Read a quotation through to the delivered cost

A useful quotation describes a complete order, not only a price per item. Send the same brief to everyone involved in the comparison: product version, quantity, logo, decoration positions, packing and destination. State the required arrival date and identify anything that is still undecided.

Separate the product and setup

Ask how the item, logo preparation, decoration setup and any individual personalisation are charged. Check whether quoted quantities are total pieces or quantities per colour or design. If you need several versions, provide a clear breakdown and ask how it changes the overall cost.

Make packing part of the brief

Describe whether items are supplied loose, individually packed or assembled into sets. Include inserts, labels and outer-carton requirements where relevant. Packing can affect both handling and shipment size. A gift box shown in a photograph should not be assumed included unless the quotation confirms it.

Clarify the delivery boundary

Provide the destination country, postal code and delivery type, such as an office or an event venue. Ask which transport charges are included and who handles import procedures, duties and taxes. Use the agreed delivery terms in writing; do not infer a delivered total from a product-only figure.

Record assumptions and validity

Check the quotation date, currency, validity period, payment stages and the assumptions behind the schedule. Confirm whether samples, artwork changes or split deliveries are included. If one requirement is uncertain, request a separate option so the main quotation remains easy to compare and approve.

Approve a complete order record

Before confirming, reconcile the final product, quantities, artwork version, packaging and delivery plan against the accepted quotation. Record any changes in one place. Keep the approved documents available for receiving checks, and request a revised calculation whenever a change affects the agreed order rather than relying on an earlier estimate.