost estimate?

Yes, but only within reasonable limits. A tolerance of around 10% is commonly used as a rule of thumb. If the estimate is disproportionately exceeded, the customer has the right to withdraw from the contract under Art. 375 CO, even while work is in progress. With a binding quote, by contrast, the price is fixed.

Do I have to show VAT on the quote?

If you are subject to VAT, yes. The tax rate and amount should be shown separately. This is not regulated as strictly for a quote as it is for an invoice, where it is relevant to input tax deduction, but it avoids misunderstandings about the final price and makes the transition to the invoice easier.

How long do I need to keep quotes?

Ten years from the end of the financial year in which the quote was created, under Art. 958f CO. Digital and physical documents are treated equally.