Preparing Quotations: 7 Tips for Success

quotessmall200x140How can companies ensure that the quotations they prepare will be successful, bringing in more orders?

It’s a question we’re approached with quite often. And we have 2 key recommendations. Although the specifics can vary depending on the project and the customer in question, organizations should always consider the following:

  • Focus on content
  • Use the right tool

But this advice is, of course, very broad. So we wanted to use this blog post to break these 2 suggestions down further, applying our own experience working with clients, as well as Gartner analysis on the subject. With that in mind, consider the following 7 tips.

7 Tips for Preparing a Good Quotation

  • Focus on the benefits the customer will achieve if they choose your quotation and products. Buyers are more interested in the results they can expect from a business relationship than in a mere presentation of products or solutions on the surface. Make sure those results are front and center.
  • Don’t add anything to your quotation that the customer didn’t ask for. Doing so can create a bad impression. Documents that embody the ideas and prerequisites that have been jointly accepted are more likely to succeed.
  • Proactively point out options that can help avoid risks. If it’s impossible to fully rule out all risks, make sure to indicate which risks will be involved. Offer options to reduce or avoid them as much as possible.
  • Help ease the way for change. Quotations and associated products can often lead to change within a company, and competing against the status quo will often be your greatest challenge. So support the change process from the moment you prepare a quotation, making the customer feel that you’ll be at their side through every single step.
  • Provide information that’s relevant. You can perfect the technical process of preparing quotations down to the smallest detail, but if a quotation’s contents are not relevant to the customer, or if the customer feels that you did not understand their needs, your quotations will be doomed to fail.
  • Make sure to clearly define and communicate important details. Don’t hide any costs in the offer or accompanying documents. Also, make sure the whole company works together and that any external business partners are involved in the process. This is the only way to avoid unintended surprises down the line, ensuring transparency, reliability and certainty, both internally and externally.
  • Follow a standard process. The effort involved to manually prepare a quotation will escalate the moment it starts to get a little complex. That’s where the right tools become indispensable. Make sure to follow set structures and focus on the essentials.

In other words: focus on content, and use the right tool. Successful quotations depend on both, and these 7 tips will help you achieve that.

Preparing quotations with PowerDocs

Relevant information, process guidance and standardization are not just buzzwords. Find out what it’s like to completely redefine the preparation of quotations with the known reliability of Microsoft Word and the cutting-edge productivity of PowerDocs.



OpenText is the leader in Enterprise Information Management (EIM). Our EIM products enable businesses to grow faster, lower operational costs, and reduce information governance and security risks by improving business insight, impact and process speed.

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