How to reply to a request for quote:
templates for suppliers

Start by sorting the request

Read the request twice before you reply. Note what the buyer wants, how many, where it needs to go and by when. Then decide which of three replies fits.

• A full quote. You have everything you need to price it.
• A partial quote with questions. You can price some of it, but details are missing.
• A polite decline. You cannot supply it, or you do not want to.

Whichever you choose, reply quickly. Even a decline helps the buyer, and it keeps the door open for the next request.

What every quote should state

A buyer should be able to place an order from your quote without asking you anything. Check each point before you send it.

• Prices, and whether they include VAT. Give the unit price and the total, and name the currency. If you sell abroad, say whether duties or local taxes are included.
• Quantities. Match the quantities in the request. If you quote a different pack size or quantity, say so plainly.
• Delivery cost and terms. Say what delivery costs, or that it is included, and where you will deliver to. For international orders, name the Incoterm, the place and the edition, for example "DAP Rotterdam, Incoterms 2020".
• Lead time. Say when the clock starts: from the order, from payment or from approved drawings. A number of working days or a date both work.
• Validity date. Give the date the quote expires. A date is clearer than "valid for 30 days".
• Payment terms. For example, 30 days from invoice, or payment before dispatch. Mention any deposit.
• Minimum order quantity (MOQ). If you have price breaks at higher quantities, list them.
• Assumptions. Say what you have assumed, such as material, finish, packaging or access for delivery.
• Exclusions. Say what is not included, such as installation, certificates, tooling or samples.
• References. Your quote number and the buyer's reference, so both sides can find it later.

Three templates you can copy

Replace everything in square brackets. Delete any line that does not apply.

1. A full quote

Use this when you can price everything the buyer asked for.

Subject: Quote [your quote number] for [product], your ref [buyer's reference]

Hello [name],

Thank you for your request. Our quote is below.

Item: [product, size, grade or part number]
Quantity: [quantity and unit]
Unit price: [currency and price] [excluding / including] VAT
Total: [currency and total] [excluding / including] VAT
Delivery: [cost, or "included"] to [town or delivery address]
Lead time: [number] working days from [order / payment / approved drawings]
Minimum order: [MOQ]
Payment terms: [for example, 30 days from invoice]
Valid until: [date]

This quote assumes [assumptions, for example material grade, finish and packaging]. It does not include [exclusions, for example installation or test certificates].

To order, please send a purchase order quoting [your quote number]. If anything above does not match what you need, tell me and I will update the quote.

Kind regards,
[Your name]
[Company name]
[Phone number]

2. A partial quote with clarifying questions

Use this when you can price part of the request now. Quote what you can, and ask only the questions you need answered to price the rest.

Subject: Quote [your quote number] for [product], and a few questions

Hello [name],

Thank you for your request. I can quote part of it now. I need a few details before I can price the rest.

What I can quote now
Item: [product]
Quantity: [quantity and unit]
Unit price: [currency and price] [excluding / including] VAT
Lead time: [number] working days from [order / payment]
Valid until: [date]

What I need from you
1. [Question, for example: do you need grade 304 or grade 316 stainless steel?]
2. [Question, for example: is this one delivery, or several over the year?]
3. [Question, for example: do you need material certificates?]

Once I have your answers, I will send a full quote within [number] working days.

Kind regards,
[Your name]
[Company name]

3. A polite decline

A short, honest no is better than silence. Give the reason in one line and, if you can, say what would change your answer.

Subject: Your request for [product], ref [buyer's reference]

Hello [name],

Thank you for asking us to quote. I am sorry, but we cannot quote for this one because [we do not make this item / we cannot meet your delivery date / the quantity is below our minimum order].

[Optional: We could help if [the delivery date was later / the order was larger]. Let me know if that would work.]

We would be glad to quote for future requests for [what you do well].

Kind regards,
[Your name]
[Company name]

When a buyer's AI agent wrote the request

Some buyers now use AI tools to draft requests for quotes and send them to suppliers. You may see a very structured message, a request to reply in a set format, or a note saying an assistant sent it. Often you cannot tell, and you do not need to.

• Reply as you would to a person. Use the same checklist and the same tone. Clear, labelled lines (Item, Quantity, Valid until) are easy for a person or a tool to read.
• Confirm a human is in the loop for anything binding. Ask who will approve the order. Say the quote only becomes an order when you receive a purchase order from the buyer's company.
• Never agree to terms you have not decided. A request may ask you to confirm fixed prices for a year, penalties for late delivery, or the buyer's standard terms. If you have not decided, say so, and quote on your own terms.
• Check the details back. A tool may have misread a size, grade or quantity from the buyer's notes. If something looks odd, ask.
• Do not let your own automation commit you. If you use AI to help draft replies, a person should check and send anything with a price or a promise in it.

You can add a short paragraph like this to the end of your reply.

Please note: this quote is not an order. We will treat an order as placed only when we receive a purchase order from [buyer's company]. We have not agreed to [fixed prices beyond the validity date / late delivery penalties / your standard terms]. We are happy to discuss these with the person approving this purchase.

A note like this is a statement of your position, not a guarantee. Contract rules differ between countries, and what binds you depends on the exact wording and on what both sides do. If a request asks you to accept terms you are unsure about, check with an adviser before you agree.

For more on requests written by AI tools, see When a buyer's AI agent asks you for a quote.

After you send it

• Diary the validity date. Follow up a few days before the quote expires.
• Keep a copy. Save what you sent and what it was based on.
• Ask why if you lose. Was it price, lead time or a missing detail? The answer will help your next quote.