What Information Is Needed for an Accurate Export Quotation?
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SWADESH EXPORTS · BUYER GUIDE

What Information Is Needed for an Accurate Export Quotation?

An export quotation can be accurate only when the supplier understands the product, quantity, packaging, destination and delivery responsibilities.

03 QUOTE GUIDE
BEFORE REQUESTING A QUOTE

Give suppliers the right information from the beginning.

A request for a “best price” without specifications usually produces only an indicative estimate. Clear information helps suppliers calculate costs correctly and allows buyers to compare quotations on a like-for-like basis.

01
START WITH THE BASICS

Product Details

  • Product name, intended use, catalogue code or reference image
  • Material, dimensions, weight, colour, finish and design
  • Quantity per product, design, colour and size
  • Acceptable handmade variations
02
MAKE IT SPECIFIC

Customization

  • Existing design or new development
  • Colour, size, artwork or pattern changes
  • Logo application, private labels, tags, barcodes and inserts
  • Exclusive-design or special-set requirements
03
PROTECT THE PRODUCT

Packaging

  • Standard export, retail-ready or branded packaging
  • Individual packs, inner cartons, master cartons and pallets
  • Cushioning, dividers and moisture protection
  • Packaging dimensions and expected packed weight
04
WHERE IS IT GOING?

Destination and Delivery

  • Destination country, city, postal code and delivery address
  • Airport, seaport or inland delivery point
  • Preferred Incoterm and named place, such as EXW, FOB, CIF or DAP
  • Courier, air freight, LCL sea freight or FCL preference
05
CHECK REQUIREMENTS

Compliance Requirements

  • Testing, material declarations and certificates
  • Country-of-origin, fibre-content and care labels
  • Chemical, food-contact or destination-country requirements
  • Sustainability documentation, where required
06
PLAN AHEAD

Samples and Timeline

  • Standard, customized, pre-production or packaging sample
  • Required sample, production, shipment and delivery dates
  • Seasonal launch or retail deadline
07
AGREE COMMERCIAL TERMS

Currency and Payment

  • Preferred quotation currency
  • Advance and balance-payment terms
  • Payment method, letter-of-credit requirement and bank charges
08
WHAT YOU SHOULD RECEIVE

What the Quotation Should Show

  • Product description, material, dimensions and quantity
  • MOQ, unit price, total value and currency
  • Packaging, customization and sample charges
  • Production lead time and quotation validity
  • Incoterm and named place
  • Freight, insurance and other included costs
  • Payment terms, exclusions and assumptions
QUOTE CHECKLIST

A complete quotation should make every major cost visible.

01 Product & Quantity
02 Packaging & Customization
03 Incoterm & Destination
04 Freight & Insurance
05 Lead Time & Validity
06 Payment & Exclusions
✓
BUYER TAKEAWAY

Clear information helps the supplier calculate costs correctly and allows the buyer to compare quotations on a like-for-like basis. It also reduces unexpected charges, price revisions and misunderstandings after the order is placed.

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