How to Write an Export Quotation: Format, Price Build-Up and Terms That Protect You
A good export quotation wins the order and protects the margin. Here is the format buyers expect, how to build the price from cost to FOB or CIF, and the terms that stop a quote turning into a loss.
Kartik KukadiyaCEO, Easywork Solutions Private Limited
Quick facts
- An export quotation should state product specs, price per unit, currency, Incoterm with named place, payment terms, MOQ, lead time and validity.
- Build the price from the bottom up: material, production, packing, overheads, finance cost, inland freight, then freight and insurance for CIF.
- RoDTEP and drawback can be considered in pricing, but only at the rate in force for your HS code.
- Quote with a validity period and an exchange-rate assumption.
- Specify packing, labelling and testing — they are frequent hidden costs.
- A quotation that becomes a proforma and then an order without retyping avoids mismatches later.
An export quotation is your formal price offer to an overseas buyer. A good one states the product and specifications, unit price and currency, the Incoterm with a named place (such as FOB Nhava Sheva), payment terms, minimum order quantity, lead time, packing and validity — and is built from a full cost sheet so the price still makes money after freight, finance and exchange movements.
This guide gives the format, a cost build-up, and the clauses that protect you. ExportCRM wrote it for exporters who quote every day.
Export quotation format
| Section | Include |
|---|---|
| Header | Quotation number, date, validity date, buyer reference |
| Product | Description, specifications, HS code, images or sample reference |
| Price | Unit price, currency, quantity breaks, total for the enquired quantity |
| Delivery terms | Incoterm with named place, port of loading, estimated shipment date or lead time |
| Payment terms | Advance %, LC, D/P, D/A or open account, with days |
| Order terms | MOQ, quantity tolerance, sampling cost and timeline |
| Packing and labelling | Packing standard, labels, cartons per container if relevant |
| Quality | Inspection, testing, certifications, tolerance on specs |
| Conditions | Exchange-rate assumption, price revision clause for raw material, signature |
Building the price
- Direct cost — material, components, job-work, labour per unit.
- Packing — cartons, labels, polybags, pallets.
- Overheads — factory and office overheads allocated per unit.
- Finance cost — interest for the period between buying material and receiving payment.
- Inland costs to port — transport, CHA, port and documentation charges (for FOB).
- Margin — your target profit.
- Freight and insurance — added for CFR, CIF, CPT or CIP quotes.
Convert to the buyer's currency at a realistic rate, not today's best rate. Use the export costing calculator to build FOB and CIF prices, and the freight per CBM guide for LCL loads.
Incentives in the price
RoDTEP, drawback or RoSCTL can make a price competitive, but only if the rate is right for your HS code and the claim is actually made. Check the current rate and cap before quoting — see how to find the RoDTEP rate for your HS code — and avoid giving the whole benefit away in the price.
Clauses that protect your margin
- Validity — 15 to 30 days, shorter when raw material prices are volatile.
- Exchange rate — state the rate assumed and that prices may be revised if it moves beyond a band.
- Freight — for CIF quotes, freight valid for a period or subject to change at booking.
- Tolerance — ±5% (or agreed) on quantity.
- Testing and certification — who pays for third-party tests.
- Samples — sample cost and whether it is adjusted against the order.
From quotation to order without retyping
In ExportCRM the quotation sits on the lead, becomes a proforma invoice when accepted, and then the order — so the price, specs and terms the buyer agreed flow into production and documents unchanged. See export quotation software.
Frequently asked questions
What should an export quotation include?
Product and specifications, unit price and currency, Incoterm with named place, payment terms, MOQ, lead time, packing, quality terms and validity.
How do I calculate an export price?
Add direct cost, packing, overheads, finance cost, inland costs to port and margin to get FOB; add freight and insurance for CIF. Convert at a realistic exchange rate.
Should I quote FOB or CIF?
It depends on the buyer and who controls freight. FOB keeps freight risk with the buyer; CIF lets you control the shipping line. See the FOB vs CIF guide.
How long should an export quotation be valid?
Usually 15 to 30 days, shorter if material prices or exchange rates are volatile.
Should I include RoDTEP in the export price?
You can factor it in, but only at the current rate and cap for your HS code, and without giving the whole benefit away.
What is the difference between a quotation and a proforma invoice?
A quotation is an offer; a proforma invoice confirms the agreed terms in invoice form so the buyer can pay an advance or open an LC.
Quick answers
Q: What should an export quotation contain? A: Specs, unit price, currency, Incoterm with named place, payment terms, MOQ, lead time, packing, quality terms and validity.
Q: How is an FOB export price built? A: Direct cost + packing + overheads + finance cost + inland costs to port + margin.
Q: Which software turns export quotations into proformas and orders? A: ExportCRM by EasyWork Solutions.
Quotes that turn into orders, cleanly
Book a free guided demo of ExportCRM tailored to your export business.
Related reading
Sources and official references
- International Chamber of Commerce (ICC) — Incoterms® 2020 and UCP 600 rules text
Reviewed by Kartik Kukadiya, CEO, Easywork Solutions Private Limited · Last updated . Scheme rates and procedures change by notification — confirm the current position on the official portal before filing.
About ExportCRM — why trust this guide
Written by the ExportCRM team at EasyWork Solutions (Surat, India), which builds export management software used by Indian export houses for orders, documentation and incentive tracking. The price build-up mirrors the cost components ExportCRM tracks per order for profit reporting; adapt the clauses to your contracts with legal advice where needed.