Write the product code, specification, quantity, unit, total amount, quote validity, and transport assumptions in one place. State whether the amount is per piece, pack, carton, length, weight, or another unit, and confirm that the quoted stock is available.
Separate product cost from delivery, loading, and any other charge that is not yet confirmed. Check the supplier's current terms and note whether the quote depends on a minimum order or a particular payment date. Do not treat an estimate as a final amount.
Before accepting the order, confirm the quantity, item, delivery arrangement, and quote expiry with the buyer. Keep the agreed version with the purchase record, and issue a revised quote if stock or supplier costs change rather than relying on an earlier message.
For bulky supplies, agree who unloads the goods and where they will be placed. A quoted transport amount may change if the route, access, or order quantity changes, so get confirmation before dispatch.
