Pricing List Template

In plain language: Identifies the company issuing the pricing list — legal name, trading name, address, and contact for pricing inquiries.

Common mistake: Using only a trading name rather than the registered legal entity name. If a dispute arises over a quoted price, the enforcing party must be the legal entity — not a brand.

In plain language: States the date from which prices take effect and the date on which they expire or become subject to revision, protecting both parties from price-change disputes.

Common mistake: Omitting an expiry date entirely. Without one, a buyer may argue that a quoted price is indefinitely binding — particularly for services with long delivery cycles.

In plain language: Lists each product or service with a unique identifier, a clear description, and the unit of measure so there is no ambiguity about what is being priced.

Common mistake: Using ambiguous descriptions like 'consulting services' or 'standard package' without specifying scope. Vague descriptions are the most common source of pricing disputes when deliverables differ from expectations.

In plain language: Sets out the price for each item at each quantity level, making it unambiguous what a buyer pays based on how much they order.

Common mistake: Failing to state the minimum order quantity alongside tiered prices. Buyers often attempt to claim the lowest tier price on a single-unit order, citing only the price table.

In plain language: Specifies the currency in which prices are denominated and whether listed prices include or exclude applicable taxes, customs duties, or import fees.

Common mistake: Stating prices without clarifying tax inclusion. A buyer in a different jurisdiction may assume prices are tax-inclusive; an unexpected tax line on the invoice creates disputes and erodes trust.

In plain language: Documents any standing discounts available to specific customer categories — trade accounts, loyalty tiers, early-payment discounts — and the conditions required to qualify.

Common mistake: Documenting discounts in email exchanges rather than in the pricing list itself. Informal discount commitments become binding in many jurisdictions but are hard to track, audit, or revoke consistently.

In plain language: States when payment is due, acceptable payment methods, and the consequences — interest, suspension of supply — for late or missed payments.

Common mistake: Referencing payment terms only on the invoice and not in the pricing list. Buyers who sign purchase orders referencing the pricing list may argue that the invoice terms were never agreed.

In plain language: Explains how and when goods or services will be delivered, who bears the cost and risk of shipping, and what lead times the buyer should expect.

Common mistake: Omitting FOB terms on product price lists. Without them, both parties assume the other bears shipping costs and risk of loss in transit — a gap that routinely triggers disputes on high-value orders.

In plain language: Establishes that acceptance of a price from this list constitutes agreement to the seller's standard terms of sale and designates which jurisdiction's law governs disputes.

Common mistake: Attaching no conditions of sale and assuming a price list alone is a sufficient contract. Without standard terms incorporated by reference, the seller has no agreed returns policy, warranty disclaimer, or limitation of liability.

In plain language: Confirms that this pricing list replaces all prior price communications and specifies how revisions will be communicated and when they take effect.

Common mistake: Issuing updated price lists without a version number or date. Buyers and internal teams reference old versions, creating invoice disputes and contractual confusion that a simple version-control convention prevents.

A pricing list is a formal business document that sets out the prices a company charges for its products or services, along with the conditions under which those prices apply — including validity period, currency, taxes, minimum order quantities, discount eligibility, and payment terms. It functions as both a sales reference tool and a contractual basis for orders placed by buyers who accept the listed prices.

A pricing list can be legally binding when a buyer places an order referencing it and the seller accepts that order — at that point the listed price and incorporated conditions typically form a binding contract. However, a price list issued unilaterally without a buyer's acceptance is generally considered an invitation to treat rather than a firm offer in most common-law jurisdictions. Including a conditions-of-sale clause and obtaining a buyer's signature or written purchase order referencing the list strengthens enforceability considerably.

At minimum: your company name and contact details, the effective date and validity period, a description of each product or service with a unique item code, unit prices, currency and tax treatment, quantity tiers and minimum order quantities, applicable discounts, payment terms, delivery conditions, and a governing law clause. Missing any of these creates ambiguity that typically resolves in the buyer's favor in a dispute.

For businesses with commodity-linked or volatile input costs, quarterly reviews are standard. For stable service-based businesses, annual updates aligned to a fiscal year are typical. Always issue a revised list with adequate advance notice — 30 days is common for trade accounts — before new prices take effect. Surprise price changes on active orders are a frequent source of buyer disputes and can damage long-term relationships.

A pricing list is a standard schedule of prices applicable to all buyers or a defined customer category — it is not tailored to a specific transaction. A quotation is a document prepared for a specific buyer, project, or order that may reflect negotiated pricing, custom scope, or project-specific terms. Quotations typically have a shorter validity window and are more commonly treated as firm offers once accepted.

An authorized signature from a company officer is strongly recommended for pricing lists issued to trade accounts, resellers, or in response to a formal RFQ. It confirms the list is authoritative and reduces the risk of a buyer disputing whether an emailed attachment was the current or approved version. For public-facing retail price lists with no incorporated terms, a signature is less critical but still best practice.

State all prices exclusive of tax and add a clause clarifying that the buyer is responsible for all applicable taxes, customs duties, and import fees in their jurisdiction. For EU customers, include a VAT registration number if you are VAT-registered and note whether reverse charge applies to B2B sales. For Canadian customers, clarify whether GST and HST are included. Separate pricing list versions for major markets — with local currency and tax treatment — reduce confusion significantly.

Generally, a seller can revise prices for future orders with appropriate notice even within a stated validity period, provided the pricing list includes a force majeure or material cost change provision allowing early revision. However, orders already confirmed in writing at a listed price are typically protected — the seller cannot unilaterally reprice a confirmed order. This is why including a clear revision and supersession clause is critical.

A standalone pricing list is a general commercial document issued to multiple buyers as a standard rate reference. A price schedule attached to a specific contract is a negotiated exhibit that governs only that contract — it may differ substantially from the general pricing list. The attached schedule takes precedence over the general pricing list for the specific contracting parties, so any discrepancies between the two should be resolved by including a hierarchy-of-documents clause in the master contract.