The quality of your quotation will hugely impact the response rate you get from buyers.

Suppliers who match exactly what the buyer is looking for and spend time writing personalised introductory quotations will have a better chance of receiving feedback from buyers, resulting in more orders.

In this article we will show you how you can improve the quality of your quotations to maximise the response rate you get from buyers.

Step 1. Reviewing the buyers' project

The single most important part of getting responses from buyers, is ensuring you match what the buyers is looking for. There is no point sending lots of quotations if you do not meet the buyers needs, this would be a waste of your time.

Below is an example of a buyers' project
Here is a check list of what you need to review:

1. Project description - check to make sure that you match what the buyer has asked for. This example shows the buyer is looking for a 'Genuine leather' supplier. If at this point you cannot meet their requirements, then this wouldn't be a suitable project to quote on.
2. Product name & description - the buyer will list the details of the product. Check to make sure you can produce the products they have listed?
3. 'Buyer is unsure of pricing' note - if this message appears then the buyer at this stage is just inquiring for prices and they just want to get an idea of how much this type of product costs. This gives you an indication that the buyer is likely early stages and you will need more details from the buyer before accurate prices can be given. You can therefore mark your quote as 'Temporary' pricing.
4. Importing country - do you have experience exporting to this country? Make sure that you are able to export your products to the country of import the buyer has listed.
5. Product types - check that you are able to produce the products listed
6. Project stage - this gives you an indication of the stage of the buyer. The buyer in this case is 'comparing pricing' then you know that you need to submit competitive.
7. Company type needed - this is very important, if the buyer is looking for an end manufacturer then only quote if you are working for a factory.

Step 2. Sending a personalised quote


Making sure you send a personalised quote is very important. It demonstrates that, as a supplier, you have taken the time to understand their project and their needs and are willing to invest in converting the order. Buyers will ignore suppliers who send copy & paste standard messages as this comes across as spam.

You Intro should include:
Introduce yourself & your company
Explain that you have read the buyers' project and you can meet their requests
Try to engage in a conversation, ask questions that the buyer would need to answer to start the conversation. This demonstrates your experience as a supplier that you can lead their enquiry

Here is an example of what a good 'Intro' message should include.

Hi, I'm Johnathan the Senior Merchandiser from Super Duper Fashion Inc. After reviewing your project 'Genuine leather handbags, jackets and clothing' I can see that you are a new brand looking for a private label supplier, which we can help with. We have been established since 2010 and have been producing genuine leather goods for a range of different clients so we would be able to handle your request. Please see below our initial quotation based on the information you provided in your project. It would be great to discuss your project further so we can get a better understanding of the designs, materials, finished you require so then we can give you accurate prices. We will then be able to discuss a timeline for your project to ensure it fits within your estimated schedule. As you are a new brand, would you require design services? As this is something that we could also help you with. Look forward to hearing back from you.


Add your pricing & minimum order quantity for each of the line items in the project.
You can select 'Temporary pricing' which would highlight to the buyer that you would need more details in order to give a more accurate quote.

Why work with us

The 'Why work with us' section allows you to provide a bit more information about your experience, expertise, unique selling points as a company.

It should include:
Your experience
Brands you've worked with
Your capabilities as a supplier to be able to meet the buyers needs and deliver their project
A personal ending note from you

Here is good example of what to include in the 'Why work with us' section

We have been established since 2010 and we have worked with many start-up brands, launching their first range. Helping from the initial design stages, where we finalise the details of the products they are looking to develop, right through to sampling and mass production. We have a very high standard of work and are committed to ensuring that we meet the deadlines for our buyers' projects. Looking forward to learning more about your new range of products and how we can help to get your new brand off the ground.
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