A harmonization quote the patient understands
The quote is the document the patient takes home. It is the one they will reread at night, show a partner, compare with another clinic and, if all goes well, bring back on the day of the procedure. If the patient does not understand what is written, the decision stalls, even if the consultation went very well.
This guide shows how to build an orofacial harmonization (HOF) quote that explains itself: structure, language, what to include, what to avoid and how to present it. To arrive at the price, first see pricing per ml.
Why do so many quotes confuse people?
Because they tend to be written for the professional, not for the patient. Abbreviations, technical names, a total with no breakdown, no mention of the expiry date or of what is included. In the consultation you explained everything; at home, the paper reminds them of nothing.
The most common problems:
- total with no breakdown, impossible to compare or to split into stages;
- technical jargon with no translation;
- no amount, just "lip filler," without saying how much product;
- no expiry date, which creates friction when the price changes;
- no list of what is included, such as the follow-up and the adjustment check;
- terms spoken, not written, such as the payment method.
The structure of a clear quote
A good quote fits on one page and follows a logical order: who, what, how much, under what conditions and until when.
| Block | What it contains |
|---|---|
| Header | Clinic name, professional, contact, date |
| Patient | Patient's name |
| Plan | Areas, in plain names, amount in ml and price of each |
| Total | Subtotal, conditions (if any) and total |
| Terms | Payment methods, according to the clinic's policy |
| Included | Follow-up, adjustment check, anything else in the price |
| Expiry | Period in days or a date |
| Notes | Future stages, aftercare, what is not included |
Example of a plan in a table
Hypothetical example: a patient with an under-eye concern, plan with two areas.
| Area | What it changes | Amount | Price |
|---|---|---|---|
| Under-eye area | Softens the shadow under the eyes | 1 ml | R$ [price] |
| Cheekbone (malar) | Restores support to the midface | 2 ml | R$ [price] |
| Total | 3 ml | R$ [total] |
The "What it changes" column is optional, but it makes an enormous difference when the patient rereads the quote alone. It reminds them why each line is there.
Language: write for whoever will read it
The quote is not a patient record. Use the name the patient recognizes and, if you like, the technical one in parentheses.
| Avoid | Prefer |
|---|---|
| "TT fill c/ HA" | "Under-eye area (tear trough filler)" |
| "Malar bilat." | "Cheekbone, both sides" |
| "Chin proj." | "Chin (chin projection)" |
| "BT glabella 1 area" | "Lines between the eyebrows (botulinum toxin)" |
| "Touch-up incl. 15d" | "Follow-up at about 15 days included in the price" |
Avoid naming a product brand on the quote as a selling point. If your practice records the product, do it informatively, together with the rest of the plan.
Also explain the unit. Many patients do not know what an ml of product is. A line in the footer helps: "ml (milliliter) is the measure of the amount of product applied in each area."
What to include besides the price
Expiry date
The expiry date protects both sides: product costs change, and the patient needs to know until when that price holds. Write the period and present it as practical information.
"The quote is valid for 15 days. After that I'll redo it with updated prices, no problem at all."
What is included
Follow-up, adjustment check, progress photos: whatever is in the price should be written down. That is what sets your quote apart from a loose price when the patient compares.
What is not included
Be just as clear about what is not. For example: extra volume beyond what was planned, procedures in other areas, use of hyaluronidase for an adjustment outside the plan, according to your clinic's policy. Surprises after the procedure are what wear down the relationship the most.
Future stages
If the plan was split, the next stages go in the same document, separated, with the note "subject to reassessment." The guide on staged plans shows how to structure it.
Commercial terms
Payment methods and any conditions (paid in full, complete plan) should be written down, the same for everyone. This avoids improvised negotiation, the subject of the guide on discount requests.
How do I present the quote in the consultation?
Don't hand over the paper and wait. Go through the quote with the patient, line by line, in two or three minutes.
"Here are the two areas we talked about. The under-eye area, with 1 ml, and the cheekbone, with 2 ml, which supports the under-eye area. Below are the total, the payment methods and the follow-up, which is already included. It's valid for 15 days. Is there any doubt on any line?"
The final question opens space for the real objection to come up right there, with you in front of the patient, and not at home. Then hand over the printed quote or send it by message right away.
Images on the quote: yes or no?
Including the plan's image on the quote helps the patient remember what they saw in the consultation and explain it at home. If the image is an illustrative simulation, it must carry the simulation notice, and you must have said so out loud.
Ask before including it: some patients prefer not to have their own photo in a document that will circulate among relatives. A photo of the face is personal data, and the guide on consent and LGPD for photos covers this care (the LGPD is Brazil's data protection law).
A quote is not consent
The quote records the plan and the price. Informed consent records risks, aftercare, alternatives and the patient's agreement to the procedure. They are different documents, signed at different moments. Do not use the quote to "settle" consent, or the consent form to present the price.
Clear quote checklist
| Item | Done? |
|---|---|
| Header with clinic, professional, contact and date | ☐ |
| Areas with a name the patient understands | ☐ |
| Amount in ml and price of each area | ☐ |
| Total and commercial terms in writing | ☐ |
| What is included and what is not | ☐ |
| Expiry in days or a date | ☐ |
| Future stages marked as subject to reassessment | ☐ |
| Image, if any, with simulation notice and the patient's agreement | ☐ |
| I went through the quote with the patient before handing it over | ☐ |
After handing it over
The quote is the basis for the next contact. If the patient did not commit in the consultation, the follow-up message can lean on it ("the quote I gave you is valid until Friday"), as the follow-up after the consultation templates show. And when they return, the same document prevents any dispute about what was agreed.
Where Harmy helps
In Harmy, the quote comes out of the same session in which you marked the areas and set the ml. The PDF carries the price per ml of each area, a discount field, expiry in days and notes, with the clinic's name and logo, and you choose whether to include the projection images, which come out with the simulation notice. The price table can be saved, so every quote follows the same logic. The step by step is in PDF quote.
Summary
A quote the patient understands is written for them: areas in plain names, amount and price per line, total, terms, what is and is not included, expiry date and future stages. Go through the document with the patient before handing it over and send it right away. When the paper explains itself, the decision at home is easier, and the next conversation starts from the right place.
Frequently asked questions
What should a facial harmonization quote include?
The areas to treat in plain names, the amount of product for each, the price per area, the total, the payment terms, the expiry date and what is included, such as the follow-up. All in writing.
Should I put the technical name of the procedure on the quote?
Use the name the patient understands and, if you like, the technical one in parentheses. The quote is a document for the patient to decide with, not a patient record.
What expiry period should I use on a harmonization quote?
Many clinics use 7 to 30 days, because product costs can change. What matters is that the expiry date is written down and presented as information, not as pressure.
Does the quote replace the informed consent form?
No. The quote records the plan and the price; informed consent records the risks, aftercare and the patient's agreement to the procedure. They are different documents.