Email to request a quote from a supplier
A clear request gets fast offers that are easy to compare. Here's what to include and templates ready to send.
When you ask several suppliers for a quote, the quality of their replies depends heavily on how you ask. If details are missing, you'll get questions, delays and offers that can't be compared.
Here's what to include in your request and four templates for different situations.
What to include when requesting a quote
- Exactly what you need: product or service, specifications and quality.
- The quantity and, if relevant, how often (one-off or monthly).
- When and where you need it.
- The deadline for receiving the quote.
- What the offer should include: price, delivery times, payment terms and warranty.
4 templates to request a quote or information
1. Quote request
Subject: Quote request: [product] Hi [supplier], We're looking for [product or service] and would like to receive your quote for [quantity]. We'd need it by [date], including delivery times and payment terms. Thank you.
2. Requesting information
Subject: Information about [product] Hi, We're considering [product or service] for our company. Could you send us information about features, indicative pricing and lead times? Thanks in advance.
3. Recurring order
Subject: Quote for monthly supply Hi [supplier], We need [quantity] of [product] every month for [period]. Could you send us a quote with volume pricing and terms?
4. Reminder
Subject: Re: Quote request Hi [supplier], Just following up in case my previous email got lost. We'd need the quote by [date] to make a decision. Thanks!
How to compare offers
- Send the same request to every supplier: it's the only way to get comparable offers.
- Compare the total cost, not just the price: shipping, taxes, installation or maintenance.
- Look at lead times and warranty, not just the amount.
- Reply to everyone, including those you don't choose: it keeps the relationship good for the future.
Request it in seconds with a shortcut
If you buy often, save your request in NexoPad with a shortcut like /rfq and variables for the supplier, product, quantity and deadline.
When you type the shortcut in your purchasing portal or email, NexoPad asks for those details and writes the full request. That way you send the same request to every supplier in seconds, and all the offers come back comparable.
Frequently asked questions
How many suppliers should I ask?
Three is common: enough to compare without wasting too much time.
How long should I give them to reply?
It depends on complexity. For standard products, a week is usually enough; always set a deadline.
What if a supplier doesn't reply?
Send a short reminder a few days before the deadline. If they still don't reply, move on to the next one.
What if I'm the one sending the quote?
You'll find templates in our guide to the email to send a quote.
Published on October 11, 20265 min read
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