The best way to present quotations is by combining a professional structure with personal attention and fast response times. Ensure clear pricing, complete information and a visually appealing presentation. Timing is important: send your quotation within 24 hours of the request and follow up systematically. A good quotation stands out by demonstrating added value and telling a story about how you will help the customer.
What makes a quotation professional and convincing?
A professional quotation starts with a clear structure that immediately inspires confidence in customers. Your quotation should look neat, be complete and match your corporate style.
Visual presentation plays a major role in creating a first impression. Use a consistent layout with your logo, company colours and a clear structure. Customers expect to be able to see at a glance what you offer and how much it costs.
For hospitality and catering quotes, it is important that you clearly communicate the customer’s specific wishes. Mention the type of event, number of guests, location and any special requests. This shows that you have listened carefully.
A personal touch makes all the difference. Start your quote with a short, personal salutation in which you refer to your conversation. Conclude with an enthusiastic note in which you express your desire to work with this customer.
How do you ensure that your quotation stands out from the competition?
Your quote will stand out by demonstrating added value rather than just listing prices. Explain what extra you do for the customer and why your approach is superior.
Use storytelling in your quotation. Describe how the event will unfold, what experience the guests will have and how you will ensure that everything runs smoothly. This helps customers to visualise the result.
Add visual elements such as photos of similar events, menus or a timeline of the day. A quote with only text and figures is boring and forgettable.
Speed is an important differentiator. Customers often choose the caterer who responds the fastest, because this inspires confidence. Digital tools can help you send a professional quote within a few hours of receiving a request.
What information should you always include in a quotation?
A complete quotation contains all the information a customer needs to make an informed decision. If you forget something, you will receive questions that delay the decision.
Start with your full contact details, company name, address and telephone number. Also include the date of the quotation and a unique quotation number for administrative purposes.
Provide a detailed description of what you are providing: menus, number of guests, location, date and time. For catering quotes, it is important to also specify the level of service, materials and staff.
| Component | Why it is important |
|---|---|
| Price structure | Transparency and trust |
| Terms and conditions of delivery | Clear expectations |
| Terms of payment | Administrative clarity |
| Period of validity | Urgency and planning |
Always mention what happens in case of changes. Customers often change their minds, so explain how you deal with changes in the number of guests or menus.
How do you present prices in a clear manner?
Transparent pricing prevents surprises and builds trust. Customers want to know exactly what they are paying for and what happens if something changes.
Organise your prices logically: basic price per person, extra services, materials and staff. For each item, state exactly what is included.
Separate optional services from the main price. Make a clear distinction between what is standard and what costs extra. This helps customers make choices within their budget.
Use a clear total price at the bottom of your quote. State whether VAT is included and whether there are any additional costs such as transport or service charges.
For hospitality quotes, it can be useful to offer different packages: basic, standard and premium. This gives customers choices and helps you to achieve upselling. An efficient way to organise this is by using professional quotation software that automatically generates different packages.
When is the best time to send a quote?
The right moment to send your quotation can make the difference between winning or losing a contract. Speed and timing are crucial to your success.
Ideally, send your quote within 24 hours of the request. Customers are still enthusiastic at that point and have your conversation fresh in their minds. If you wait too long, their interest will wane.
Be aware of seasonal factors in the catering and events industry. During busy periods such as the holidays or wedding season, customers are in a hurry. During quiet periods, you can take a little more time to prepare detailed quotes.
Send your quote on working days between 9:00 a.m. and 5:00 p.m. Quotes that arrive in the evening or at the weekend are often read later and make less of an impression.
Use a quote indicator tool on your website so that customers can immediately get a price indication. This saves time and ensures that you only receive serious enquiries.
How do you follow up after sending a quote?
Effective follow-up significantly increases your conversion rate. Many caterers forget to follow up and therefore miss out on orders they could have received.
Call or email within 3-5 working days after sending your quote. Ask if the customer has any questions and if any further information is required. Be helpful, not pushy.
Ask open questions such as: “What do you think of the proposed menu?” or “Are there any parts you would like to see changed?” This opens up the conversation and helps you to address any concerns.
Plan your follow-up systematically. Use automatic reminders so you don’t forget to follow up on a quote. Good planning helps you to contact the customer at the right time.
Discuss any objections. Customers often have doubts about price, menu or planning. By talking about this, you can offer solutions and increase trust.
Presenting professional quotations is a skill that can be developed. By paying attention to structure, timing, and follow-up, you increase your chances of success. Would you like personal advice on optimising your quotation presentation? Please contact us or schedule a brainstorming session. We are happy to assist you in taking your quotation presentation to the next level and securing more assignments.
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