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A supplier quotation is a record of an offer at a particular time. It may carry a validity period, delivery assumptions or conditions that affect whether the quoted amount remains available when purchasing begins. Recording those details helps a project team understand which prices still need confirmation.
Record the Commercial Conditions
Keep the quotation date, supplier name, product description and quantity basis alongside the price. Note whether taxes, freight, unloading or other charges are included. A total without its conditions can be difficult to compare with another supplier’s offer.
Align the Quote With the Purchase Schedule
Compare the stated validity period with your anticipated order date. If the project schedule has changed, request confirmation rather than assuming an earlier price will be honored. Identify whether the supplier has attached the price to a particular quantity or delivery window.
Keep Alternatives Visible
A substitute product may have a different price, lead time or approval requirement. Document it separately from the specified product so reviewers can see what the proposal assumes. Product acceptance should be coordinated with the relevant project team.
Maintain a Quote Register
A simple register can list each quotation, its expiry date and the person responsible for follow-up. Flag unconfirmed prices for review and explain their treatment in the estimate. This makes supplier coordination more transparent without promising that prices will stay fixed until procurement.
Explore Bid Estimators’ estimating support, review our frequently asked questions, or request an estimate with your project documents and required scope.
