A quotation is often the first formal document a buyer receives from you. It shows whether you understand international trade, whether your pricing is clear, and whether you are easy to work with. A professional quotation can win an order against a cheaper but vague competitor.
What Every Export Quotation Should Include
1. Your Company Details
Company name, address, phone, email, website, and registration details. Use a consistent template on your letterhead.
2. Buyer Details and Reference
The buyer's company name and contact, a quotation number, and the date. A reference number makes it easy to discuss later.
3. Product Description and Specifications
Be precise: product name, model or style number, materials, sizes, weights, colours, finishes, and any certifications. Attach photos or drawings. The description should be detailed enough that the buyer — and you — know exactly what is being quoted.
4. Quantity and Unit Price
Unit price per piece, set, kilogram, or metre, with the currency clearly shown. If you offer quantity tiers, list them.
5. Incoterm and Named Place
Every price must show the Incoterm and the named place — for example "FOB Karachi" or "CIF Hamburg". A price without an Incoterm is meaningless, because the buyer cannot tell what is included. See Incoterms 2020 explained.
6. Minimum Order Quantity
State the MOQ and how it applies — per order, per style, per colour. See minimum order quantity guide.
7. Lead Time
Production time from order confirmation and sample approval to readiness for shipment. Be realistic and include a buffer. See export shipment timeline.
8. Payment Terms
Deposit and balance, letter of credit, documents against payment, or other terms. Be specific: "30% advance by bank transfer, 70% against copy of bill of lading." See export payment methods.
9. Packaging and Labelling
Inner packaging, carton type, units per carton, carton dimensions and weights, pallets if used, and labelling or marking requirements.
10. Validity
How long the price is valid — commonly 15 to 30 days. After that, prices may change with raw material, freight, or exchange rates.
11. Other Terms
Inspection arrangements, sample approval process, tolerances on quantity (for example plus or minus 3%), and anything else specific to the deal.
💡 Make it easy to say yes
End your quotation with a clear next step — "To confirm, please sign and return this quotation, and we will issue a proforma invoice for the advance payment." Buyers act faster when the path forward is obvious.
Quotation vs Proforma Invoice
A quotation is an offer. A proforma invoice is typically issued once terms are agreed, looks like a commercial invoice, and is used by the buyer to arrange payment, open a letter of credit, or apply for import permits. Many exporters use the proforma as the formal order confirmation, signed by both sides.
Common Quotation Mistakes
- No Incoterm, or an Incoterm without a named place
- Vague product descriptions that lead to disputes later
- No validity date
- Payment terms left "to be discussed"
- Unrealistic lead times
- Inconsistent currency or unit of measure
Keep It Clean and Consistent
Use the same format every time. A consistent, well-laid-out quotation tells the buyer that your documents — invoices, packing lists, certificates — will also be accurate. For buyers who have been burned by suppliers before, that matters.
Frequently Asked Questions
What is the difference between a quotation and a proforma invoice?
A quotation is a price offer. A proforma invoice is usually issued once terms are agreed and serves as a formal confirmation the buyer can use to pay, open a letter of credit, or apply for import permits.
How long should an export quotation be valid?
Fifteen to thirty days is common. Shorter validity is sensible when raw material prices, freight rates, or exchange rates are volatile.
Should I include freight in my quotation?
Only if you quote on a term that includes freight, such as CFR or CIF, and only after getting a current freight quote. Otherwise, quote FOB or FCA and let the buyer arrange freight.
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