An overseas buyer usually sends the same enquiry to five or ten suppliers. Your export quotation is often the first real impression they get of your company. Price matters, but a clear, complete and fast quotation can win the order even when you are not the cheapest. A confusing one can lose it even when you are.
Here is how to write export quotations that buyers trust.
Speed comes first
In B2B trade, the first credible response has a real advantage. For metal products, aim to send a quotation within 24 hours — or at least acknowledge the enquiry the same day and say when the full quote will follow. Buyers in the Gulf, Africa and Southeast Asia often place orders with whoever responds first with a complete offer.
What every export quotation must include
1. Your company details
Full company name, address, contact person, email, phone/WhatsApp and website. Add your logo and, if relevant, certifications such as ISO 9001 or PED.
2. Buyer details and reference
Buyer's company name, contact, their enquiry reference and date. Quoting their reference shows you read the enquiry carefully.
3. Quotation number, date and validity
Steel prices move. State a clear validity, such as "Valid for 7 days", and mention that prices depend on raw material price at order confirmation if needed.
4. Complete item descriptions
This is where many suppliers fail. Each line should include:
- Product and form (seamless pipe, WNRF flange, hex bolt)
- Material standard and grade (ASTM A312 TP316L)
- Size and schedule or class (2" SCH 40S; 4" Class 300)
- Dimensional standard (ASME B36.19M, ASME B16.5)
- Length, end finish, surface finish or coating
- Quantity and unit (metres, pieces, tonnes)
Unsure about schedules? See pipe schedules explained.
5. Unit price and totals
Show unit price, line totals and a grand total in the agreed currency — USD, EUR or AED are common. If you sell by weight, show kg/m and total weight too. Our pipe weight calculator helps you get this right.
6. Incoterm and named place
"FOB Nhava Sheva, Incoterms 2020" or "CFR Jebel Ali, Incoterms 2020". Never just "FOB". Read our Incoterms guide for metal exporters.
7. Payment terms
For example: 30% advance by TT, balance against copy of B/L; or 100% irrevocable LC at sight. Be specific.
8. Delivery time
State lead time from the date of confirmed order and advance — for example "4–5 weeks ex-works after receipt of advance".
9. Inspection, testing and documents
List what is included: EN 10204 3.1 MTC, third-party inspection at buyer's cost, hydrotest, PMI, certificate of origin.
10. Packing and marking
Bundles with steel strips, wooden crates (ISPM 15), plastic end caps, marking as per standard. Packing affects price and is a common source of disputes.
11. Terms and conditions
Tolerances on quantity (for example ±10%), force majeure, governing law and how disputes are resolved. Keep it short and readable.
Presentation tips that build trust
- One page summary first. Put the total, Incoterm, delivery and validity where they can be seen at a glance.
- Use a clean table. Buyers often copy your lines into a comparison sheet — make it easy.
- Send a PDF, not a message. A WhatsApp price is fine for a first reply, but follow up with a branded PDF.
- Use the buyer's language. If they write "DN 50", show DN 50 alongside 2" NPS.
- Offer alternatives clearly. If you suggest a different grade or standard, show it as a separate option, never as a silent substitute.
Common mistakes that lose orders
- Missing grade or standard on the line items.
- No validity or Incoterm.
- Prices in the wrong currency.
- Arithmetic errors in totals.
- Vague delivery like "ASAP".
- Sending the quote three days late.
Follow up, politely
Most quotations do not get an instant reply. Follow up after 2–3 days with a short message: confirm they received it, offer a call, and mention one strength — fast delivery, stock availability or test certificates. A single follow-up often brings the reply that the first email did not.
Make quoting faster
Writing every quote from scratch in Word or Excel is slow and error-prone. QuoteMitra was built for metal traders: paste an enquiry from email, Excel, PDF or WhatsApp, get a ready quote with weights and your terms, and export in USD, EUR, AED and other currencies — with domestic ₹ + GST quotes as well.
Frequently asked questions
Should I include prices in USD or my local currency?
Quote in the currency the buyer asks for. USD is the most common for international steel trade, while EUR, AED and SAR are often used in their regions.
How long should a steel quotation be valid?
Because raw material prices change often, many suppliers keep validity short — typically a few days to two weeks — and say so clearly on the quote.
Should I send a quotation on WhatsApp?
A quick price on WhatsApp is fine as a first reply, but always follow it with a branded PDF that includes full specifications and terms.
What if the buyer's enquiry is incomplete?
Reply quickly with specific questions about grade, size, quantity and destination. A fast, precise question shows professionalism and keeps the buyer engaged.
Key takeaways
- Fast, complete and clear beats merely cheap.
- Every line needs material standard, grade, size and dimensional standard.
- Incoterm, payment, delivery, validity and documents complete the offer.
- Follow up within a few days.
Your quotation is your sales pitch on paper. Make every one of them professional.
