A good solar quotation format for an Indian rooftop project covers 16 things: customer and site details, system size and expected generation, an itemised bill of materials, a price breakup with GST, the subsidy and net cost, payment terms, timeline, warranties, AMC, exclusions, net metering responsibility and validity. Below you get each section, a template you can copy, and the mistakes that quietly lose deals.
Most rooftop customers compare two or three quotes on their phone, often late at night and often with family members who were not at the site visit. The quote that is clearest usually wins, not the cheapest one. A structured quotation also protects you: when every item, rate and exclusion is written down, there is little left to argue about at handover.
Why the solar quotation format matters more than the price
A one-line quote like "3 kW on-grid system, ₹1.9 lakh all inclusive" tells the customer almost nothing. They cannot see which modules they are getting, whether the price includes GST, what happens with the subsidy, or who deals with the DISCOM. So they fall back on comparing the only number they can see, and you end up in a price war.
A detailed rooftop solar quotation changes the conversation. The customer sees make, wattage and warranty for each component, and can tell why your number differs from the next installer's. It also answers most of their questions before they call you.
The 16 sections of a professional solar proposal format
1. Customer and site details
Name, address, phone, electricity consumer number, DISCOM, sanctioned load, connection type (single or three phase) and average monthly units from recent bills. Add roof type (RCC, tin shed), usable shadow-free area and roof height. MNRE's rooftop FAQ puts the need at about 10–12 sq m of shadow-free area per kWp, so note the measured area here.
2. System size and generation estimate
State the DC capacity (for example, 3.3 kWp using six 550 Wp modules) and the inverter AC rating. Then give an estimated yearly generation in units, with the assumption behind it. MNRE says 1 kWp can generate 4 to 5.5 units on a clear sunny day; the yearly average is lower once you account for cloudy days, monsoon, dust and losses, and it varies by location. Give a range rather than one optimistic number. If you need help sizing, see how to calculate system size from an electricity bill.
3. Bill of materials (BOM)
This is where most quotes are weakest. List each item with make, model, quantity and specification:
- Solar modules: manufacturer, model, wattage (Wp), technology (mono PERC, TOPCon, bifacial), quantity, and whether the model is on MNRE's ALMM List-I. For PM Surya Ghar subsidy projects, state clearly that the modules are DCR (made in India using Indian-made cells), because the scheme guidelines deny subsidy without DCR modules.
- Cells: from 1 June 2026, net-metering projects commissioned on or after that date need modules with cells from ALMM List-II, subject to MNRE's case-by-case extensions. Mention the cell source on the quote.
- Inverter: make, model, AC rating, phase, number of MPPTs, and monitoring (Wi-Fi or GSM). For subsidy projects, use an inverter from the list MNRE enlists for the scheme.
- Mounting structure: material (hot-dip galvanised steel or aluminium), coating thickness, height above roof, and wind-load design basis.
- DC and AC cables: type, size and approximate length, plus conduits and trays.
- Balance of system: ACDB and DCDB with SPDs, MCBs or isolators, and connectors.
- Earthing: number of earth pits (typically separate pits for DC, AC and the lightning arrestor), electrode type and chemical compound.
- Lightning arrestor: type and mounting height.
- Meters: whether the net meter and solar generation meter are in your scope or the DISCOM's.
4. Price breakup with GST
Show the taxable value, the GST worked out separately, and the total. Since 22 September 2025, the GST rate on solar power generators, solar power-based devices and PV cells/modules is 5% (down from 12%), following the 56th GST Council meeting. The rate notification also keeps the deemed 70:30 split: when these goods are supplied along with installation and other services, 70% of the gross value is treated as goods and 30% as services.
| Component | Share of value | GST rate | Effective contribution |
|---|---|---|---|
| Goods (deemed) | 70% | 5% | 3.5% |
| Services (deemed) | 30% | 18% | 5.4% |
| Blended rate on the contract | 100% | — | 8.9% (was 13.8% at 12% on goods) |
Example: an illustrative 3 kW contract priced at ₹1,80,000 before tax. Goods: ₹1,26,000 × 5% = ₹6,300. Services: ₹54,000 × 18% = ₹9,720. Total GST = ₹16,020, so the invoice value is ₹1,96,020. This figure is only for the arithmetic, not a market rate; for what drives real prices, see rooftop solar cost per kW in India.
