This article serves as a checklist of the elements and packaging of a quotation that will give us a fighting chance of winning a tender/job.
Confirm the delivery date of a written quote (confirm if this time frame meets the prospective client’s requirements).
Present a great introduction including these elements:
Sent an SMS to the client immediately after the email with the quotation had been submitted.
“Good day… (name of client). I have e-mailed your quotation to ………… (email address) as promised. Kindly advise if you do not receive it, or have any further questions. We will contact you to follow up on the quote. I look forward to your expedient response and trust that we will be able to do business. Kind regards ……………… (your name and the name of your business)”
Phone the prospective client to confirm that he or she had received the quotation, address any further questions and gauge the client’s decision to accept or decline the quote. If the quote is declined, see Point 8 for a script example to understand the main consideration for his or her decision.
Good day…………… (name of client), this is …………… (your name and the name of your business).
Thank you for granting me the opportunity to quote for your business. I respect the fact that you have chosen another service provider. Would you kindly tell me what your main consideration was for choosing another service provider, so that I may address any shortcomings on my part for future application?
(Leave it open-ended – take notes)
Thank you for your feedback. I will take this knowledge on board. I trust that you will keep our information on record for future reference.
Have an excellent day. (Ring off)
Always deliver more than you quoted for (e.g. deliver faster; upsize your service support; fix something else while you are there, without charging for it).
The task of your implementation is to “wow” and surprise the client – make it a memorable experience for your client.
Always ask them to rate your service afterwards (compile a brief questionnaire and let one of your back office staff phone each client; record the feedback; apply what you have learnt; give recognition where deserved and reprimand and re-train when required). Ask for referrals and introductions where positive feedback is received.
You can improve your success rate in turning quotes into business if you incorporate a quoting process which is both structured along the lines of this article and implemented in a professional manner.
Remember, getting the quote is important for the livelihood of the business and you.
May your business grow from strength to strength.
The key is to set realistic customer expectations and then not to just meet them, but to exceed them – preferably in unexpected and helpful ways.
To support business owners with the important task of business planning, Sanlam gives you free access to the book Your Annual Business Game Plan for Success, which provides an easy and straightforward framework needed to draft a well-crafted game plan that will create the positive change and growth necessary for business success.
Go to www.sanlamgameplan.co.za to download your free copy.