How to Write a Business Quotation that Wins Customers

A business quotation is a document that provides a potential customer with an estimate of the cost and scope of a project or service. A well-written quotation can help you stand out from your competitors and persuade the customer to choose you. In this article, we will show you how to write a business quotation that wins customers, following some simple steps and best practices.

Key Takeaways

A business quotation is a document that provides a potential customer with an estimate of the cost and scope of a project or service.

To write a business quotation that wins customers, you need to understand the customer’s needs and expectations, calculate the cost and profit margin, choose a quotation format and template, write the quotation content, and send and follow up on your quotation.

Your quotation content should include a reference number, a greeting, an introduction, a detailed breakdown, a total amount, a validity period, a call to action, terms and conditions, a signature, references, a meta description, frequently asked questions, tips, and key takeaways.

Step 1: Understand the customer’s needs and expectations

Before you write a quotation, you need to understand what the customer wants and expects from you. You can do this by asking questions, conducting research, or reviewing their request for quotation (RFQ) if they have one. You should also clarify the terms and conditions of the project, such as the deadline, payment method, warranty, and delivery details.

Step 2: Calculate the cost and profit margin

The next step is to calculate how much it will cost you to complete the project or provide the service. You should consider all the expenses involved, such as materials, labor, overheads, taxes, and fees. You should also factor in your profit margin, which is the percentage of the total cost that you want to earn as profit. A good way to determine your profit margin is to research the market rates for similar projects or services and adjust accordingly.

Step 3: Choose a quotation format and template

A quotation format is the layout and structure of your document. A quotation template is a pre-designed document that you can use as a starting point for your quotation. You can choose a quotation format and template that suits your industry, business, and customer preferences. Some common quotation formats are:

Letter format: This is a formal and professional format that resembles a business letter. It includes your company name, address, logo, date, salutation, body, signature, and enclosure.

Table format: This is a simple and clear format that uses a table to list the items, quantities, prices, and totals. It also includes your company name, address, logo, date, reference number, and terms and conditions.

Invoice format: This is a similar format to a table format, but it also includes an invoice number, due date, payment method, and bank details.

You can find many free quotation templates online or use software tools like Microsoft Word or Excel to create your own.

Step 4: Write the quotation content

The content of your quotation should include the following elements:

A reference number: This is a unique identifier that helps you track and manage your quotations.
A greeting: This is a polite and friendly way to address the customer by their name or title.
An introduction: This is where you briefly introduce yourself and your company, explain the purpose of your quotation, and summarize the main benefits of choosing you.
A detailed breakdown: This is where you list the items or services that you are offering, along with their descriptions, quantities, prices, discounts, taxes, and subtotals.
A total amount: This is where you state the total amount that the customer has to pay for your project or service.
A validity period: This is where you specify how long your quotation is valid for and when it expires.
A call to action: This is where you urge the customer to take the next step, such as accepting your quotation, contacting you for more information, or placing an order.
Terms and conditions: These are the rules and regulations that govern your quotation and project or service delivery. They may include payment terms, delivery terms, warranty terms, cancellation terms, etc.
A signature: This is where you sign your name and title to show your professionalism and commitment.
References: These are some trustworthy hyperlinks that support your credibility and expertise.

Tips

Use clear and concise language that is easy to understand and avoid jargon and technical terms that may confuse the customer.

Use bullet points, headings, and subheadings to organize your quotation and make it easy to scan and read.

Use a professional and consistent font, color, and style throughout your quotation and align it with your brand identity.

Use positive and persuasive words that highlight the value and benefits of your project or service and show how you can solve the customer’s problem or meet their needs.

Use testimonials, reviews, awards, or certifications to showcase your credibility and reputation and build trust with the customer.

Business Quotation Example: A Statistical Report

Business quotations are documents that list the prices and terms of a service or product offered by a seller to a potential buyer. They are often used to win contracts, attract customers, and establish trust between parties. Business quotations can vary in format, content, and style depending on the industry, the type of service or product, and the preferences of the seller and the buyer.

In this report, we will analyze some examples of business quotations from different sectors and examine how they reflect the global demand in their respective industries. We will use statistical data from various sources to show the trends, patterns, and challenges that affect the pricing and terms of business quotations.

