3 Best Practices for Quote Requests

If you seek an accurate quote for products or supplies, three steps can assist you in getting a fair idea of the costs and when you can receive your goods. First, if you request a quote via email, you might benefit from keeping a standard email format. This format will remind you of the information to provide consistently to ensure you give your vendor the information they need to provide you with accurate pricing.

How to write an email asking for a quote

  1. Write a subject line.

Write your intention in the subject line. In addition, we recommend you include the following to help the business prioritize your requests:

Business Name | Product Number or Service Needed | Due Date of when Quote is needed

  1. Ask for a quote for specific items.

Consider creating a bullet for each item or even a separate email to keep communications transparent. Including specific needs can expedite the quotation process while ensuring accuracy.

    • Item Name including Brand Name
    • Quantity
    • In Hands Date
    • Color
    • Product Size or Dimensions
    • Packaging Requirements
    • Budget
    • Shipping Location
  1. Add additional details and requests.

Attach pictures of products you are requesting quoted or links to other websites where you found the product online. You may even want to include a picture of where a product may need to be stored. For example, ordering furniture or equipment, ensure you understand the area’s dimensions of where you will be placing it in an office, warehouse, or manufacturing floor.

Good organization is the backbone of a good RFQ process. Once you have your email template, you can expect the process to be straightforward for both you and your bidders. As a result, you can save time on administrative tasks and quickly get down to business.