5. Subsidy line and net cost
For residential projects under PM Surya Ghar: Muft Bijli Yojana, the central subsidy (as of September 2026) is ₹30,000 per kW for the first 2 kW and ₹18,000 for the third kW, capped at ₹78,000 for 3 kW and above (higher rates apply in special category states). Under the standard route the customer pays you in full and the subsidy reaches their bank account after installation, DISCOM inspection and commissioning. So your quote should show:
- Total price including GST: ₹1,96,020
- Less: expected central subsidy (paid to customer's account later): ₹78,000
- Effective net cost to customer: ₹1,18,020
Add any state top-up subsidy only if you have confirmed it for that DISCOM. Our solar subsidy and savings calculator gives quick figures, and the PM Surya Ghar subsidy guide covers eligibility. MNRE has said the scheme runs until 31 March 2027, so check the portal for the latest rules before promising anything.
6. Payment terms and milestones
Tie each payment to a visible milestone, for example: booking advance, balance on material delivery, and final payment on installation. If the customer is taking a scheme loan, say who handles the loan paperwork and when the bank disburses.
7. Timeline
Separate what you control (material delivery, installation days) from what you don't (DISCOM feasibility, net meter installation, inspection). Give realistic ranges and say that DISCOM steps depend on the DISCOM.
8. Warranties
Customers often confuse these, so list them separately:
| Warranty type | What it covers | Given by | Typical term (check datasheet) |
|---|---|---|---|
| Module product warranty | Manufacturing defects in the panel | Module OEM | Often 10–15 years; some offer more |
| Module performance warranty | Minimum output after X years (degradation) | Module OEM | Often 25–30 years, linear |
| Inverter warranty | Inverter replacement or repair | Inverter OEM | Often 5–10 years, sometimes extendable |
| Workmanship / system warranty | Installation quality, structure, wiring, leaks from fixing | You, the installer | Your choice; state it clearly |
Write the exact terms from the OEM datasheet rather than typical ones.
9. AMC and CMC
For PM Surya Ghar projects, the scheme guidelines require registered vendors to provide free repairs and maintenance for five years from commissioning under a Comprehensive Maintenance Contract. Spell out what the CMC includes (visits per year, cleaning or not, response time) and what a paid AMC costs after that.
10. Net metering responsibility
State who files the application, who pays the DISCOM fees and meter cost, and what documents the customer must provide. The process differs by state; see our net metering process guide.
11–16. Exclusions, terms and sign-off
- Exclusions: civil work, extra structure height, extra cable beyond a stated length, sanctioned load increase fees, DISCOM charges, and anything else you won't cover.
- Customer responsibilities: roof access, water point for cleaning, storage space for material.
- Validity: a clear date, and which prices can change after it.
- Cancellation and refund terms.
- Company details: GSTIN, vendor registration details, contact person.
- Acceptance: signature or written confirmation, with date.
Solar quotation template you can copy
Use this order for every rooftop solar quotation so your team never misses a section:
- Quote number, date and validity date
- Customer name, address, consumer number, DISCOM, sanctioned load, phase
- Last 12 months' units (or average) and current monthly bill
- Roof type, shadow-free area, site photos or layout
- Proposed DC kWp, inverter AC kW, number and wattage of modules
- Estimated yearly generation (range) and the assumptions used
- BOM: modules (make, model, Wp, ALMM, DCR), inverter, structure, cables, ACDB/DCDB, earthing, lightning arrestor, meters
- Taxable value, GST (70% at 5% + 30% at 18%), total
- Expected subsidy, and effective net cost
- Estimated monthly savings and simple payback (labelled as an estimate)
- Payment milestones
- Timeline: installation vs DISCOM steps
- Warranties: module product, module performance, inverter, workmanship
- CMC / AMC scope and duration
- Net metering: who does what, fees included or excluded
- Exclusions, customer responsibilities, cancellation, acceptance
How to make a solar quotation that wins: common mistakes to avoid
- Vague BOM. No make, model or wattage makes the customer assume the worst.
