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Wedding Florist Quotation PDF: Arrangements, Delivery and Hire Items

September 26, 2026

A wedding florist quotation PDF should turn a design discussion into an identifiable list of arrangements and services. The couple needs to see which items are included, how many are supplied and what delivery or setup costs add to the price.

Use the quote PDF generator to create item rows for the agreed design. Keep reference images or detailed mood boards with the project record, and use concise written descriptions in the quotation to explain the price.

Confirm the event and the arrangement list

Include the customer details, event date, venue and quotation reference. If flowers go to several locations, identify each delivery point and the items intended for it. A ceremony venue, reception venue and getting-ready address may need different arrangements and times.

List personal flowers, ceremony displays and table arrangements separately where their quantities or specifications differ. A description such as “six low table arrangements in the agreed white-and-green palette” gives a clearer reference than “reception flowers”.

Describe design choices and substitutions

Identify the agreed style, approximate size and any specific flowers or colours that are central to the design. If availability may require a substitution, explain the approval process and how the overall design or price will be affected.

A broad substitution note should not contradict a promise that one particular flower is guaranteed. Keep the quotation consistent with what you can supply and what the customer has accepted. Record the final design reference so later revisions can be traced.

Worked wedding flower quotation

The amounts below are illustrative USD prices before tax. They are a format example rather than a guide to floral market prices.

Item or serviceQuantityRate (USD)Amount (USD)
Bridal bouquet, agreed design1120120
Bridesmaid bouquets360180
Low table arrangements645270
Delivery and setup at the agreed venue19090
Total before tax660

The bouquet charges total USD 300, table arrangements total USD 270, and delivery and setup add USD 90. The overall quotation is USD 660. Increasing the table count from six to eight would add USD 90 at the same unit price, before any separately agreed effect on delivery or setup.

Keep hired items distinct from purchased flowers

Vases, stands and other display items may be hired rather than sold. Identify that status clearly and explain the collection or return arrangement. A hire item should not be described as something the customer owns after the event unless that is the actual agreement.

If a refundable security amount is part of the arrangement, distinguish it from the hire fee and show how it affects the amount requested. Avoid presenting a refundable amount as another flower purchase. Keep the return conditions in the agreed terms.

Define delivery, setup and later changes

State the delivery window, venue access assumptions and what setup includes. Clarify whether relocating arrangements between ceremony and reception, returning later to collect hired items or removing displays is included.

Add the date by which final table counts or other quantities must be confirmed. Explain how later changes are reviewed. A quotation should identify the current agreed quantities, not mix an old guest count with a revised total.

Prepare the final customer copy

Review the event date, locations, arrangement counts, design references and currency. Check the total against the selected items and make any payment stages clear. Generate the quotation, save it as a PDF and reopen it before sending.

When an invoice is due, use the invoice PDF generator for the agreed charges and reference the accepted quotation. Reconcile any payment already received so the requested balance is understandable.

Frequently asked questions

Should hired vases be included in the flower description?

Identify them explicitly as hire items and give their return arrangement, even if they appear within a package.

What if the number of tables changes?

Update the quantity, review any related service changes and issue a consistent revised quotation before acceptance.

Create a wedding florist quotation PDF with a clear arrangement list and event scope.

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