Buyers compare several quotations side by side. The supplier who replies quickly, answers every question and makes the offer easy to understand often wins, even if they are not the cheapest. A good quotation is as much about clarity as it is about price.
A winning export quotation replies quickly, repeats the buyer's exact requirement, gives a clear unit price in the agreed currency with an Incoterm and named place, states minimum order quantity, lead time, payment terms and validity, and includes specifications, packing details and photos or a catalogue link. Follow up within a few days, and turn the accepted quote into a proforma invoice.
Before you write: understand the requirement
Read the enquiry carefully and note the product, specification, quantity, destination, timing and any certification the buyer needs. If something important is missing, ask one short set of questions rather than guessing. Buyers notice suppliers who understand their requirement.
What every export quotation should include
- Product details: name, specification, grade, size, material and HS code
- Price: unit price and total in the agreed currency, with the Incoterm and a named place, such as "FOB Mundra"
- Minimum order quantity and any price breaks for larger quantities
- Lead time from order confirmation to shipment
- Payment terms, for example 30% advance and 70% against a copy of the bill of lading
- Packing and the approximate number of units per container
- Validity of the offer, usually 15 to 30 days
- Certificates you can provide, such as a certificate of origin, test reports or a phytosanitary certificate
Make the price easy to compare
Buyers often compare offers on the same Incoterm. If they ask for CIF, quote CIF, and offer FOB as a second option if it helps. Show the price per unit and per container load. Our export pricing guide and free price calculator help you build each level accurately.
Present it professionally
Send the quotation as a clean PDF on your letterhead, with photos or a link to your digital catalogue. Use a business email address on your own domain, not a free email account, because many buyers treat free addresses as a warning sign. Once the buyer agrees, issue a proforma invoice with the same details.
Follow up without pressure
Most orders are not won on the first message. Follow up after three to five days to ask whether the buyer has questions, and again before the validity date. Offer something useful each time: a sample, a video call, a revised quantity or faster lead time. Keep a simple record of every quotation, its status and the next follow-up date.
Frequently asked questions
How quickly should I reply to a buyer enquiry?
Ideally within 24 hours. Buyers usually contact several suppliers, and early, complete replies have a clear advantage.
Should I quote in rupees or dollars?
Quote in the currency the buyer asks for. US dollars are the most common for exports, and euros or pounds are common for Europe and the UK.
How long should a quotation be valid?
Usually 15 to 30 days. Keep it shorter if freight rates or raw material prices are moving quickly.
What if the buyer says my price is too high?
Ask which part of the offer they compare: price, quantity, Incoterm or payment terms. You can often adjust quantity, packing or terms instead of cutting the unit price.
Find buyers to quote
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