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Ask suppliers for quotes you can compare fairly
Draft a common print specification and response form that expose quote differences.
Illustrative resourceNot tool-testedAdults working with non-sensitive supplier enquiry information
What you’re working towards
A supplier-neutral specification and quote-response template with a fixed scope, required cost breakdown and unresolved inputs. This is an authored practice example; no consumer AI run has been recorded.
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Make a start
One step at a time.
4 steps
Start with the synthetic worked example or other non-sensitive inputs. Run one prompt at a time in your chosen AI tool. Replace any bracketed placeholders with the requested material, check each reply, and supply the source or earlier outputs that step needs. Paste them again if the tool lacks that context.
Start with the synthetic example, then adapt each prompt to your task.
01
Try the complete example
Open a new chat in a text AI assistant you already have permission to use. Paste all of Input from this guide, then the prompt below, in one message. Do not paste Output: that is the illustrative answer for comparison. Expect a written result that will draft a common print specification and response form that expose quote differences. Different wording is fine; the source facts and rules must agree.
Your starting prompt
Write the complete supplier-neutral enquiry draft and a blank quote-response form from the fixed specification. Preserve all quantities and exclusions. Make missing delivery details visible rather than inventing them, ask for every required cost and timing field, and keep alternatives separate. Return buyer questions before sending.
Use only the complete synthetic input pasted above. Return the finished written result. Keep missing facts unknown. Do not send, publish, order or change another service.
02
Check whether two suppliers would quote the same thing
Read the enquiry as if you had no other context. Underline quantity, finished size, total pages including covers, paper throughout, ink and binding. Compare each with Input. If any is absent, ask for the complete enquiry with that exact source line restored before using the response form.
Your starting prompt
Check this draft against the complete sample scope. Identify any field that would let two suppliers silently quote different quantities, covers, stock, finish, proof or delivery basis. Return a complete corrected enquiry and response form; keep unknown buyer details visibly unresolved.
03
Trace the answer back to the source
Compare the answer with Input yourself. The draft keeps 60 booklets, A5, 12 total pages including covers, black text, 90 gsm throughout and stapled-through-fold binding. Address/postcode and arrival time/timezone remain unresolved; 20 November is not a guaranteed delivery promise. The form separates base, setup, delivery, tax and other mandatory costs, with one all-in total and no order acceptance. If a check fails, paste: “This part is wrong: [quote it]. My source says: [quote the exact line]. Return the complete corrected result and explain the change.” Recheck before saving; if the source itself is incomplete, keep that part unresolved.
Your starting prompt
Audit the result against the source pasted in this chat. Check these specific points:
- The draft keeps 60 booklets, A5, 12 total pages including covers, black text, 90 gsm throughout and stapled-through-fold binding.
- Address/postcode and arrival time/timezone remain unresolved; 20 November is not a guaranteed delivery promise.
- The form separates base, setup, delivery, tax and other mandatory costs, with one all-in total and no order acceptance.
Show each mismatch and return a complete corrected replacement. Distinguish your text audit from checks that only a person or the actual application can perform.
04
Use your own input
For your own version, open a new chat. Paste the prompt below after replacing every bracketed field. Replace related IDs, quantities, dates, rules and limits together; none of the practice facts carries over. Expect the same named deliverable using your source. Review it yourself: have another reader identify the same scope from the enquiry, then trace every requested price and delivery field back to your requirements; unresolved charges must not appear as a confirmed total. If a check fails, paste: “This part is wrong: [quote it]. My source says: [quote the exact line]. Return the complete corrected result and explain the change.” Recheck before saving; if the source itself is incomplete, keep that part unresolved.
Your starting prompt
Draft a supplier-neutral quote enquiry and blank response form for my ordinary goods or service requirement. Preserve my quantities, specifications, exclusions and delivery constraints. Require comparable mandatory-cost breakdowns, tax basis, total currency, proof or review process if relevant, timing, validity and deviations. Hold missing buyer details and keep optional alternatives separate. This is a draft enquiry only, not an order or acceptance.
MY INPUT
Ordinary goods/service requirement: [replace with your own complete non-sensitive details, or state unknown]
Quantities and specifications: [replace with your own complete non-sensitive details, or state unknown]
Known delivery constraints: [replace with your own complete non-sensitive details, or state unknown]
Required quote fields: [replace with your own complete non-sensitive details, or state unknown]
Questions still unanswered: [replace with your own complete non-sensitive details, or state unknown]
No-contact boundary: [replace with your own complete non-sensitive details, or state unknown]
Use only MY INPUT for facts and constraints. Ask for an essential missing fact or conflicting rule before deciding; do not import practice-example names or numbers. Return the complete result plus unresolved questions and a source-based check list. Do not send, publish, buy, schedule or change another service.