- Subsidy shown as a discount. If the customer expects to pay ₹1.18 lakh and you then ask for ₹1.96 lakh, you lose trust at the worst moment.
- Missing DCR or ALMM details on a subsidy project. If the modules don't qualify, the subsidy can be rejected, and the customer will blame you.
- Over-promising generation. Quoting the clear-sky figure for all 365 days sets up a complaint in the first monsoon.
- Wrong GST. A flat 5% or the old 13.8% makes your numbers look careless.
- No exclusions. Extra cable runs and higher structures become arguments at handover.
- No validity date. If component prices move, you are stuck honouring an old number.
- Slow follow-up. Sending the quote three days after the site visit gives competitors time to reach the customer first.
Why mobile proposals beat a solar quotation PDF on WhatsApp
Most installers send a solar panel quotation as a PDF on WhatsApp. It works, but it has real limits:
- Hard to read on a phone. A multi-page A4 PDF means pinching and zooming through tables. Many customers look at page one and stop.
- You can't see if it was opened. Blue ticks show the message was read, not that anyone looked at the price breakup.
- Every change means a new file. Change the system from 3 kW to 4 kW and you send "Quote_v3_final_new.pdf", and the family now has three versions to compare.
- Forwarding loses context. When the customer forwards it to a son or daughter in another city, they get a document with nobody there to explain it.
A mobile proposal link fixes most of this: it fits a phone screen, shows subsidy and savings visually, can be updated behind the same link, and tells you when it was opened so you can follow up at the right time. Tools like PitchSun build this kind of proposal from your site data and share it straight to WhatsApp. Whatever you use, keep the 16 sections above; the solar quotation format matters more than the file type.
Frequently asked questions
What should a rooftop solar quotation include?
Customer and site details, system size with an estimated yearly generation, a bill of materials with make, model and quantity for each item, a price breakup with GST, the subsidy line and net cost, payment milestones, timeline, warranties, AMC, exclusions, who handles net metering, and how long the quote is valid.
What is the GST on a rooftop solar system in India?
From 22 September 2025, solar power generators and PV modules are taxed at 5%. When you supply the system together with installation, GST rules treat 70% of the contract value as goods at 5% and 30% as services at 18%, which works out to about 8.9% of the total. Confirm the treatment for your contracts with your CA.
Should the PM Surya Ghar subsidy be deducted from the quoted price?
Usually not. Under the standard route, the customer pays the full amount and the subsidy is credited to their bank account after installation and DISCOM inspection. Show the subsidy as a separate line below the total and then show the effective net cost.
Is a PDF quotation good enough to send on WhatsApp?
It works, but a multi-page PDF is hard to read on a phone and you cannot tell whether the customer opened it. A mobile-friendly proposal link is easier to read, can be updated without resending, and shows you when it was viewed.
How long should a solar quotation be valid?
Most installers keep validity short, commonly 7 to 15 days, because module prices, GST and subsidy rules can change. State the validity date clearly and say which parts of the price can change after it.
Sources
- PIB — GST on Renewable Energy Devices Rationalised to 5% (56th GST Council, effective 22 September 2025)
- PIB — FAQs on the decisions of the 56th GST Council (renewable energy devices, batteries)
- CBIC — Notification No. 9/2025-Integrated Tax (Rate), Schedule I entry on renewable energy devices with 70:30 explanation
- MNRE — Guidelines for PM-Surya Ghar: Muft Bijli Yojana (CFA rates, DCR requirement, 5-year CMC)
- PIB — PM Surya Ghar Muft Bijlee Yojana: subsidy of ₹30,000, ₹60,000 and ₹78,000
- PIB — No blanket extension of ALMM List-II beyond 1 June 2026 (net-metering projects; scheme end date)
- PIB — ALMM mandate for solar PV cells from 1 June 2026 remains unchanged
- MNRE — Approved List of Models and Manufacturers (ALMM)
- MNRE (via PIB) — Frequently Asked Questions on Solar Rooftop (area and generation per kWp)