Quoting in English: the seven lines an export buyer looks for
September 18, 2026
Buyers abroad are not judging your English. They are judging whether they can act on your quote without another email. Those are different things, and the second one is entirely under your control.
The seven lines
Every quote should carry these, in this order, every time.
1. What you are quoting. Part name, drawing number and revision, quantity. If the buyer sent revision B, write revision B. Revision confusion is the most expensive kind of politeness.
2. Piece price, at two quantities. The quantity asked for, and double it. The second number shows the buyer how much of the price is setup and it often turns a small order into a larger one.
3. One-off costs, listed separately. Programming, fixture, first article. Separating them makes your repeat price look as good as it actually is.
4. Lead time, with a starting point. “25 working days from purchase order” or “25 working days from drawing approval”. Never a number on its own.
5. What comes with the parts. Dimensional report, material certificate, certificate of origin, or none. Say which, and price any that are optional.
6. Packing and shipping basis. What is included, what is not, and the packing method for export. This is where quotes quietly differ.
7. Terms. Payment terms, price validity, and one line on what happens if a part is out of tolerance.
A format you can reuse
Quotation QT-2026-118 Part: pump bracket, drawing PB-4471 rev B Material: aluminium 6061-T6, local stock
250 pcs: USD 8.40 each 500 pcs: USD 6.90 each Fixture, one off: USD 320 First article with dimensional report on 4 critical bores: USD 90
Lead time: 22 working days from purchase order. Material in stock. Included: dimensional report on the 4 bores, export packing in cartons on a pallet. Not included: freight, duties. Payment: 40 percent with order, 60 percent before shipment. Bank account in company name. Price valid 30 days.
Note: the corner radius on the two pockets is 2 mm. If 4 mm is acceptable we can use a larger cutter and the piece price drops around 8 percent.
That last note is the line buyers remember. It shows you opened the file and it gives them something to take back to their engineer.
Phrases that create doubt
| Avoid | Use instead |
|---|---|
| We can do all tolerances | We hold ±0.02 mm on the four bores with a CMM check on every batch |
| Best price for you | Price at 250 pcs and at 500 pcs, so you can see the break |
| Fast delivery | 22 working days from purchase order |
| No problem | Confirmed, we run this material weekly |
| High quality guaranteed | Dimensional report on the critical features with every shipment |
| Please advise target price | Our price is X. If the target is lower, the drawing change that gets there is Y |
The pattern is the same in every row: replace a promise with a number or a named process.
Two habits that cost nothing
Reply the same day, even when the quote is not ready. A two line email confirming the part is a fit, asking your one question and naming the date the quote will arrive keeps you in the shortlist.
Attach a one page capability sheet. Machines with models and counts, largest envelope, materials run weekly, inspection equipment, industries served. The same sheet goes out with every quote and answers the questions the buyer was about to ask.
What to do when the drawing is unclear
Ask, specifically, and offer an assumption so the buyer can approve it rather than write an essay:
The drawing shows ±0.01 mm on all dimensions. We assume this applies to the four bores and that the outer profile is general ISO 2768-m. Quoting on that basis. Confirm if the blanket tolerance is required, as it changes the price and the inspection time.
That single paragraph does three jobs: it shows you read the drawing, it protects you commercially and it often saves the buyer money, which is the fastest way to be remembered.
The buyer side of this exact subject is in the guide on comparing three quotes, which is worth reading to see how your quote will be pulled apart. To receive requests that already contain what you need to quote, register your shop.
Questions shops ask
Does the quote need to be a PDF?
A PDF on your letterhead reads as a company rather than a person, and it survives being forwarded inside a buying organisation. Put the same seven lines in the email body as well, because many buyers compare from their inbox.
Should we quote in USD or VND?
Quote in the currency the buyer asked in, which is almost always USD or EUR. State the currency on every line and say how long the price is valid, commonly 30 days.
How detailed should the breakdown be?
Detailed enough to be compared, not so detailed that it reads as a cost sheet. Piece price, one-off costs, lead time, documents, packing and terms is the right level.
Want the orders?
Register the shop and we bring export orders to you: a purchase order from us, a drawing that has been read properly, and payment on terms agreed in writing. No listing fee and no exclusivity.