How to ask a supplier to clarify a quotation

When to ask

• A reference item is missing from the quotation.
• A quantity, unit or specification differs from your reference.
• An item is priced as "included", zero or left blank.
• A note, exclusion or assumption is unclear.
• The arithmetic does not add up.

What to include

1. The project, package and the quotation reference and date.
2. One numbered point per issue, with your item number and the supplier's line.
3. What your reference says and what the quotation says, side by side.
4. The answer you need: confirm, correct, price or explain.
5. A reply date, and a request for a revised quotation if prices change.

Email template

Copy this and replace the text in brackets.

Subject: Clarification on quotation [quotation number] for [project / package]

Dear [name],

Thank you for your quotation [quotation number] dated [date]. Before we complete our review, please clarify the points below against our reference [BOQ / schedule name and revision].

1. Item [our item no.] [description]: not found in your quotation. Please confirm whether it is included, and if so where, or provide a price.
2. Item [our item no.]: our quantity is [x unit], your quotation shows [y unit]. Please confirm the correct quantity.
3. Item [our item no.]: our specification is [specification]. Your quotation offers [offered product]. Please confirm it is equivalent and send the data sheet.
4. Line [your line no.] [description]: this item is not in our reference. Please confirm whether it is required or optional.

Please reply by [date]. If any answer changes your prices, please send a revised quotation.

Kind regards,
[name]
[company]

Keep a record

File the request, the reply and any revised quotation with the package. Check the revised quotation against your reference again, because revisions can change lines you did not ask about.

With QuoteRecon PRO, a Clarification Pack turns the findings you select into supplier questions you can edit, approve and export to Excel, and Quotation revisions compare an original and a revised quotation with both sources kept for every change.