Quickly, but not carelessly
A customer who posts a request generally receives several quotes and compares them. A fast, clear and precise reply reassures them about your professionalism; a late or sloppy one worries them. But quick does not mean half-done: a price sent in haste, with forgotten assumptions, costs more than half a day of thought.
The method below is about saving time where it costs nothing (sorting, questions, a prepared pricing template) so as to keep it where it matters. It comes down to five steps: sort the request, qualify the need, price, send a structured quote, then follow up.
From a request, Meaflow offers you three actions: send a quote, ask a public question or contact the customer by messaging. First of all, spot the requests that match your machines and materials: a targeted reply is worth more than ten generic ones.
Sorting in five minutes: reply or decline
Not every request deserves a quote. Read the request in full, open the drawings (reserved for logged-in members; if the customer asks for a non-disclosure agreement, the request says so) and run this test:
| Criterion | Question to ask yourself | If the answer is no |
|---|---|---|
| Feasibility | Machines, dimensions, material, process: can you do it? | Decline, or suggest a partner |
| Requirements | Tolerances, inspection, certification: can you meet and prove them? | Decline, or quote an honest variant |
| Quantity | One-off part or run: does it suit your workshop? | According to your minimum order policy |
| Lead time | Does your workload allow delivery by the requested date? | Propose another date, saying so clearly |
| Interest | Is the part worth the effort given its complexity? | Price accordingly, or decline |
| Information | Does the file allow you to price? | Ask questions before committing |
Declining is not a failure. A quick and courteous refusal leaves a good impression and frees up time for the requests that suit you. Better a “no” within an hour than a shaky quote within a week.
Qualifying the request: the questions to ask
A complete request can be priced without questions, but there is almost always a point missing. Group your questions into a single message, sorted by theme:
- Part and drawings: is the 2D drawing current (revision)? Is there a 3D file? Which dimensions are functional?
- Material: mandatory grade or “or equivalent”? Material certificate needed?
- Tolerances and surface finish: general tolerances? Critical dimensions? Roughness required?
- Treatments and finishes: heat or surface treatment, paint, marking, before or after machining?
- Quantities: firm or estimated? One-off or recurring order? Staggered deliveries?
- Inspection and documents: inspection report, first article, certificate of conformity?
- Lead time and delivery: firm or desired date? Packaging, location, transport?
- Confidentiality: is an agreement expected before going further?
Public question or messaging? Questions asked on a request, like the customer’s answers, are visible to all suppliers. This is useful for a clarification that benefits everyone (missing drawing, material) and to show your professionalism. Commercial or strategic points (variant, price, capacity) are better handled through messaging. Your quote, for its part, is visible only to the customer. For trade terms, the glossary gives the definition of a quote request.
Pricing quickly: a reusable template
Speed comes from a template prepared in advance, not from a rough guess. Keep a spreadsheet, or your management software, that covers the following in the same order:
- the material: stock, offcuts, price per kilo, minimum order;
- programming and preparation, non-recurring costs;
- the setup time and the machine time per part, estimated from comparable parts;
- the tools, treatments and subcontracted work (quotes from your partners);
- inspection, packaging and transport;
- the margin and contingencies.
File each estimate with its outcome (won or lost) and the time actually spent: your estimates will become more accurate. Offer quantity breaks and, where possible, a variant that reduces cost (equivalent material, relaxed tolerance), which sets you apart from a competitor who simply matches the request. To understand how a price breaks down, read the guide on the price of CNC machining. If a part needs a real study, acknowledge receipt and announce the date by which the customer will have your price.
Preparing your standard documents
Workshops that reply quickly are not necessarily faster at writing: they have prepared their tools. Put together, once and for all:
- a one-page capabilities sheet: machines, maximum dimensions, materials, certifications, inspection equipment;
- a quote template, with your legal notices and your terms of sale;
- a library of messages: those in this guide, adapted to your tone;
- a few references for comparable parts, with photos, which you can discuss with the customer’s agreement;
- the prices and lead times of your partners (surface treatment, cutting, inspection), updated regularly.
Your capabilities sheet and your references also feed your profile: the work is only done once.
