AMC Quotation Format for AC, CCTV, RO and Electrical Service (Free Excel and Word)
An AMC quotation is the document a service business sends before an annual maintenance contract is signed: it lists the equipment to be covered, the type of contract, the number of preventive visits, the price per unit for the year, GST and the terms. Below is a free AMC quotation format in Excel and Word that you can download and send today. The Excel version works out the subtotal, CGST and SGST or IGST, and the total for you. Both include ready scope lines for air conditioners, CCTV, water purifiers (RO) and electrical maintenance.
This guide is for businesses that sell AMCs on AC units, CCTV systems, RO plants, electrical installations and similar equipment, and want a quotation that looks professional and leaves no room for an argument later about what was included.
Download the AMC quotation format (free, no sign-up)
- AMC quotation format in Excel (.xlsx): totals and GST calculate, contract type and state are drop-downs, prints on one page width
- AMC quotation format in Word (.docx): the same layout with fields in square brackets to replace
The equipment rows in both files are an illustration, not market rates. Replace them with your own.
What an AMC quotation format should include
Most disputes over an AMC come from something the quotation left vague: which units were covered, whether parts were included, or how many visits the customer was promised. A good quotation settles all of that before the customer signs. These are the sections the template includes:
| Section | What goes in it |
|---|---|
| Your details | Business name, address, GSTIN, phone and email |
| Quotation details | Quotation number, date and how long the price is valid |
| Customer and site | Billing name and address, the customer's GSTIN if registered, and the site where the equipment is installed |
| Contract terms | Contract type, start and end dates, and preventive visits per year |
| Equipment covered | One row per unit or group of identical units: equipment, make, model, serial number, location, quantity, rate per unit per year and amount |
| Totals and GST | Subtotal, any discount, taxable value, CGST and SGST or IGST, and the total |
| Scope of work | What each visit includes, what a breakdown call covers, and whether spare parts are included |
| Not included | The exclusions, stated plainly |
| Terms | Payment terms, breakdown response time if you commit to one, and how renewal is priced |
| Acceptance | Space for the customer's signature and yours |
Why the serial number matters
Writing "4 AC units" on a quotation is how a provider ends up servicing a fifth unit the customer installed in month six. List the make, model and serial number of every unit, and its location on the site. If a unit is replaced during the year, the serial number tells you whether the new one is covered.
Why the contract type has to be on the quotation
The contract type decides who pays for spare parts. A comprehensive AMC usually includes parts; a non-comprehensive AMC usually covers labour and visits while the customer pays for parts. Our guide to AMC types and AMC vs CMC explains each type and shows how the same breakdown costs the customer differently under each. Put the type on the quotation, and repeat it in the scope line about spare parts, so there is no doubt.
How the Excel AMC quotation calculates GST
The Excel template has a drop-down for whether the customer is in your state or another state. For a customer in your state it splits GST into CGST and SGST at half the rate each; for a customer in another state it charges IGST at the full rate. The GST rate sits in one cell, set to 18%, which is the general rate for maintenance and repair services under Notification 11/2017-Central Tax (Rate). Our post on GST on AMC, SAC codes and invoicing covers the rate, the SAC code for each type of equipment, and which tax applies to a customer in another state. Confirm the rate and code for your equipment with your CA.
Here is the illustration the template ships with. The numbers are chosen to show the arithmetic, not market rates.
| Equipment (illustration) | Qty | Rate per unit per year | Amount |
|---|---|---|---|
| Split AC 1.5 ton, reception | 2 | Rs 2,800 | Rs 5,600 |
| Split AC 1.5 ton, doctor's cabin | 1 | Rs 2,800 | Rs 2,800 |
| Cassette AC 3 ton, waiting hall | 1 | Rs 4,500 | Rs 4,500 |
| Subtotal | Rs 12,900 | ||
| CGST at 9% (customer in your state) | Rs 1,161 | ||
| SGST at 9% (customer in your state) | Rs 1,161 | ||
| Total | Rs 15,222 | ||
For a customer in another state the same quotation shows IGST at 18%, Rs 2,322, and the same total of Rs 15,222. Change the drop-down and the sheet switches by itself.
A quotation is not a tax invoice. When the customer accepts, the invoice you raise must carry the details that rule 46 of the CGST Rules lists, such as the SAC code and the place of supply. Keeping the quotation in the same layout makes that invoice quick to prepare.
