Vendor Email: Requesting Quotes and Comparing Them
Purpose: request comparable quotes from vendors and present them to the client side by side.
Use it when: the client needs a service or product and wants options (contractors, suppliers, software, venues, travel).
Goal: three comparable quotes on one page with your recommendation.
Version: v1.0
Before you send
- Research brief agreed with the client (see Research Briefs): what, where, when, budget, must-haves
- Vendor list built with sources and checked (licence, reviews, active business)
- One standard request written, so every vendor answers the same questions
- Client approved contacting vendors in their name
The flow
1. Subject line
You: Quote request: (SERVICE) for (COMPANY NAME), (CITY), needed by (DATE)
2. Who you are and what you need
You: Hi (VENDOR CONTACT NAME), I am (YOUR NAME), and I help (CLIENT NAME) at (COMPANY NAME) with operations. We are looking for (SERVICE) for (SHORT DESCRIPTION OF JOB) at (CITY, STATE).
3. The same questions for every vendor
You: Could you send a quote that includes:
- Total price, and what is included
- Earliest start date and how long the work takes
- Payment terms and any deposit
- Proof of licence and insurance (if this service requires them)
- Warranty or guarantee
Why it works: identical questions make quotes easy to compare.
4. Deadline and contact
You: We are collecting quotes until (DATE). If you need to see the site or have questions, reply here and I will arrange it. Thank you, (YOUR NAME) Office of (CLIENT NAME), (COMPANY NAME)
If a vendor asks for the budget
You: We would like your best price for the scope above. (CLIENT FIRST NAME) will review all quotes together.
Never share the client's budget or other vendors' prices unless the client tells you to.
If a vendor wants to talk to the owner directly
You: I will pass that on. In the meantime, I can answer most questions about the job, and (CLIENT FIRST NAME) will join once quotes are in.
Tell the client and let them decide.
If a vendor pushes for a fast decision or a deposit now
You: Thanks. We will decide once all quotes are in on (DATE). I will let you know either way.
Never commit, sign or pay anything. Note the pressure in your comparison as a point to consider.
The comparison for the client
Send the client one page:
| (VENDOR A) | (VENDOR B) | (VENDOR C) | |
|---|---|---|---|
| Total price | 8,400 USD | 7,950 USD | 9,100 USD |
| Includes | Materials, labor, cleanup | Labor only, materials extra (about 900 USD) | All, plus 2-year warranty |
| Start | 3 Nov | 10 Nov | 28 Oct |
| Deposit | 30% | 50% | 10% |
| Licence and insurance | Confirmed (source linked) | Licence confirmed, insurance not sent | Confirmed |
| Reviews | 4.8 (130) | 4.2 (41) | 4.6 (88) |
My suggestion: (VENDOR C). It costs 700 USD more than (VENDOR A), and about 250 USD more than (VENDOR B) once B's materials are added, but it starts soonest, has the lowest deposit and the longest warranty. (VENDOR B) still owes proof of insurance.
After you send
- Each vendor email in 03 Waiting On with a follow up date.
- Quotes saved with the Narqix file name (DATE_VENDOR_Quote_v01) in the vendors folder.
- After the client chooses: send a polite thank-you to the vendors not chosen, only if the client approves.
Coach's note: always compare the true total, not the headline price. "Labor only" quotes often look cheapest until materials, travel or disposal fees are added. Clients love an assistant who spots that before they sign.
© Narqix Academy