What to include in a quote request (and why it matters)

A quote request is often the first real conversation between a buyer and a supplier. A vague request gets a vague answer, or several rounds of questions before any price appears. A clear request gets you a comparable, realistic quote faster.

This guide lists what to include, explains why each item matters, and shows the difference between a weak and a strong request.

Why detail saves time

Suppliers and trading companies price an order from many moving parts: the product grade, packaging, volume, freight, insurance and the documents needed at destination. Every missing detail forces them to either ask you or assume. Assumptions lead to quotes you cannot compare, and questions add days to the process.

A complete request also signals that you are a serious buyer, which tends to get your enquiry prioritised.

The essentials

1. Product and specification

Name the product as precisely as you can. Add the grade, size, variety or model, and any standard it must meet.

• Weak: "Cashews."
• Strong: "Cashew kernels, grade W320, whole, white."

If you have a technical specification sheet, a reference sample or photos, mention them. For manufactured goods, include dimensions, materials and finishes.

2. Quantity and unit

State the quantity and the unit clearly: kilograms, tonnes, pieces, or containers (20 ft or 40 ft). If you plan repeat orders, say so and give the expected frequency, because ongoing volume can change the price.

• Weak: "A large order."
• Strong: "2 × 40 ft containers per month for 6 months."

3. Destination

Give the destination country and, if you know it, the port or city of delivery. Freight, duties and the documents required all depend on where the goods are going.

4. Incoterm

The Incoterm defines which costs and risks the price includes. An EXW price and a CIF price for the same goods are not comparable. If you have a preference, include it with a named place, for example "CIF Port of Mombasa". If you are not sure, ask for quotes on two bases, such as FOB and CIF. Our guide to Incoterms 2020 explains the options.

5. Timeline

Say when you need the goods delivered, or at least when you plan to order. Production lead times, seasonal availability and freight schedules all affect what a supplier can offer.

6. Packaging and labelling

Packaging affects cost, protection and compliance. Mention:

• the pack size and type (bags, cartons, pallets, bulk),
• any private-label or branding requirements,
• labelling rules in your market, such as language or ingredient lists.

7. Documents and compliance

Some markets require specific certificates for import, such as a certificate of origin, a phytosanitary certificate for agricultural goods, or test reports. List the documents you will need so they can be included in the price and timeline.

8. Your contact details

Include your name, company, email and a phone or WhatsApp number with the country code. A real company name and email help the supplier respond properly and keep the conversation on record.

Nice to have

These are not essential, but they help:

• Target price or budget range, if you are comfortable sharing it.
• Payment terms you prefer, such as a letter of credit or a deposit and balance.
• Inspection requirements, for example pre-shipment inspection by a third party.
• Previous experience with the product, which helps the supplier pitch the conversation at the right level.

A sample quote request

Here is what a clear request can look like:

- Product: Cashew kernels, W320, whole - Quantity: 1 × 20 ft container (trial order), then monthly - Destination: Netherlands, Port of Rotterdam - Incoterm: CIF Port of Rotterdam, Incoterms 2020 - Timeline: Delivery within 2 to 3 months - Packaging: Vacuum-packed cartons, 22.68 kg (50 lb) - Documents: Certificate of origin, phytosanitary certificate - Contact: Name, company, email, phone with country code

It takes two minutes to write and answers most of the questions a supplier would otherwise ask.

Common mistakes to avoid

• Asking for "your best price" without a quantity. Price depends on volume.
• Leaving out the destination. Freight and duties can be a large share of the landed cost.
• Mixing many products in one message without separate quantities for each.
• Using a free email address only, with no company name. It can make a request look less credible.
• Not stating flexibility. If you can accept an alternative grade or packaging, say so. It may unlock a better price.

After you send it

Expect follow-up questions, especially for technical products. Answer them quickly and keep all details in one thread so nothing is lost. When quotes arrive, compare them on the same Incoterm, the same specification and the same payment terms.

Ready to send yours? Our quote form walks you through these details in three short steps: product and quantity, your contact details, then any extra information. You can also send the same details on WhatsApp.