If two suppliers quote for different quantities or delivery dates, the lower price may not answer the same question. A clear request helps you gather offers for the same requirement before you decide what to buy.

This guide is for nontechnical small-business owners. The examples are fictional. A quote request is not a purchase order, and an offer does not confirm that goods have been ordered or delivered.

Before you ask

Write down what you need, how many, where it should go and when it is needed. Check any specifications, budget and approval rules with the person responsible for the purchase. Identify suitable suppliers through your normal process; check their contact details in a trusted source before sending anything.

Ask each supplier for the same essential information. Australia's business supplier guide recommends considering factors including price, delivery and payment terms. Use it as general guidance; applicable rules and contract terms vary by location.

A request checklist

Item or service: describe the required material, size, quality or scope. Include an approved specification when needed.
Quantity and unit: say whether you need 100 individual items, 100 boxes or another unit. Ask about minimum order quantities and price breaks.
Delivery: give the destination and required date, and ask when lead time begins. Avoid implying a date is confirmed.
Full price: request currency, unit price, delivery, setup and other charges, and how tax is shown. Ask suppliers to identify costs they cannot yet confirm.
Conditions: ask about payment terms, how long the offer is valid, and any exclusions or alternatives.
Reply and ownership: include a response date you can realistically use and the person responsible for reviewing replies. Obtain any required internal approval before sending.

Do not put confidential customer details into a request unless your business has a reason and permission to share them. If you use an AI assistant to draft it, begin with fictional information and review every quantity, address and condition yourself.

Copy and adapt this template

Subject: Quote request for [item or service]

Hello [supplier],

Please quote for [description and specification], quantity [number and unit], for delivery to [destination] by [needed-by date, if available]. Please include unit and total prices in [currency], delivery and setup charges, tax treatment, lead time and when it starts, minimum quantity, payment terms and offer expiry. Please identify any exclusions or proposed alternatives separately.

Could you reply by [response date]? This is a request for a quote; we will review any offer before deciding whether to order.

Thank you, [name / business]

Replace the placeholders, verify the recipient and get the required approval before using your normal sending method. The template does not send a message or place an order.

Try three fictional requests

Packaging: A bakery needs 200 boxes of a specified size. Ask each supplier to quote for 200 boxes and show delivery separately. If one quotes 200 packs of 10, ask for clarification instead of treating the quantities as equal.

Cleaning supplies: A cleaning business needs 12 refill bottles by a particular date. Ask for bottle size, minimum order and delivery timing. If a supplier cannot confirm the date, mark it unknown until the supplier responds.

Equipment repair: A workshop wants a maintenance visit. Give each provider the same equipment description and request a breakdown of call-out and labour costs. Ask whether parts are included, and keep any alternative scope separate.

Record the replies

Keep each supplier's original response and date with the request. Record missing answers as unknown; do not invent a delivery charge or treat a supplier's alternative as the original specification. If you need clarification, prepare a separate question and review it before sending. For the next step, use the supplier quote comparison guide, then follow your own approval and purchasing process.

Turn the request into an app brief

I run a small business. I need a private list of supplier quote requests with an item, specification, quantity and unit, delivery requirement, recipient, response date, owner and status. Keep each received offer linked to its source and show unanswered questions. Do not send a request, choose a supplier or place an order without my review and a verified result.

Create a free KernelApps account to explore building an app around this brief. Manual editing and an included AI allowance are available; check current limits in your account. Creating an account does not automatically connect supplier records or send messages.

How to Ask Suppliers for Quotes You Can Compare