Key takeaways
- Send project location, product list, quantities and available drawings — not only renders
- State the budget boundary: goods only, or transport and installation too
- Give every BOQ line a room or drawing reference, unit and stable code
- Keep measured quantities separate from allowances to avoid double-counting
- Name the current drawing revision and log every later change
- Concept-stage information is acceptable if assumptions are marked
A clear quotation begins with a clear description of what is being purchased.
1. Prepare a project summary
Write a short introduction covering the project type, destination, current construction stage and intended purchasing scope. State whether you need selected products or a coordinated package across several categories.
Include your target budget if you have one. Explain whether it covers goods alone or also transport, destination handling and installation. This helps prevent different people from planning against different totals.
CIPS places needs and specification definition at the beginning of procurement, before supplier evaluation. [1]
2. Match the information to the product
| Product group | Useful documents | Details that often need clarification |
|---|---|---|
| Tiles and flooring | Floor plans and finish schedule | Area by room, format, layout and allowance basis |
| Windows and doors | Opening schedule and elevations | Dimensions, opening direction, glazing and hardware |
| Cabinets and wardrobes | Plans, elevations and appliance details | Finished dimensions, internal layout, worktops and fittings |
| Stone | Layouts and fabrication drawings | Thickness, edges, cutouts and visible surfaces |
| Bathroom products | Bathroom plans and service information | Drainage, water connections and fixture compatibility |
| Furniture and lighting | Room layouts and product schedule | Dimensions, finishes, electrical requirements and quantities |
A design image communicates appearance. It rarely contains everything needed to price or manufacture the products shown.
For kitchen and bathroom planning, NKBA provides a reference for reviewing layouts alongside product information. [2]
3. Make the bill of quantities traceable
A BOQ should connect each line to a room or drawing reference. Give each item a stable code and state the unit: pieces, sets, square metres or another agreed measure.
Keep measured quantities separate from purchasing allowances. If you are unsure about wastage, spares or packaging multiples, flag the question for review. Do not silently add an allowance that other parties may add again.
RICS NRM distinguishes cost planning from detailed measurement; state which measurement basis supports your quantities. [3]
4. Identify the current drawing revision
Name files clearly and provide a document list showing which revision is current. If dimensions or finishes change after quotation, request an updated commercial and technical review.
A simple change log should record the item, previous requirement, new requirement and approval date. Sending an updated drawing without highlighting the change can leave an older specification in the order.
WBDG’s commissioning documentation guidance includes submittals, review comments and issue-resolution records as part of project documentation. [4]
5. What if you only have a concept?
Send the information you have and explain its status. VIGOHOME’s contact page accepts inquiries based on drawings, a BOQ or a material list, and also invites reference images and a budget range.
Ask which items can be estimated now and which require further design or measurement. Keep preliminary allowances visibly separate from confirmed prices. Before production, the relevant specifications, dimensions and drawings need their own approval.
ICC’s explanation of Incoterms® helps clarify delivery-related costs and responsibilities when comparing quotation boundaries. [5]
6. Before you send
Check that file links are accessible to the recipient, dimensions have units, quantities have a basis and unresolved selections are marked. Remove superseded drawings from the main submission folder.
References
- Chartered Institute of Procurement & Supply (CIPS). CIPS Procurement and Supply Cycle. Accessed 28 October 2026.
- National Kitchen & Bath Association (NKBA). Kitchen & Bath Planning Guidelines. Accessed 28 October 2026.
- Royal Institution of Chartered Surveyors (RICS). NRM: New Rules of Measurement. Accessed 28 October 2026.
- WBDG Commissioning Committee. Commissioning Documents: Process, Contents, and Acceptance. Accessed 28 October 2026.
- International Chamber of Commerce (ICC). Incoterms® and Commercial Contracts — Incoterms® 2020. Accessed 28 October 2026.
Frequently asked questions
What is the minimum information needed for a quote?
Project location, product list, quantities and any available drawings, plus preferred finishes, delivery requirements and a budget boundary. Concept images alone are rarely enough to price or manufacture.
Can I get a quote from a concept design?
Yes, but preliminary allowances should be shown separately from confirmed prices, and the supplier should list assumptions and missing information. Specifications and dimensions need approval before production.
Should quantities include wastage?
Keep measured quantities separate from purchasing allowances and state who adds wastage, spares or packing multiples. Otherwise two parties may add the same allowance twice.
Why does the drawing revision matter?
Prices and specifications follow a specific revision. Send a document list showing the current revision and log any later change, or an older specification may remain in the order.
Next: structure your quantities with our bill of quantities guide.