Quotation Estimate Diplomat in Belgium Brussels –Free Word Template Download with AI
Quotation Reference
QTE-2025-BRU-0472
Date of Issue: 14 June 2025
Valid Until: 14 September 2025
Prepared For
European Commission – Directorate-General for Neighbourhood and Enlargement
Rue de la Loi 28, 1049 Belgium Brussels
Attn: Mr. Jean-Pierre Van den Berghe
Dear Mr. Van den Berghe,
Thank you for your request for a Quotation Estimate regarding the provision of comprehensive diplomatic protocol and international affairs support services. Diplomat, as a leading consultancy firm headquartered in Belgium Brussels, is pleased to present this detailed estimate for the services outlined below. Our team of seasoned protocol officers, multilingual interpreters, and international affairs specialists has prepared this Quotation Estimate to ensure full transparency and alignment with the operational requirements of your Directorate-General.
Operating from the heart of Belgium Brussels—the diplomatic capital of Europe and home to the European Union institutions, NATO headquarters, and over 1,800 international organisations—Diplomat brings unparalleled proximity and expertise to every engagement. This Quotation Estimate reflects our commitment to delivering world-class diplomatic services tailored to the unique demands of the Brussels international community.
Scope of Services & Itemised Costs| Ref | Service Description | Duration | Unit Rate (EUR) | Estimated Total (EUR) |
|---|---|---|---|---|
| 01 | Diplomatic protocol advisory and event coordination for bilateral and multilateral summaries hosted in Belgium Brussels | 12 months | €4,200 / month | €50,400.00 |
| 02 | On-site interpretation services (EN/FR/NL/DE) for diplomatic receptions and working sessions | 48 sessions | €650 / session | €31,200.00 |
| 03 | Security and access management for visiting Heads of State and senior diplomats in Belgium Brussels | 24 events | €1,850 / event | €44,400.00 |
| 04 | Administrative and logistical support for diplomatic missions and international delegations | 12 months | €3,100 / month | €37,200.00 |
| 05 | Protocol training workshops for junior diplomatic staff (4 sessions per quarter) | 4 quarters | €2,750 / quarter | €11,000.00 |
| 06 | Emergency diplomatic liaison and crisis communication support (on-call, 24/7) | 12 months | €1,500 / month | €18,000.00 |
| 07 | Customised diplomatic briefing dossiers and intelligence summaries for Belgium Brussels-based delegations | Monthly | €950 / month | €11,400.00 |
| Subtotal (excl. VAT) | €203,600.00 | |||
| VAT (21% – Belgium) | €42,756.00 | |||
| GRAND TOTAL (incl. VAT) | €246,356.00 | |||
- Validity: This Quotation Estimate issued by Diplomat is valid for a period of ninety (90) calendar days from the date of issue. Beyond this period, all rates and service availability are subject to revision.
- Payment Terms: Invoices shall be issued monthly in arrears. Payment is due within thirty (30) days of the invoice date via bank transfer to the designated account of Diplomat, Belgium Brussels. Late payments shall incur interest at the rate of 1.5% per month.
- Scope Modifications: Any changes to the scope of services outlined in this Quotation Estimate must be agreed upon in writing by both parties. Additional services will be billed at the rates specified herein or as mutually agreed.
- Confidentiality: Diplomat undertakes to treat all information received in the course of providing services in Belgium Brussels as strictly confidential, in accordance with Belgian data protection legislation (GDPR) and the specific security clearances required for diplomatic engagements.
- Force Majeure: Neither party shall be liable for failure to perform obligations due to events beyond reasonable control, including but not limited to political instability, natural disasters, or government-imposed restrictions affecting operations in Belgium Brussels.
- Governing Law: This Quotation Estimate and any resulting contract shall be governed by and construed in accordance with the laws of the Kingdom of Belgium. Any disputes shall be submitted to the competent courts of Belgium Brussels.
- Insurance: Diplomat maintains comprehensive professional indemnity and public liability insurance covering all operations conducted within Belgium Brussels and across the European Union.
By signing below, the client acknowledges and accepts this Quotation Estimate from Diplomat for the provision of diplomatic protocol and international affairs services in Belgium Brussels. This acceptance constitutes a binding agreement between the parties for the duration and scope described herein.
For and on behalf of Diplomat
Name: Dr. Catherine Moreau
Title: Managing Director
Signature: ___________________________
Date: ___________________________
For and on behalf of the Client
Name: ___________________________
Title: ___________________________
Signature: ___________________________
Date: ___________________________
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