I tend to choose a supplier whose price is several percentage points higher than its peers, but the content of the quotation is very complete, including: offshore price (the most important), loading port (I often receive FOB quotations without a shipping location). For European buyers, the FOB Shanghai price is much higher than the FOB Xiamen price because shipping costs are different.
There is also a guarantee of delivery time (so far, no Chinese supplier has been able to deliver on time: 90% of orders are delayed, 10% are advanced). And packaging information (detailed information of the cardboard box) is very important! Usually, suppliers may overlook this point. Other buyers, like me, don't have time to confirm these details one by one!
If these details are not mentioned in the quotation, I almost always delete them directly because I don't have enough time to verify these details with the supplier alone. I need to calculate my shipping cost based on this information. If you don't provide it, I don't want it either. I only look at the quotations that provide packing data.
I hope the supplier will consider these issues in the future. If your quotation includes all relevant information, then you can truly help your partners make decisions.
For suppliers, if you have truly completed a complete quotation, there is no need to provide separate details because the quotation already includes all the details that the buyer wants to know.
In short, customers can intuitively feel whether the quotation you create is professional and thoughtful. Perhaps customers will consider your quotation to determine whether this foreign trade salesperson is reliable and trustworthy.
In fact, the entire process of customer development and follow-up is a gradual gathering, allowing customers to understand, trust, and choose you. Especially when customers need to choose a new supplier, a quotation is an important screening node.
We have also summarized such a quotation based on conversations and communication with multiple foreign clients to make them feel reliable.
What should be included in the quotation?
A refined quotation should include the following content, and modify the details of the quotation according to the focus of your industry and product. After having the main framework, optimize and polish it for different customers.
The header of the quotation
Basic information of buyers:
Factory logo, company name, detailed address, postal code, contact person name, job title, phone number, fax number, mobile phone number, email address, chat method, and company website.
The header of the quotation:
Quotation title, reference number, quotation date, and validity date.
Basic product information
Serial number, product number, model, product name, product image, product description, raw materials, specifications, dimensions, length, width, height, thickness, pipe diameter, diameter, shape, appearance color, light source type, number of light sources, and light source color.
Product technical parameters
Technical parameters of electric power products: current, voltage, resistance, arc, power, frequency, load, etc.
Technical parameters of light sources and optical products: light source type, light source power, central light intensity, chromaticity, luminous flux, light center height, luminous color, lumen maintenance coefficient, effective lighting range, luminous efficiency, light source color powder, wavelength, color wheel model, lighting area, sunshine time, cloudy and rainy days, etc.
Technical parameters of mechanical and mechanical products: structure, packaging form, structural height, connection structure marking, breaking capacity, installation form, number of times of insertion and extraction, pressure resistance characteristics, pressure resistance strength, insertion and extraction force, zero insertion and extraction force, tensile strength, tensile strength, etc.
Technical parameters of thermal products: color temperature, minimum starting temperature, temperature resistance, ambient temperature, heat resistance, and ambient humidity.
Technical parameters of processing technology and protective performance products: surface treatment, conductive material, shielding shell material, substrate, adhesive system, flame retardancy, protection level, fire resistance level, moisture resistance level, waterproof level, etc.
Technical parameters of accessory products: lamp head, lamp holder, fuse, ballast, transformer, lampshade, glass shell, lamp tube, bracket, housing, housing, lamp panel, lamp pole, sleeve, etc.
Product service life: average service life, mechanical life, electrical life, etc.
Purpose and scope of use: Scope of application, applicable vehicle models, main purposes, etc.
Price terms
Trade method, loading port, destination port, currency type, Bank of China exchange rate, unit price, currency unit, offshore price, cost plus freight, cost plus freight insurance, factory delivery price.
Differences between several trade methods:
EXW=Ex Works:
Delivery location (export country factory or warehouse), transportation (buyer's responsibility), insurance (buyer's responsibility), export procedures (buyer's responsibility), import procedures (buyer's responsibility), risk transfer (delivery location), ownership transfer (transfer with purchase and sale).