Optional: improve the result
Check a deliberately incomplete response
Practice spotting a non-comparable total without guessing a fee. This optional extension uses only the synthetic example. Return to the sample chat, or paste its full Input into a new chat first. Do not transfer the changed sample values to your own input.
Advanced prompt
For this sample only, suppose a supplier replies: “60 booklets GBP 84, setup included, delivery and tax to be confirmed; PDF proof included; validity date not supplied.” Extract known fields, label GBP 84 as a subtotal rather than a delivered total, and draft the exact missing questions. Do not choose the supplier or send them.
Show, then try
See the shape of the result.
This input is synthetic. The output is a written illustration of the intended result, not a verified AI-tool run.
01 / The starting point
Synthetic input
Synthetic practice input. All names, products, records and policies below are invented.
Fictional adult club needs quotes, not an order. Owner-confirmed scope: 60 identical booklets; A5 finished size; 12 total pages including covers; black text on all pages; 90 gsm uncoated paper throughout, including covers; stapled through the fold; no additional coating or special finish. Club will supply one print-ready PDF; design and editing are excluded.
Delivery town: Exampleton. Exact delivery address and postcode are not supplied. Needed by 2026-11-20; required delivery time and timezone are not specified.
Required quote fields: quantity/specification confirmation, item cost, setup cost, delivery charge, tax treatment and amount, full total and currency, proof procedure and included cost, lead time and latest file/proof-approval dates, delivery feasibility, quote-valid-until date and any deviations. No budget, supplier or payment terms chosen.
Prepare a draft enquiry and blank supplier response form. Flag missing buyer details before sending; do not contact anyone, attach a PDF, order or accept terms.
Copies text only. For image or file tasks, use the source files named in the steps too.
Illustrative answer authored for this guide; not a recorded AI response.
Draft enquiry for buyer review
Subject: Quote request for 60 A5 stapled booklets
Hello,
Please quote for the following common specification:
- 60 identical booklets, A5 finished size
- 12 total pages per booklet, including covers
- Black text on all pages
- 90 gsm uncoated paper throughout, including covers
- Stapled through the fold; no extra coating or special finish
- One print-ready PDF supplied by us; no design or editing work requested
Delivery would be to Exampleton, required by 20 November 2026. The exact address, postcode and required arrival time/timezone still need our confirmation, so please distinguish any provisional delivery estimate from a firm delivered quote.
Please use the response fields below and flag any specification you cannot meet. Show optional alternatives separately rather than substituting them into the base quote. Include proof procedure, whether a proof is included in your costs, lead time and your latest file and proof-approval dates for the requested delivery. State all charges, tax treatment, total currency and the date your quote expires.
This is a request for a quotation only; it is not an order or acceptance of terms.
Thank you.
Blank supplier response form
Supplier / quote reference: [supplier to complete]
Base specification confirmed, including quantity and total pages: [supplier to complete]
Deviations or unavailable requirements: [supplier to complete; say none if none]
Booklet/item cost for all 60: [amount and currency]
Setup cost: [amount; specify included or zero if applicable]
Delivery charge and location basis: [amount and assumed location]
Tax treatment and tax amount: [state whether prices include tax; show amount]
All-in total and currency: [include mandatory charges without double-counting included tax]
Other mandatory fees: [amounts and purpose, or explicitly none]
Proof format/procedure and included or extra proof cost: [supplier to complete]
Lead time and latest file / approval dates: [supplier to complete]
Delivery feasibility for requested date and unresolved arrival time: [supplier to complete]
Quote valid until: [date]
Payment or other proposed terms: [supplier to state for separate buyer review]
Optional alternatives, separate from base: [supplier to complete or none]
Buyer hold before sending
Confirm exact delivery address/postcode and arrival time/timezone. Check the owner’s page-count, stock and finish specification and that the supplied file will match it. A response with unresolved mandatory charges is not a comparable confirmed total. No price, supplier availability, shipment or contract acceptance is established.
These checks use the worked example and its particular facts. With your own material, check your actual names, numbers, sources and rules; do not reuse the sample’s values as the answer.
Unsaved checks stay in this tab and reset when you reload. If you choose Save guide, its current example checkmarks are kept in this browser when storage is available.
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A few things to watch for.
“12 pages” can be interpreted differently when covers are unspecified. State whether covers are included and what stock they use.
Do not compare a tax-inclusive quote with a tax-exclusive subtotal, or assume a blank charge is zero. Ask for clarification.
A quote request does not approve payment terms, a proof or production. Keep those later decisions separate.