Analysis

Construction Industry

The construction industry is one of the largest and most dynamic sectors in the world economy. It involves a wide range of activities, such as building, engineering, design, maintenance, renovation, and demolition of structures. According to the World Bank, the global construction output was estimated at $11.4 trillion in 2019, accounting for 13.5% of the world GDP.

The construction industry is also highly competitive and sensitive to market fluctuations, environmental factors, and customer expectations. Therefore, business quotations in this sector need to be accurate, detailed, and flexible to meet the diverse and changing needs of clients. A typical business quotation for a construction project would include the following elements:

Company name and contact information
Quote number and customer ID
Job summary or scope of work
Total costs
Breakdown of costs (materials, labor, equipment, etc.)
Terms and conditions for work (duration, quality standards, warranties, etc.)
Payment schedules and methods

An example of a business quotation for a construction project can be found here.

The global demand for construction services is expected to grow by 4.2% annually until 2024, driven by factors such as urbanization, population growth, infrastructure development, and climate change adaptation. However, the industry also faces some challenges, such as rising costs, labor shortages, regulatory uncertainties, and environmental impacts. These factors can affect the pricing and terms of business quotations in different ways depending on the region, type of project, and customer preferences.

IT Industry

The IT industry is another major sector that contributes to the global economy and innovation. It encompasses a broad range of services and products related to information technology, such as software development, web design, data analysis, cloud computing, cybersecurity, etc. According to Statista, the global IT spending was estimated at $3.9 trillion in 2020, representing 5% of the world GDP.

The IT industry is also highly dynamic and competitive, as it constantly evolves with new technologies, trends, and customer demands. Therefore, business quotations in this sector need to be professional, creative, and customized to suit the specific needs of each client. A typical business quotation for an IT project would include the following elements:

Company name and contact information
Quote number and customer ID
Product or service description
Total costs
Breakdown of costs (software licenses, hardware, development hours, etc.)
Terms and conditions for work (delivery time, quality standards, support, etc.)
Payment schedules and methods

An example of a business quotation for an IT project can be found here.

The global demand for IT services and products is expected to grow by 6.2% annually until 2024, driven by factors such as digital transformation, e-commerce, remote work, artificial intelligence, and cybersecurity. However, the industry also faces some challenges, such as skills gaps, competition, regulatory compliance, and data privacy. These factors can affect the pricing and terms of business quotations in different ways depending on the region, type of service or product, and customer expectations.

Business quotations are important documents that communicate the value proposition of a seller to a potential buyer. They are used in various industries to win contracts, attract customers, and establish trust between parties. Business quotations can vary in format, content, and style depending on the industry, the type of service or product, and the preferences of the seller and the buyer.

In this report, we analyzed some examples of business quotations from two different sectors: construction and IT. We used statistical data from various sources to show how they reflect the global demand in their respective industries. We also discussed some of the trends, patterns, and challenges that affect the pricing and terms of business quotations.

We hope that this report has provided you with some useful insights and guidance on how to write a professional business quotation for your own industry and project.

Frequently Asked Questions

Q: What is the difference between a quotation and an estimate?
A: A quotation is a fixed and binding offer that states the exact price and terms of a project or service. An estimate is an approximate and non-binding offer that gives a rough idea of the price range and scope of a project or service.

Q: How do I send my quotation to the customer?
A: You can send your quotation to the customer via email or post. You should also follow up with a phone call or message to confirm that they have received it and answer any questions they may have.

Q: How do I follow up on my quotation?
A: You should follow up on your quotation after a reasonable period of time, such as a week or two, to remind the customer of your offer and ask for their feedback. You should also be prepared to negotiate the price and terms if necessary and handle any objections or concerns that the customer may have.

Reference:

http://www.pmhut.com/procurement-management-in-project-management-taking-out-a-contract

http://www.negotiations.com/articles/procurement-terms/

https://www.indeed.com/career-advice/career-development/how-to-write-a-quote-for-a-job

https://www.freshbooks.com/hub/invoicing/how-to-write-a-quote