FOB price:
Delivery location (loading port), transportation (buyer's responsibility), insurance (buyer's responsibility), export procedures (seller's responsibility), import procedures (buyer's responsibility), risk transfer (loading port ship's rail), ownership transfer (transfer along with delivery documents).
CIF (cost+freight+insurance):
Delivery location (loading port), transportation (seller's responsibility), insurance (seller's responsibility), export procedures (seller's responsibility), import procedures (seller's responsibility), risk transfer (loading port ship's rail), ownership transfer (transfer along with delivery documents).
Cost and freight:
Delivery location (loading port), transportation (seller's responsibility), insurance (buyer's responsibility), export procedures (seller's responsibility), import procedures (buyer's responsibility), risk transfer
quantity clause
Provide quotations based on full container load (20 ', 40', 40HC, 45HC), minimum order quantity (MOQ), QTY. inStock, 20 foot container, 40 foot container, 40 foot high container, 45 foot high container, minimum order quantity, inventory quantity, and quantity of spare parts for short, over, and short terms.
Comparison of internal volume, gross weight of cargo allocation, and volume of various types of containers.
Payment terms
Sight letter of credit, usance letter of credit, revocable letter of credit, irrevocable letter of credit, documentary letter of credit, clean draft letter of credit, transferable letter of credit, non transferable letter of credit, wire transfer, balance, total amount, deposit.
Quality terms
Inspection and Quarantine Bureau: Legal inspection, commodity appraisal, quality certification and recognition, export quality permit, entry-exit inspection and quarantine mark, Generalized System of Preferences Certificate of Origin FORM A, General Certificate of Origin C/O.
General Administration of Quality Supervision, Inspection and Quarantine: the highest administrative law enforcement agency in charge of quality supervision; The highest administrative law enforcement agency in charge of inspection and quarantine work.
Inspection content: packaging inspection, quality inspection, hygiene inspection, safety performance inspection.
Inspection classification: Mainland inspection, port inspection; Pre inspection, export inspection.
Product quality certification: China (CCC, CB, CQC), European Union (CE, LVD, EMC), Germany (GS, VDE, TUV), United States (UL, ETL), Italy (IMQ, IG), Nordic countries (N-NEMKO, D-DEMKO, F-FIMKO, S-SEMKO, S-N-FI-D), Belgium (CEBEC), France (NF), Netherlands (KEMA KEUROVEBISGS, S-BBJINMETRO/UC), Argentina (SMARKPBGOST-GOSTARDSAAC-TICKIndi. SIISASO, Japan: NKKK, PSEKT, KTL, EK MARK.
Shipping terms
Port name duplication (indicating country or region), inability to determine port (buyer chooses port), loading date, loading period, loading time, port of origin, destination, loading/unloading port, transshipment port, partial shipment, transshipment, aviation, navigation, bulk cargo, FCL.
Delivery terms
Order confirmed, mold cost, mold preparation, sample confirmation before production, start of production, prepayment of deposit, and payment of balance.
Delivery time: Within 30 days after receiving the advance payment, within 30 days after confirming the order, and within 30 days after confirming the sample before production.
Brand terms
OEM processing, using the customer's own brand or other brands designated by them, and using the factory's own brand.
Origin clause
Ordinary Certificate of Origin, Generalized System of Preferences Certificate of Origin, Origin, Made in China.
Other information in the quotation notes
Business license, copy of approved business license, tax registration certificate from the State Administration of Taxation, and corporate representative
Several details on improving the quality of quotation sheets
1. The quotation should have at least two formats
Provide a quotation in at least two formats, the first being a Word document for customers to modify. However, due to differences in Word document versions, it may not be possible to open it, so a PDF version is also required.
The PDF version is relatively formal and is a standard document. It is best to provide another image version, in case the customer cannot open Word and does not have a PDF browser, they will have to rely on this image. No matter what file format is provided, it must be previewed before sending to ensure that customers can directly print and use it upon receiving it.
At the end of the email, please refer to the attached file for detailed quotation information. I have provided three formats: Word, PDF, and JPRG. You can choose the most suitable format based on your computer software situation. I have already arranged the format, and you can directly download and print it for use.
Comment: Think more about the customer and focus on details to ensure they are at ease. The more details customers see, the more they will feel at ease.
