Export & Import Guide
Export Quotation: What to Include in an International Trade Quote
Editorial note: This guide is maintained by the ExportImportTools Editorial Team and is intended as practical planning information. Verify current official requirements, rates and regulations for your specific transaction.
An export quotation turns a buyer enquiry into a clear commercial offer. A good quotation lets the buyer understand exactly what is included in the price and under which delivery and payment conditions.
Core fields in an export quotation
Include seller and buyer details, quotation number and date, product description, specifications, quantity, unit price, currency, total value, Incoterm, payment terms, validity, estimated lead time and packing or shipment assumptions where relevant.
Price clarity is essential
State whether the price is per unit, carton, kilogram or another basis. If freight, insurance or destination charges are included, say so explicitly. Avoid vague phrases such as “shipping included” without defining the scope.
Incoterm and named place
Use the applicable Incoterm together with a precise named place or port. This helps the buyer compare the offer with other quotations on a consistent basis.
Quotation validity and assumptions
Rates for freight, currency and raw materials can change. State the validity period and important assumptions so the commercial team knows when a revised quotation is required.
Common mistakes
Missing currency, unclear unit of measure, no validity date, mixing FOB and CIF components, and quoting without confirming the buyer’s required specification.
Frequently asked questions
Is the calculator result a final commercial or customs figure?
No. It is a planning estimate. Final freight, customs, tax, insurance and regulatory outcomes depend on the applicable carrier, authority, contract and current rules.
What information should I verify before using the result?
Check the product or shipment inputs, units, currency, destination, Incoterm and the source/date of any rate or regulatory assumption used in the calculation.
Can this tool replace professional or official advice?
It can simplify routine planning, but regulated customs, tax, legal, insurance and destination-specific requirements should be confirmed with the appropriate official authority or qualified professional.
How to use the related tool
- Open the Export Quotation tool and enter the requested product or shipment information.
- Use consistent units, quantities and currency, and check every input before calculating or generating the document.
- Review the assumptions and keep a copy of the inputs used for your quotation or shipment planning.
- Where the result depends on current rates, tariffs, carrier rules or regulations, verify those details with the authoritative source before making a binding decision.