An accurate request produces an accurate quote — ambiguity in the request produces ambiguity in the quote and later surprises.
The Basic Data in the Quote Request
- The facility's type and its complete location
- The approximate total area (m²)
- The required services in detail
- The number of staff required if specified
- The working hours and weekdays
- The required start date and the contract duration
- Are the materials included?
An Integrated Quote Request Template
Facility: [The type and name]
Site: [The city and neighborhood]
Area: [Approximate m²] on [number of floors]
The required services:
- Daily cleaning — a description of the tasks
- Preventive maintenance — the required systems
- Operation staff — the specializations and numbers
Working hours: [Days and timing]
Materials: [Provided by the supplier / provided by the client]
The proposed contract duration: [One year / two years]
The start date: [The desired date]
Conclusion
A detailed request in 30 minutes saves weeks of back-and-forth and clarification.