How to quote minimum orders,
pack sizes and price breaks clearly

Why these lines go wrong

Minimum orders, pack sizes and price breaks are easy to misread. A buyer asks for 250, the quote says 300, and nobody says why. Or the unit price on the quote only applies above a quantity the buyer never asked for. The fix is to state each one plainly, in the same place, on every quote.

Decide what your terms mean

Buyers read these terms in different ways, so be clear on your own rules first.

• Minimum order quantity (MOQ). Is it per item, per order, or a minimum order value? Say which.
• Pack size. Do you sell only whole packs? Is the price per unit or per pack?
• Price breaks. Does the lower price apply to the whole quantity once it passes the break, or only to the units above it? If you do not say, a buyer may assume the whole quantity.
• Mixing items. Can a buyer combine different items to reach a break or a minimum?

Round to whole packs

If you sell in packs, quote a whole number of packs. Divide the quantity asked for by the pack size, and round up.

Example only. The buyer asks for 250. The pack size is 100. 250 divided by 100 is 2.5, so you round up to 3 packs, which is 300 units.

Never change the quantity without saying so. Show what was asked for, what you quoted and why. If rounding up adds a lot, offer the pack count below as well.

Quantity requested: [quantity]
Quantity quoted: [quantity] ([number] packs of [pack size])

We sell this item in packs of [pack size] only, so we have rounded up to the next whole pack. If [smaller quantity] ([number] packs) would suit you better, tell me and I will update the quote.

Show the price breaks

List your breaks under the item, with the quantity each one starts at.

Price breaks for [product]
[quantity] to [quantity]: [currency and unit price] each
[quantity] to [quantity]: [currency and unit price] each
[quantity] and over: [currency and unit price] each

Prices are [excluding / including] VAT. A break price applies to [the whole quantity / only the units above that break]. Items [can / cannot] be combined to reach a break.

Point out the next break

If the buyer's quantity is close to a break, tell them. Sometimes the larger order costs less in total.

Example only. The figures are made up. The buyer asks for 450. Your price is 1.20 each from 100, and 1.05 each from 500.

450 at 1.20 each = 540.00
500 at 1.05 each = 525.00

Here, 50 more units cost 15.00 less in total. Not every break works out like this, so do the sum before you mention it. Quote what the buyer asked for, and add the other option. Do not swap one for the other.

You asked for [quantity] at [unit price] each, [total] in total. At [next break quantity], the price is [unit price] each, [total] in total. I have quoted both below. Let me know which you prefer.

When the request is below your minimum

A small request can still be worth answering. It may be a trial before a larger order, or a new customer trying you out. Decide what you can offer before you reply.

• Quote the minimum. Say plainly that it is more than they asked for.
• Add a small-order charge. Quote the quantity asked for, plus a stated charge.
• Offer a sample or part pack, at its own price, if you can.
• Offer split deliveries. If the buyer will need more over time, they could order the minimum and take it in smaller deliveries, if you offer that.
• Point them elsewhere. If you sell through stockists who supply smaller quantities, say so.
• Decline politely. A short no is better than silence.

Thank you for your request for [quantity] of [product]. Our minimum order for this item is [MOQ], so I cannot quote [quantity] on its own. Here is what I can offer:

1. [MOQ] at [unit price] each, [total] in total, [excluding / including] VAT.
2. [quantity] with a small-order charge of [amount], [total] in total.

[Optional: If you will need more over the year, we can supply [MOQ] in [number] deliveries.]

Let me know which suits you, or if your quantity changes.

Keep it in the same place

Put these lines under each item, in the same order on every quote: quantity requested, quantity quoted, unit price, price breaks, minimum order and total. Use labels, not paragraphs. A buyer comparing several suppliers, or a tool doing it for them, can then read across without guessing. How to reply to a request for quote has a full template and a checklist of what every quote should state.

A careful buyer compares the total cost of the order, including any units they must buy beyond what they need. To see how that looks from their side, try our free quote comparison tool.