Structuring the quote on Meaflow
The quote form is made up of five elements:
| Field | What to put in it | Pitfall to avoid |
|---|---|---|
| Price (€ excl. VAT) and price type | A total price or a unit price, excluding taxes | Confusing the two in the message |
| Lead time (days) | The number of days between order confirmation and delivery | Counting from the date the quote was sent |
| Validity (days) | How long your price is guaranteed (30 days by default) | Keeping the default if the material price changes quickly |
| Message to the customer | The need restated, the method, the material, inspection, delivery and payment | A generic, copy-pasted text |
| Attachments (optional) | A detailed quote, documents (PDF, DXF, STEP, images) | Attaching without summarising the essentials in the message |
A button lets you insert a message template to complete: manufacturing method, material and supplies, quality inspection, delivery and payment terms. The customer receives a summary of your quote in the messaging system. While the request is open, you can edit your quote, or withdraw it and send it again. For details of prices, assumptions and the notices on a quote, read the guide on writing a subcontracting quote.
Three message templates to copy
Adapt the passages in square brackets. Each template is only a few lines long: a customer reads a short message better than a long letter.
1. Acknowledgement and questions
Hello [first name or name],
Thank you for your request “[title]”. This part matches our expertise in [process]. To give you an accurate price, could you please confirm: [drawing revision and 3D file], [material grade or accepted equivalence], [critical dimensions and inspection expected], [firm or estimated quantity]?
We will send you our quote within [time frame] of your reply. Kind regards,
2. Covering message for the quote
Hello [first name or name], thank you for your request. Here is our quote for [designation], drawing [reference, revision]:
- Price: €[X] excl. VAT per unit for [quantity] parts (€[Y] excl. VAT for [other quantity]).
- Lead time: [N] days after order confirmation.
- Material: [grade], certificate [included or not].
- Method and treatments: [process, treatment, finish].
- Inspection: [equipment, report provided].
- Assumptions: [what is included and excluded].
- Validity: [N] days. Payment: [terms].
We can also offer you [variant that reduces cost]: let us know if you are interested. Kind regards,
3. Declining politely
Hello [first name or name], thank you for your trust. After review, this part falls outside our scope ([reason: dimensions, material, certification, workload]). Rather than waste your time, we prefer to tell you now. [If you know of one: a workshop specialising in [process] might be able to help you.] Best wishes for your project. Kind regards,
Following up, tracking and learning
After sending, give the customer time to compare: a few working days, more if the request’s deadline is far off. Follow up once, only once, and bring something new: an answer to a question, machine availability, a variant. If the customer has said they will decide on a specific date, wait for it. The last two templates:
4. Follow-up
Hello [first name or name], I am getting back to you about our quote of [date] for [designation]. Our schedule still allows us to deliver by [date]. If any points remain to be clarified (material, lead time, inspection), I am at your disposal. Kind regards,
5. After a refusal
Thank you for taking the time to reply. If you wish, could you tell us what made the difference (price, lead time, another criterion)? It helps us improve our quotes. We remain available for your future needs. Kind regards,
For each request, note the date received, replied to and followed up, the result and its reason. These figures are your own: they show where you lose business and where to adjust your method. A complete profile also helps to convince: see the guide on creating a workshop profile that inspires trust. Ready to reply? Browse the open requests in your areas of expertise, or create your supplier profile if you have not yet done so.
Frequently asked questions
How quickly should I respond to a quote request?
There is no rule, but an acknowledgement within the working day makes a good impression, even if the pricing takes longer. Then announce the date by which the customer will have your price, and keep to it.
Should I reply to every request?
No. Reply to those that match your machines, materials and workload, and politely decline the others. A targeted, careful and quick quote is worth more than many generic replies.
Is my price visible to other workshops?
No. Your quote is visible only to the customer. However, questions asked on a request and the customer’s answers are visible to all suppliers: keep messaging for commercial or strategic topics.
How many times should I follow up with a customer?
Once is enough in most cases, after a few working days, with something new: an answer to a question, availability, a variant. Respect the decision date announced by the customer. If the answer is negative, say thank you and ask what made the difference.