5 Common Mistakes When Making a Quote (and How to Avoid Them)

Many businesses lose opportunities due to simple mistakes in their quotes. In this article, we show you the most common ones and how to avoid them to close more sales.

A quote is much more than a simple document with prices. It's your business card, your first opportunity to impress a potential client, and in many cases, the deciding factor between winning or losing a deal. However, many professionals and companies make basic mistakes that sabotage their own sales opportunities.

1. Lack of personalization

The first major mistake many make is sending generic quotes that look like mass templates without any personal touch. This conveys disinterest and little attention to the client.

How to avoid it:

• Always include the client's name and company correctly (check spelling!)
• Make specific reference to previous conversations or meetings where needs were discussed
• Personalize the introduction mentioning the client's specific problem or need
• If possible, include an image or example directly related to the client's project

"A quote that demonstrates you've listened to and understood the client has 32% higher probability of being accepted." — Harvard Business Review Study

2. Vague or insufficient description

Another frequent mistake is not adequately detailing what the quote includes (and doesn't include). This generates distrust and potential misunderstandings that can ruin the business relationship.

How to avoid it:

• Precisely describe each product or service included
• Specify quantities, dimensions, materials, or relevant technical characteristics
• Include a "Not included" section when necessary to avoid confusion
• Use clear language, avoiding excessive technical jargon if the client doesn't handle it

3. Lack of clear deadlines and conditions

Many quotes lack information about delivery times, offer validity, and payment conditions, generating uncertainty and making decision-making difficult.

How to avoid it:

• Clearly specify the quote's temporal validity (e.g., "Valid for 15 days")
• Include estimated delivery or execution times
• Detail payment conditions (advances, partial payments, accepted methods)
• If applicable, mention warranties or return policies

4. Confusing prices or no breakdown

Presenting a single total price without breakdown or explanation generates distrust. Clients want to know exactly what they're paying for.

How to avoid it:

• Break down prices by item, service, or stage
• Specify if taxes are included or calculated separately
• Clarify any applied discounts
• If offering options, clearly present price differences and what each includes

5. Careless or unprofessional presentation

A poorly formatted document with spelling errors or amateur design projects an equally careless image of your work or product.

How to avoid it:

• Use a professional template with coherent design
• Include your logo and maintain your brand's visual identity
• Thoroughly review spelling and grammar
• Ensure the document is easy to read, with sufficient space and clear typography
• Send the quote in PDF format to maintain formatting intact

Conclusion: The difference is in the details

Avoiding these common mistakes can make a significant difference in your conversion rate. A well-crafted quote not only communicates prices; it transmits professionalism, attention to detail, and generates trust in your brand.

Remember that the quote is frequently the first formal document your potential client receives, and as the saying goes: "There's no second chance to make a good first impression."

Dedicating time to create professional, personalized, and clear quotes is an investment that quickly translates into better closing rates and more satisfied clients from the beginning of the business relationship.

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