How to write an export quotation with clear prices and terms
The buyer should be able to tell exactly which goods, quantity and delivery conditions a price covers. Use this fictional paper-gift-box order to prepare an offer that is easier to review and compare.
Updated
PREPARATION GUIDE / 01
1. Restate the scope of the inquiry
Confirm the material, dimensions, model, packing and quantity requested. Replace a vague description such as “small gift box” with “Recycled paper gift box, GB-S, 20 × 15 × 8 cm.” If printing, inserts or packing remain unresolved, state which configuration the current price assumes.
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2. Give each field a clear purpose
A translated heading is not enough. Check that product descriptions and notes are in the language your buyer needs as well as selecting the document language.
| Field | What to communicate |
|---|---|
| Quotation No. | The current offer's reference |
| Description | Model, material, dimensions and configuration |
| Quantity / Unit Price | Order quantity and the pricing unit |
| Currency | An explicit currency such as USD |
| Valid Until | The offer's expiry date |
| Lead Time | Duration and the condition that starts it |
| Payment Terms | Proportions and payment milestones |
| Remarks | Packing, included costs and delivery arrangements |
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3. Review quantity, unit and amount together
The fictional quote lists 200 GB-S boxes at USD 4.50, giving USD 900.00, and 100 GB-L boxes at USD 6.60, giving USD 660.00. The goods total is USD 1,560.00. If the pricing unit changes to a set or carton, also confirm what that unit contains.
State the quantity condition for any volume price. The total should describe the listed items without implying that unlisted freight, insurance or other costs are included.
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4. Make validity and lead time actionable
“Valid until 2026-10-29” states when the offer expires. “25 days after deposit and sample approval” explains when the lead-time clock starts. These are examples; use the dates and conditions proposed for the actual offer.
Use notes to clarify delivery location, packing and cost scope. If using a trade term, verify the parties' understanding and the required named location rather than leaving only an abbreviation.
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5. Prepare the document and manage revisions
Select QT, review the customer and products, and enter prices, validity, payment and lead time. Add specification columns as needed, choose the document language and review the preview before exporting a PDF.
When the buyer changes a specification or quantity, update the offer and identify its current revision. After the intended order is confirmed, prepare a PI with the agreed details. Maodantong offers separate document-type entry points; this does not imply an automatic quotation-to-PI conversion.