Quote request email that gets comparable prices back
Asking three suppliers "how much for this?" usually gets three answers you cannot compare. This prompt has your todo.is agent write a quote request email with clear specs, quantities, delivery terms and a reply deadline, so every quote comes back in the same shape. It can also search the web for suppliers or local contractors and list them with links.
The prompt
- Write a quote request email for [WHAT YOU NEED A QUOTE FOR]. Specs: [QUANTITY, SIZE, MATERIALS OR SCOPE]. It needs to be delivered or done in [LOCATION] by [DATE NEEDED]. Ask each supplier to send a price per unit and total, what is included, delivery or start date, payment terms and how long the quote is valid, by [REPLY DEADLINE]. Keep it under 180 words with a clear subject line. Then search the web for 5 suppliers that serve that area, and give me a table with their name, website, contact email or form and why they fit. Save the email as a Gmail draft. Do not contact anyone.
What to change
- [WHAT YOU NEED A QUOTE FOR]: E.g. "printed paper bags with our logo" or "repainting a 3-room office".
- [QUANTITY, SIZE, MATERIALS OR SCOPE]: E.g. "2,000 kraft bags, 32 x 25 cm, 1-color logo". Attach a drawing or photos if you have them.
- [LOCATION]: E.g. "Rotterdam" or "Austin, TX".
- [DATE NEEDED]: E.g. "1 December".
- [REPLY DEADLINE]: When quotes must arrive, e.g. "Friday 14 November".
Example result
- The email
- Subject: Quote request: 2,000 printed kraft bags, needed by 1 December
- Hello,
- We are a bakery chain in Rotterdam and would like a quote for printed paper bags.
- What we need
- • Quantity: 2,000 bags (please also quote 5,000)
- • Size: 32 x 25 x 12 cm, brown kraft, twisted paper handles
- • Print: our logo, one color (black), one side. Artwork attached as a PDF
- • Delivery: to Coolsingel, Rotterdam, by 1 December
- Please include in your quote
- • Price per bag and total, excluding and including VAT
- • Setup or plate costs, and delivery cost
- • Production time and delivery date
- • Payment terms and how long the quote is valid
- • A sample or photo of similar work, if possible
- Please reply by Friday 14 November. Happy to answer questions by phone.
- Kind regards,
- Rosa de Vries
- Purchasing, Bakkerij Oven
- +31 6 0000 0000
- Supplier shortlist (example)
- • Supplier A, packaging printer in Rotterdam. Contact form on their site. Prints kraft bags from 1,000 units
- • Supplier B, online packaging shop. Email on the contact page. Fast standard sizes
- • Supplier C, eco packaging specialist near Utrecht. Recycled kraft options
- • (Your agent lists real suppliers with links and notes; you contact them yourself.)
- How to compare the quotes
- • Put every quote in one table: unit price, setup cost, delivery, lead time, validity
- • Compare the total landed cost, not the unit price
- • Ask the cheapest supplier for a sample before you order
How to do it with todo.is
- Copy the prompt and describe what you need, the quantity and dates in the [brackets].
- Paste it into todo.is and attach any drawing, logo or photo of the job.
- Your agent writes one clear request and lists suppliers with links and contact details.
- Send the email to each supplier, then attach the replies and ask your agent for a comparison table in Excel.
Tips for a better result
- Send the identical request to every supplier. Changing specs between them makes the quotes impossible to compare.
- Ask for a price at two quantities. It shows how much cheaper bigger orders are.
- Always ask how long the quote is valid. Material prices can change quickly.
- For home or building work, ask whether the quote is fixed or an estimate, and whether VAT or sales tax is included.
quote request email: FAQ
- How do you write a quote request email? Say who you are, describe exactly what you need with quantities and specs, give the delivery place and date, list what the quote must include and set a reply deadline.
- How many quotes should I get? Three is a common rule. It shows the market price without taking weeks to compare.
- What is the difference between a quote and an estimate? A quote is usually a fixed price for the described work. An estimate is a best guess that can change, so ask which one you are getting.
- Can todo.is send the request to suppliers for me? It saves the email as a Gmail draft and asks for your OK before sending anything. Many suppliers use contact forms, which you fill in yourself.
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