2. Add company information to the quotation
Put some key content in the main body of the email, such as the total quotation, the company's advantages, and so on. These are all primers that make customers interested in opening a quotation. At the beginning of the quotation, write: To a certain customer, the production time and validity period of the quotation.
The name of the quotation must be the company name plus the product name, ensuring that the customer can know what product the quotation is for and from which company.
Comment: Adding your company's logo, name, phone number, fax number, email address, as well as some of your company's concepts and slogans to the quotation is a way to enhance your image.
3. Suggestions for product placement
Many companies have container placement software. If available, you can demonstrate in the final section how to place the products that the customer needs. How many containers are needed in total, which will make it more professional.
Comment: Considering the last step for clients will make your transactions smoother. As a buyer, what can be directly reflected in the quotation can significantly reduce communication costs and facilitate smoother cooperation.
4. Carton information should be detailed
Packaging unit (detailed information of the cardboard box), weight, size, volume, content, and material of the cardboard box. This is very important, but often it is easily overlooked by suppliers. If these are missing from the quotation, foreign buyers may immediately delete it as they do not have time to inquire about these details.
Comment: You also need to do your homework on packaging and provide customers with all the details, because customers cannot ask you these details every time. They will think that you are not professional enough and need to minimize communication costs.
5. The payment method should be discussed carefully
Payment terms must be accurately discussed.
Comment: After everything is fine, when it comes to the final step, we cannot afford to fail. We need to communicate with the client and discuss how to receive and pay, taking into account payment habits abroad.
6. The more detailed the better, pay attention to details
When making a quotation, it is important to clearly indicate the prices for each section, including the model, general specifications, brand, warranty period, and so on. Of course, there are still key factors that need to be considered in the quotation, such as payment methods.
Tell the customer why your product is worth this money. For example, if a customer requests ten devices, and each device is briefly priced in a table, detailed information about each device needs to be provided in this section: pictures, certifications, specific parameters, advantages, packaging type of equipment, packaging pictures, quantity of supporting accessories, etc. (if it is a complete set of equipment, please indicate the accessories table).
Comment: They really care about every detail and believe that these details are necessary. The more detailed your quotation is, the easier it is to be accepted. If there is too much content that needs to be asked again by the customer, then your quote is a failed quote.
Attention: The cost should consider exchange rates, shipping costs (FOB, C&F, CIF), etc.
Related skills for quotation and follow-up
Previously, we talked about the issue of creating a quotation, so another key point is how to provide a quote.
Quoting is a headache for many people, as there should be room for negotiation and not too much difference from the customer's ideal price. It is difficult to balance the high and low prices.
A quotation is often the key to success, but having a quotation alone is not enough. It is also necessary to have the skills of quotation, as well as the follow-up and response of quotation.
1. Quotation
Product analysis: Before quoting, compare and analyze your product with similar and competing products in the market to identify the advantages of the product. For example, from the perspectives of price, quality, after-sales service, etc., it is necessary to identify an area that can be considered advantageous in comparison, so as to occupy a more proactive position.
Customer analysis: Investigation and analysis of the other party, such as country, type, role, position, etc. These are all key factors in pricing, as different customers, markets, and channels have different needs and positioning.
2. Follow up
Why follow up: Because not following up on all your previous efforts may be in vain. There must be more than one person who sends a quotation to a customer. If the customer is busy or there are too many quotations, it is very likely that they have missed out on you. So timely follow-up is very important, and it also shows that you value this cooperation.
How to follow up: If the customer does not reply within two days after the quotation is sent out, you should first send an email asking if the customer has received your quotation. If they have any questions about the quotation, then respond to the customer's questions or concerns.
If the customer still doesn't reply, I think it's still necessary to make a phone call. If the customer directly refuses you and clearly purchases the appropriate product, then only long-term follow-up is sufficient, which means regular greetings, but not too frequent.
3. Bargaining
What should the customer do if they receive a quote and feel that the price is too high? If you have followed the method mentioned above to provide a quote, then it is also easy to handle at this time. Bargaining is normal, indicating that there is hope for cooperation.
