10 tips for writing a winning quote

10 tips:

1. The importance of understanding client expectations

You receive a quote request and want to dive straight in and write a brilliant proposal. Wait! First, find out what the client's real expectations are. Some clients only request a quote to compare prices or because their internal systems require multiple quotes. In that case, there is little value in submitting an extensive quote covering your complete range of services. The client simply wants a price indication. Ask follow-up questions about the specific services they require. You will then know straight away whether you are a serious contender, and you can use all the information gathered to write a client-specific quote.

2. The importance of asking about timelines and budget

By asking targeted questions about the budget and the timeframe during which the client wishes to hire your services and products, you can avoid a great deal of unnecessary work. Are you able to provide the requested services and products during the period the client needs them? Is there a chance the client's project could overrun, and would that fit within your rental schedule? Does the client's budget align with your rental rates? If the answer to any of these questions is no, you will save yourself considerable time and disappointment, as there is no point in producing a quote.

3. Asking follow-up questions

Make sure you have a complete picture of why the client needs your rental services. The client wants to feel that you are genuinely interested in them, that you understand them, and that you are there to help! If there are any unclear points, you cannot convince the client that your offer is exactly what they are looking for. Ask follow-up questions so that you can articulate the client's needs in detail, and use that language in the quote. When the client reads 'their own story', they know you understand them and are offering the best solution. That client will be eager to do business with you!

4. Defining your terms and conditions

Always include your general terms and conditions with the quote. The client immediately has clarity on the delivery conditions, liability, and any applicable excess. This also gives you the assurance that the terms are known from the outset. By including them straight away, once the client has accepted your quote, all that remains is for the documents to be signed and the deal is done! This way, neither party is caught off guard and you avoid unnecessary disputes.

5. The importance of being specific

Ensure that all costs are fully itemised in the quote. The client can see at a glance how the price is made up and can ask questions upfront. This demonstrates, among other things, your transparency and reliability.

Is the client interested in hiring multiple services or products? Break the quote down by component. It takes more time, but research has shown that clients appreciate having a choice. A well-itemised quote offers that choice, and if you complement it with optional extras, you may have a winning formula on your hands! This strategy increases the likelihood of securing the rental (at least in part). Do bear in mind that the optional extras should align with the client's needs, budget, and requirements.

6. Consider alternative solutions

Do you have a complete picture of the client's needs and budget? Then surprise the client with alternative solutions. Although the client has asked you to quote for a specific service and product, another variant may well be equally suitable. Show the client that you are thinking along with them, that you understand them, and that you are a rental company with a range of options. Highlight the additional benefits so that the client has a choice and is keen to do business with you.

Offering multiple options is highly attractive to clients. Beyond freedom of choice, it provides a clear overview of the services and equipment you have to offer, demonstrates that you are a serious partner, and shows that you can accommodate additional services and changes when needed. This gives the client a sense of confidence. With you, they are in safe hands in terms of both expertise and offering!

7. Reflect on what the client may have overlooked

You have thoroughly explored the client's needs and know exactly what they want and expect. The next step is to demonstrate what the client has not yet raised, but which you know they will need or find beneficial. We call this anticipating client needs, and it gives your quote a greater chance of success. Surprise your client with an additional complementary rental service, product, or bespoke solution.

Also consider offering a tailored payment plan if the total rental cost, including optional extras, exceeds the client's budget. You are anticipating their needs and immediately offering a solution once again! For you, this means a winning quote and a client who has confidence in you.

8. Focus on what matters most to the client

What are the client's priorities? You have gathered all the information and you know why the client wants to hire and what they aim to achieve. Now it is important to keep this in focus when writing the quote.

Open the quote with a very clear and concise paragraph about the client's objective. When the client reads your quote, they will immediately see that you understand what they are doing, when they are doing it, and what they need. You show them that you recognise their priorities and that you are offering a solution. The client feels seen, supported, and will choose you as their rental partner.

Further into the quote, include references to the (bespoke) service and the quality of rental services and products that have served the same purpose.

9. Structuring the document correctly

Ensure your quote is well organised. A quote should follow a logical flow and, above all, be pleasant and easy to read. Clients actually perceive you as more capable when you produce a straightforward quote!

It will take time and effort to write a simple yet effective quote, but once you have a solid structure and layout in place, you can apply it to around 80% of your future quotes. The remaining 20% will be client-specific, because no two clients have the same story.
Make sure you come across as professional, focus on what the client is asking for, and be clear about what you are delivering! This captures the client's attention immediately. Seeing themselves and their needs reflected in your quote creates a sense of partnership — and that sense of partnership is what leads them to choose to work with you.

10. Use tailored quotes

A winning quote is one that reflects the client's most important goals. Take, for example, a rental company specialising in party and event supplies. The client is organising an outdoor event for their staff and needs standing tables, chairs, and party tents. Focus on these items with additional options, such as table covers for a polished look, glasses for a toast, and other specific options that contribute to the success of the event.

Another example is a room scaffold rental company. The client needs a room scaffold with a working height of 2.5 metres for ceiling work as part of a renovation project. If, during your needs assessment, you noticed that the renovation project also involves outdoor work, offer scaffold castors so that the client can use the room scaffold outside as well. This is efficient for the client and means a longer rental period for you.

An example of a great system for creating quotes is the i-Reserve reservation system. Within i-Reserve, a great deal can be automated, saving you significant time and reducing the risk of errors. Send emails with quotes, win those new contracts, and automatically dispatch invoices, booking confirmations, and payment confirmations!

Are you ready to get started? Then remember: before writing a winning quote, the number one priority is expectation management. Know exactly what the client expects from you, what their budget is, and what their specific request entails.

Creating quotes with i-Reserve

With the i-Reserve reservation system, it is possible to create and send quotes to your clients easily and efficiently. The system offers the ability to create orders, quotes, and agreements, enabling you to work quickly and accurately. By using i-Reserve for your quotes, you can not only save time but also provide your clients with a professional and streamlined experience.

Give the client a choice! Offering choices leads them to choose you.

If you do not have the services or products available during the client's desired period, or if the budget is insufficient for your rates and a payment plan is not feasible, do not start writing the perfect quote — instead, thank the client for their interest.
Would you like to write winning quotes and do you have questions after reading these tips, or would you like the help of a professional? Get in contact with us. We are on hand to help you create the perfect quote that will secure you that extra rental!