Scope lines for AC, CCTV, RO and electrical AMC quotations
The scope of work is the part customers read most closely. Both files carry the example lines below, which you copy into the quotation and then edit to match what your technicians actually do on a visit. They are a starting point, not a technical checklist; follow the equipment manufacturer's service guidance for the work itself.
AC AMC quotation format
- Filter cleaning on every visit
- Cleaning of indoor and outdoor units
- Check of cooling performance and gas pressure
- Gas top-up or refill: state whether included or charged
CCTV AMC quotation format
- Cleaning of camera lenses and housings
- Check of camera angles and focus
- Check that the DVR or NVR is recording and storing footage
- Check of cables, connectors and power supplies
AMC quotation format for a water purifier (RO)
- Check of filters and membrane
- TDS check of input and output water
- Filter and membrane replacement: state whether included or charged
- Check for leaks in pipes and fittings
Electrical AMC quotation format
- Inspection of distribution panels and switchgear
- Tightening of loose terminations
- Earthing check
- Replacement of failed components: state whether included or charged
Whatever the equipment, add two more lines: what a breakdown call covers (labour, and whether parts are included), and a short "Not included" list. The template's default exclusions are damage from misuse, power fluctuation, fire or water; shifting or reinstalling units; and civil, plumbing or electrical work outside the equipment.
Five mistakes that cause AMC disputes later
- A count instead of a list. "Service of all ACs" invites an argument when the customer adds units. List each one.
- No contract type. If the quotation does not say whether parts are included, the customer will assume they are.
- No visit count. Write the number of preventive visits per year. The template spreads them evenly from the start date, so 4 visits a year means one every 3 months.
- No validity date. A quotation without one can be accepted months later at an old price. The template defaults to 30 days.
- No renewal terms. Say how the next year will be priced, so the renewal conversation does not start from zero.
From quotation to contract
Once the customer signs, the quotation becomes the contract you have to deliver for twelve months: every visit on time, every breakdown checked against what was agreed, and a renewal raised before the end date. That is where a spreadsheet starts to slip, because the information you quoted ends up spread across a sheet, a calendar and WhatsApp.
The template was built so its fields match the contract record in Fuzen AMC Hub. Each AMC Hub contract stores the contract type (comprehensive, non-comprehensive, labour only or warranty extension), the customer and site, the equipment covered, start and end dates, the value before GST, visits per year and payment terms, so a signed quotation carries straight across. Saving the contract builds its visit schedule: 4 visits a year gives one visit every 3 months from the start date. The AMC Hub contracts guide walks through the form.
From there AMC Hub lists the visits due this month and the overdue ones, marks a breakdown call on a live contract as covered and one out of contract as chargeable, raises the contract invoice with GST from your settings rate, and lists contracts expiring in the next 30 days so you can renew them with a price change.
Track every AMC after it is signed
Fuzen AMC Hub keeps your contracts, visit schedules, breakdown calls, invoices and renewals in one place. See how AMC Hub works.
Frequently asked questions
What is an AMC quotation?
An AMC quotation is the price offer a service business sends before an annual maintenance contract is signed. It lists the equipment to be covered, the contract type, the number of preventive visits, the price for the year, GST and the terms, and it becomes the basis of the contract once the customer accepts it.
How do I write a quotation for AMC services?
Start with your details and the customer's, then list every unit with its make, model, serial number and location. Add the contract type, the contract period and the visits per year, price each unit for the year, add GST, and finish with the scope of work, exclusions, payment terms, validity and a signature block. The free Excel and Word templates on this page follow that order.
Is GST charged on an AMC quotation?
The quotation should show the GST the customer will pay, so the total is clear. GST is charged on the tax invoice you raise once the contract is accepted. The general rate for maintenance and repair services is 18%, split as CGST and SGST for a customer in your state or charged as IGST for a customer in another state.
Can I use the same AMC quotation format for AC, CCTV and RO?
Yes. The layout is the same; only the scope lines change. Both templates include example scope lines for air conditioners, CCTV, water purifiers and electrical maintenance that you copy and edit.
How long should an AMC quotation be valid?
There is no fixed rule. The template defaults to 30 days, which stops a customer accepting an old price months later. Change it to suit your business.
What should not be included in an AMC?
That is your decision, but write it down. Common exclusions are damage from misuse, power fluctuation, fire or water, shifting or reinstalling units, and work outside the equipment itself. On a non-comprehensive AMC, spare parts are usually charged separately.
