How to compare promotional product quotations

Create one reference brief

Send each quoting party the same product reference or description, quantity, artwork, packaging requirements, destination and target arrival date. Identify the details that must remain fixed.

If alternatives are welcome, ask for them to be presented separately. Mixing a different material or decoration method into the main quotation makes the apparent price comparison less useful.

Check the scope of the price

List the product, decoration, artwork preparation, samples, packaging, assembly and transport as separate discussion points. Ask which are included and which may create additional charges.

A minimum quantity and a unit figure should be confirmed for the actual specification. Do not assume that a figure displayed in an older catalogue remains current or applies to a different artwork or order size.

Clarify the schedule

Separate artwork approval, sample approval, production and transport when discussing timing. Identify the point from which each quoted period starts. Ask what happens if the artwork or specification changes after approval.

State the required arrival date, not only the event date. Include time for receiving, inspection and distribution. The final order should record the agreed schedule and any conditions attached to it.

Record the accepted version

Keep the final quotation, specification, proof, sample approval and order terms together. Resolve unclear wording before confirming the order. A concise written brief is more useful than relying on separate messages that may describe different versions of the project.