How to request a quote from a supplier

Request a quote in writing so the price you agree is the price you pay. A verbal number is a starting point, and a written number is a commitment from both sides.

The six steps below take one message. Send them together and the replies become comparable, which is the whole point of asking three suppliers.

Request a quote with the exact job listed

Describe the quantity, the size, the material and the finish in numbered lines. A supplier who receives a vague request will quote a vague number, and that number is always the cheap version.

Attach one photo or drawing where shape matters. A picture removes the argument about what was agreed.

Also name the finish, since matte, gloss and printed finishes carry different prices. A supplier who is told the finish quotes once instead of twice.

Ask how much of the total is material and how much is labour. That split tells you which part moves when the quantity changes, and it lets you compare two suppliers honestly.

Then ask for the unit price at three quantities. A true supplier shows a falling unit price, while a reseller shows a flat line.

Request a quote that states the delivery date

Ask for one firm date rather than a range. A firm date is a promise you can plan around, and a range is a hope with a calendar attached.

Confirm what happens when the date slips. A penalty is rare in small trade, but a clear replacement date is not, so ask for it in the same message.

Compare three quotes on the same scope

Send the identical message to three suppliers and keep the replies side by side. Compare the total, the date and the expiry of the quote. A quote that expires in two days creates pressure, and pressure is a sales tactic.

Ignore the cheapest total until the scope matches. A low number with a shorter list is usually a different job.

Send the request from the same phone number each time as well. Identical wording and one contact point keep the replies comparable.

Confirm what the quote excludes

Ask three direct questions: is delivery included, is tax included, and is the packaging included. A quote that excludes delivery is not cheaper, it is shorter.

Then ask about the return policy for defective goods. A supplier with a written policy has done this before.

Put the deposit terms in the same message

Ask what percentage the deposit is and when the balance falls due. Fifty percent on order and fifty on delivery is common, while a full upfront payment is a risk you should price.

Therefore pay the balance only when the goods are in your hands and checked against the quote. A supplier who wants the balance before delivery is asking you to carry the risk.

Pay through a channel with a record and keep the receipt. Then confirm the deposit in writing, since a chat message settles most disputes before they start.

Finally, file the delivery note with the quote, because a warranty claim needs both documents in one place.

Keep the quote when the job starts

Save the quote, the deposit receipt and the delivery note in one folder. Reference the quote number on every message, and check the delivery against the quoted list before you sign.

Finally, write a short review of the supplier. The next buyer uses it, and a supplier who knows that behaves better.

When you are ready to ask, browse Twynon sourcing to post one request and compare replies, and read how the platform works before your first order. You can also browse the Twynon gallery to see how sellers present real stock.

A written quote turns a conversation into a contract. List the job, ask for the split, fix the date and confirm what is excluded.

For procurement guidance, see the Chartered Institute of Procurement and Supply.