10 tips for writing a winning quote

10 tips:

1. The importance of understanding customer expectations

You receive a quote request and immediately want to write a beautiful quote. Guard! First find out what the customer's real expectations are. Some customers only request a quote to compare prices or because multiple quotes are required in their systems. There is then no added value in providing an extensive quotation for your complete services. The customer only expects a price indication. Therefore, ask follow-up questions about the specific service desired. You will then immediately know whether you are a serious party and you will use all the information to write the quotation specifically for your customer.

2. The importance of inquiring about planning and budget

By specifically asking about the budget and the time frame in which the customer wants to rent your services and products, you avoid a lot of unnecessary work. Can you rent out the requested services and products during the period that the customer wishes? Is there a chance that the customer's project will extend and does this fit into your rental schedule? What is the customer's budget and does this match your rental prices? If the answer is no to any of these questions, you will save yourself a lot of time and disappointment, because there is no point in making a quote.

3. Asking follow-up questions

Make sure you fully understand the reason why the customer needs your rental. The customer wants you to be interested in him, to understand him and to help him! If there are unclear points, you cannot convince the customer that your offer is exactly what he is looking for. Ask follow-up questions to express the customer's question in detail and use this wording in the quotation. When the customer reads 'his story', he knows that you understand him and offer the best solution. This customer would like to do business with you!

4. Determining your conditions

Always send your general terms and conditions with the quotation. The customer immediately has clarity about the delivery conditions, liability and any deductible. This gives you certainty that the conditions are known. By sending it directly, the customer only needs to sign the documents after accepting your quote and the deal is closed! This way, neither of you will be faced with any surprises and you will avoid discussions.

5. The importance of specificity

Make sure that the costs are fully specified in the quotation. The customer immediately sees how the price is structured and can ask questions in advance. This shows, among other things, transparency and reliability.

Is the customer interested in renting multiple services or products? Specify the quotation per part. It will take you more time, but research has shown that customers like to have a choice. A well-specified quote offers you choice and if you then expand it with optional extras, you can have a golden formula! This strategy increases the chance that you will (partly) win the rental. Please note that the optional extras are in line with the customer's needs, budget and demand.

6. Consider alternative solutions

Have you fully mapped out customer demand and budget? Then surprise the customer with alternative solutions. Although the customer has requested you to make a quotation for a specific service and product, it may be that another variant is also suitable. Show the customer that you think along, understand him and that you are a landlord with multiple options. Mention the additional benefits so that the customer has choice and enjoys doing business with you.

Offering multiple options is very attractive to the customer. In addition to the freedom of choice, it means a clear overview of what services and materials you have to offer, that you are a serious partner and that you can arrange additional services and changes in certain situations. This gives the customer a feeling of trust. With you, the customer is in the right place in terms of expertise and offering!

7. Reflect on what the customer may have forgotten

You have thoroughly explored the customer's question and know exactly what the customer wants and expects. The next step is to show what the customer has not yet addressed, but which you know the customer will need or find desirable. This is what we call anticipating the customer's needs and gives your quote a greater chance of winning. Surprise your customer with an additional rental service, product or customization service.

Also consider an adjusted payment arrangement if the total rental with extra options exceeds the customer's budget. You anticipate the customer's needs and immediately offer a solution (again)! For you it means a winning quote and a customer who has confidence in you.

8. Focus on what the customer finds important

What are the customer's priorities? You have requested all the information and you know why the customer wants to rent and what his goal is with it. Now it is important to focus on this when writing the quotation.

Start the quote with a very clear and concise paragraph about what the goal is for this customer. When the customer reads your quotation, he immediately sees that you understand what they do, when they do it and what they need. You show where his priorities lie and what you offer a solution for. The customer feels seen, helped and chooses you as a landlord.

Provide references in the quotation about the (customized) service and the quality of rental services and products that had the same purpose.

9. Structuring document correctly

Provide a well-organized quotation. A quotation must have a logical flow and, above all, be nice and easy to read. The customer will think you are smarter if you draw up a simple quotation!

It will take you some time and effort to write a simple and effective quotation, but once you have a good structure and structure, you can use it in 80% of your subsequent quotations.
The remaining 20% ​​is customer-specific, because no customer has the same story. Make sure you appear professional, focus on what the customer asks and provide clarity about what you deliver! This immediately captures the customer. Recognizing himself and his question in your quotation leads to a feeling of us. This 'we' feeling ensures that we choose to collaborate with you.

10. Use appropriate quotes

A winning quote is the one that reflects the customer's most important goals. Take, for example, a rental company active in party and party supplies. The customer is organizing an outdoor event for his staff and requires (standing) tables, chairs and party tents. Focus on these items with additional options, such as tablecloths for a nice appearance, glasses for toasting and other specific options that contribute to the success of this event.

Another example is a rental company of room scaffolding. For a renovation project, the customer needs room scaffolding with a working height of 2.5 meters to carry out work on the ceiling. While inquiring about customer needs, did you notice that the renovation project also involves exterior work? Then offer scaffolding wheels so that the customer can also use the indoor scaffolding outside. This is efficient for the customer and means a longer rental period for you.

An example of a nice system for making quotations is the i-Reserve reservation system. You can make a lot of things happen automatically in i-Reserve , which saves you a lot of time and reduces the risk of errors. Send emails with quotes, get those new orders and automatically send invoices, booking confirmations and payment confirmations!

Are you ready and will you start writing immediately? Then remember that writing a winning quotation is number one: expectation management. Know exactly what the customer expects from you, what his budget is and what his specific request is.

Prepare quotations with i-Reserve

With the i-Reserve reservation system it is possible to easily and efficiently prepare quotes and send them to your customers. The system offers the option to create orders, quotations and agreements, so that you can work quickly and accurately. By using i-Reserve for quotes you can not only save time, but also provide a professional and streamlined experience for your customers.

Give the customer a choice! Giving choices leads to a choice for you.

Do you have no services or products available in the customer's desired period or is the budget insufficient for your rates and is no payment arrangement possible?
Then don't start writing the perfect quotation, but thank the customer for his interest. Do you want to write winning quotes and do you have questions after reading the tips or do you want to enlist the help of a professional? Please contact us. We are ready to help you and create the perfect quote to help you secure that extra rental!