Quote Guidelines

Guidelines on this page are provided to promote timely response and efficiency in the quotation process

UBC encourages suppliers to follow the guidelines when submitting a quote to their UBC contact:

  • Quotes should only be submitted when requested by a UBC representative and should be submitted directly back to that UBC representative.
  • Email quotes are only recognized if important quote checklist fields are provided (see checklist below for guidance).
  • The author of a quote submission email must have the full authority from the company to provide the scope and pricing details included.

Submission of a quote does not establish a commitment from UBC to purchase the goods or engage the services. UBC will advise of its intent to purchase the goods or services through issuance of a Purchase Order (PO). For timely payment, please ensure the invoice matches the quote.

The table below provides guidance on the information UBC should receive in a quote. Please include the below information listed under Header, Body and Footer. Although a similar format is preferred, the layout of the quote does not need to match, as long as all of the information is included.

Quote header

LetterheadThe heading at the top of a quotation. It should include a supplier logo or corporate design.
Title“Quotation / Quote” term clearly written towards the top of the page.
Full Legal Business NameThe name of the entity that appears on all official documents or legal papers.
Business AddressThe address where the company is located.
Payment Remittance ToInclude alternate name and address if the payment remittance name and address is different from the business name and address.
ContactThe contact name, position, phone and email.
Quote DateThe date when the quote was issued.
Quote Expiration DateThe date after which the quoted price is no longer enforceable.
Quote #A unique number for a quote.
Quote CurrencySupplier quote currency (e.g.: CAD, USD, Euro).
GST/PST/HST #Supplier to provide GST/PST/HST#, if applicable.
Business Registration #The nine-digit number assigned to a business, incorporated company or society by the Canada Revenue Agency (CRA).
Quote toUBC Department or Faculty contact name, address, phone and email for quote receipt.

Quote body

Payment TermsQuote should read “net 30 days,” following UBC standard payment terms.
Shipping Terms*Quote should indicate relevant Incoterms. Unless otherwise specified, all deliveries of Goods will be made on terms “DDP” (Delivered Duty Paid to a named place of destination).
Warranty Terms*Outline any assurances for repair or replacement of goods if defects are identified within a defined period of time.
Item/Part #ID # used internally by supplier to identify an item or service.
Description of goods/servicesShort item description of the goods/services quoted.
Item Unit of Measurement (UoM)Standard unit or system of units, by which a quantity is accounted for and expressed.
Item QuantityIdentifies the quantity of goods or service hours.
Unit PriceCost per unit, or hourly rate (if Service Price Model is Time & Materials).
Unit Discount*A reduction from a regular or list price for goods (e.g. education discount, promotions, CFI, etc.). CFI and Educational discounts should be calculated by good line item. Please note, lump sum amount with percentage discounts are not acceptable.
Total Amount for Individual Item= Item quantity x (Unit price – Individual item discount).

Quote footer

Electrical Certification*Indicate whether the equipment is permitted to be used in Canada, if applicable.
Installation & Training Fees*The amount quoted for providing installation and training. For non-residents performing services in Canada, please note a 15% withholding tax applies. Visit the CRA website for guidelines on how to apply for a waiver. Access to the waiver application is available here.
Total DiscountTotal discount for the entire sales order.
Shipping & Handling Fees*The amount quoted for transporting and handling of goods.
Total Amount Before TaxTotal amount prior to tax.
Sales Tax AmountTotal tax amount calculated based on applicable taxes (GST/PST/HST).
Total Amount After TaxSum of “total amount before tax” and “tax amount.”

*Applicable only when purchasing goods