Quotation Guide for Wholesalers and Suppliers

When companies buy goods, quotations often go through a purchasing officer who compares several offers line by line. Complete and consistent details can help you get selected, and protect your margin when prices change.

List products precisely

For each line, include:

• Product name and code
• Brand, model, grade or specification
• Unit of measure: piece, box, kg or metre
• Quantity, unit price and line total
• Minimum order quantity, if any

Buyers often need the exact specification to approve an order. "Same as sample" isn't enough, unless the sample is identified.

Offer volume pricing

Show price breaks to encourage bigger orders: "1 to 99 units at Rs 500, 100 or more at Rs 450." Check your margin at every level first.

Availability and lead time

Say whether items are in stock or need to be ordered: "Ex-stock, subject to prior sale" or "Delivery within 3 weeks of order." It's a small line, but it can save an awkward call after you've promised stock already sold.

Delivery terms

State who pays for delivery and who bears the risk. Is your price ex-warehouse or delivered to site? If you're trading internationally, use Incoterms correctly, and state the currency and duties responsibility.

Payment and credit

New customers may pay in advance, while established ones could get credit. Set a limit: "30 days from invoice, subject to credit approval."

Keep validity short

Imported goods are affected by exchange rates and freight. A 7 to 15 day validity is often sensible. State if your prices are subject to currency changes.

Make the quotation easy to process. Include your tax registration number, and the buyer's reference or tender number if they gave one.

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