Choose the scope to be quoted
Identify the preferred option and confirm its actual products, SKUs, colours where relevant, complete set count and units per set. Describe the branding and packaging requirement, including any custom component. Do not send three alternatives as though all should be purchased together. If you need separate quotations for different scenarios, label each scenario and its quantity explicitly. Retain the approved brief so the team can understand the purpose behind the specification.
Provide the information needed for confirmation
Supply the delivery city, required usable-by date, agency or company contact and any access or split-delivery requirements relevant to the request. List missing dimensions, unpriced packaging and custom-manufacture questions honestly. The team confirms current stock, final price, inclusions and timing. A saved project, image or PDF does not reserve goods. Starting a quote request also does not mean production has been authorised; the formal offer and its approval process still need to be completed.
A hypothetical quotation handoff
A print house’s client chooses a notebook-and-pen set for 250 recipients, with a custom sleeve. The handoff includes the selected SKUs, one of each item per set, the existing logo, the delivery location and the requested date. The sleeve dimensions and final price remain open questions. Ask the team to quote that exact configuration and identify any changes needed for feasibility. When the quotation arrives, compare it against the selected presentation rather than checking only the grand total.
Review the returned quotation for scope gaps
When the team returns a formal offer, compare product references, quantities, branding, packaging and delivery with the selected presentation. Ask about any missing component before comparing totals. Check whether a substitution or revised box has changed the original purpose or visual direction. Record the agreed corrections and the version to be approved. If the offer depends on an unresolved sample or custom detail, identify that condition explicitly. The goal is to approve one coherent scope, so the commercial document and the creative presentation describe the same intended order.
Before you move forward
- Select the exact option and quantities.
- Include branding, packaging and custom requirements.
- Provide the delivery context and project contact.
- Compare the formal quotation with the chosen scope line by line.
Common questions
Can I request a quotation while a custom component is unresolved?
Yes. Identify the component and ask the team to review feasibility and price. Keep it pending until the team confirms the relevant specification and cost.
Does the estimate become official when exported to PDF?
No. Changing the format does not change the estimate’s status. The formal quotation comes from the team’s confirmation of the actual commercial scope.
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