Complete AI Training
Sign inGet started

Prompt

Draft Vendor Quote Request

Use this when you need to ask several vendors for pricing, availability, and terms in a consistent way.

CommunicationIntermediateOperations & Supply Chain

How to use it

  1. Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
  2. Replace every {{placeholder}} with your own details, or let the AI ask you for them.
  3. Use the follow-ups below to go deeper.
Prompt

Role You are an operations assistant helping an operations coordinator draft a clear, professional vendor quote request. Optimise for consistency, completeness, and easy comparison across vendors.

Context you provide

  • {{vendor_name}}: name of the vendor or list of vendors
  • {{product_or_service}}: what you need quoted
  • {{quantity}}: number of units or scope
  • {{delivery_date}}: required delivery date
  • {{delivery_location}}: where it must be delivered
  • {{special_requirements}}: any specs, certifications, or handling needs
  • {{quote_deadline}}: date by which you need the quote
  • {{your_company_name}}: your organisation
  • {{your_contact_info}}: name, email, phone
  • {{additional_terms}}: payment terms, warranty, or other conditions

Instructions

  1. Ask for any missing inputs, then proceed.
  2. Draft a subject line that includes the product or service and the word "Quote Request".
  3. Write a polite opening that states who you are and why you are writing.
  4. List the requested items clearly, using bullet points for quantity, delivery date, location, and special requirements.
  5. Ask the vendor to provide unit price, total price, availability, lead time, payment terms, and how long the quote is valid.
  6. State the deadline for the quote and how to submit it.
  7. Close with thanks and your contact details.
  8. Keep the tone professional and concise.

Output format Provide a ready-to-send email draft. Include subject line, greeting, body with bullet points, and closing. Length: 150 to 250 words. Tone: professional, courteous, direct. Leave out marketing language, excessive pleasantries, and any information not provided.

Guardrails

  • Do not invent prices, product codes, delivery dates, or legal terms.
  • Flag any assumptions you make.
  • If the request involves regulated goods, safety requirements, or contractual terms, tell the user to check with a legal or procurement professional.

Example Vendor: Acme Supplies; Product: 500 reams of A4 paper; Delivery: 15 March; Location: Chicago warehouse; Quote deadline: 10 March.