How to prepare a good offer: here's how to increase your chances of success

Step 1: preparation is key

Ideally, you should prepare a quotation only after personal contact has taken place. This will not only make your quotation more personal, but you will also know what questions and expectations there are, allowing you to respond much better to the customer's situation.

Before you start writing, it is important to understand the customer's needs. You do this by talking to the customer, asking thorough questions and listening carefully to their problems and wishes. Only then can you really tailor your offer to what they are looking for.

Step 2: shaping structure & content

Now that you have the input, move on to the writing itself. Here you can find some tips on how to write your quotation:

1. Personalise the offer
   Use the client's name, references to your conversation, tailor content to their specific needs. Show that it is not a standard document.
2. Create a clear, logical structure
   Think about structure: introduction, problem/rephrasing, your solution, price, conditions, call-to-action. Make sure the customer quickly sees who you are, what you do, and what to do.
3. Emphasise benefits more than features
   Customers want to know what it gives them: what does it save them, what problems does it solve, what profit or convenience does it provide? Don't just list what you do, but dare to name what it means.
4. Be clear and concise
   Avoid jargon or long descriptions. Make key points easy to find. Use paragraphs, lists, headings.
5. Specify all
   Consider components such as: what is included in price and what is not, delivery time, quantities, material types, etc. So that no misunderstanding is possible.
6. Clear pricing structure
   Break down costs, tell what each cost means, state payment terms, deadlines, advances, etc. Transparency creates trust.

Step 3: strengthening credibility and distinctiveness

This phase is all about showing why you are the best choice.

1. Show your experience
   Include references, testimonials, case studies. Show previous work relevant to this client or region.
2. Making unique selling points (USPs) clear
   Where do you stand out from the rest? Faster work, higher quality, service, guarantees, something you bring extra? Put those USPs emphatically in your offer.
3. Guarantee
   Include guarantees where possible (satisfaction, quality assurance, etc.). This lowers the perception of risk on the customer's side.
4. Deploying visual elements
   Use images, infographics, charts, beautifully crafted sections. This makes the quotation more attractive, easier to read and professional.
5. Create different options or packages
   Give the customer a choice: a basic option, a more premium option, something in between. This way, you can respond to budget differences and show that you are thinking along with them.

Step 4: convince & conclude

Then you go out of your way to get the customer to take action.

1. Create urgency
   Put a validity period on the offer, or special conditions or bonuses that are temporary. This way, you encourage the customer to make a decision faster.
2. Clear call-to-action (CTA)
   End the quotation with what the next step is: call, email, agree, etc. Make it easy for the customer to respond.
3. Payment terms clear
   When to pay, how (bank transfer, invoice, advance payment), whether there are penalties for late payment, etc.

Step 5: dispatch & follow-up

Now that you have prepared the quotation, it is time to send and follow up.

1. Make a professional impression
   House style, logo, typography, layout; everything has to look neat. An offer that looks sloppy immediately lowers confidence.
2. Be reachable & respond quickly
   Be ready to answer questions. Sometimes customers want minor adjustments or clarification; a quick, helpful response helps.
3. Follow & stay in touch
   Sent is not won. Get in touch after a while, ask if everything is clear, if choices can be made. This shows commitment and can be just the push you need.

Additional tips & pitfalls

Finally, we provide some additional tips that can help in preparing the quotation.

1. Praise yourself fairly:
   Keep in mind your costs and margin, but offer a price that reflects your value. Rates that are too low can actually create doubt.
2. Don't make promises you can't keep:
   Overpromising damages your reputation more than a missed job.
3. Ask for feedback:
   Is your offer rejected? Ask politely why. You often learn the most from "no's".
4. Use a template, but stay flexible:
   A good template saves time, but make sure each offer contains enough customisation to be truly relevant.

Conclusion

A good offer is clear, personal, visually appealing, transparent in terms of price and conditions, and convincing because you show your value. Applying the tips above will increase your chances of winning contracts.