What belongs in a window export quotation

1. The product section: pin down every definition

This is the part most often abbreviated and most often disputed. Spelling it out here saves work in reconciliation and production later.

• Range and profile system: the specific range, wall thickness and surface finish
• Opening type: casement, sliding, folding, lift-and-slide, tilt-and-turn, plus the number and position of opening sashes
• Glazing: the exact build-up — single, insulated or laminated — with thicknesses and cavity written in full
• Hardware: brand and series, or at minimum the tier and the key components
• Color and finish: a color reference, and whether inside and outside match
• How dimensions are measured: structural opening or outer frame. Omit this and problems are close to guaranteed

2. Quantity and pricing basis

Windows can be priced several ways. The quotation must state which one applies, and how shortfalls are handled.

• Per unit: suits orders with consistent specifications and known quantities
• Per square meter: state how the area is calculated and whether a minimum chargeable area applies
• Per set: suits packaged supply, and requires spelling out what a set contains
• Surcharges: oversized units, irregular shapes, special colors or hardware — listed separately rather than buried in the unit price

3. Packing and shipment data

Windows are bulky and fragile, so packing drives both freight cost and damage rate — and the buyer needs these figures for their own logistics planning.

• Packing method: timber crate, carton, pallet, and how the glass is protected
• Estimated volume and weight, per item and for the consignment
• Whether units stack, and notes on loading

4. Trade terms and the price basis

An export quotation has to state which trade term the price corresponds to. Without it, the two sides can hold entirely different views of who is responsible for which leg and which costs.

The same applies to export customs clearance, tax treatment, destination duties and market-access compliance — all matters for qualified professionals. On the quotation itself, the safer approach is to state that these follow actual clearance and destination requirements, rather than committing to wording that may be outdated or inapplicable.

5. Commercial terms

Setting these out removes a great deal of back-and-forth later:

• Validity: profile and glass prices move, so a validity period is basic self-protection
• Lead time: state what starts the clock — order confirmation, deposit received, or drawing approval
• Payment terms and milestones
• Warranty scope: what is covered, what isn't, and how installation-related issues are treated

6. Attachment: the drawing approval sheet

For made-to-order work, attach a drawing approval sheet. It does two things: confirms both sides read the requirement the same way, and freezes every specification before production.

The sheet should map line by line to the quotation — reference, dimensions, opening type, layout, configuration. Once the buyer signs it back, it becomes the basis for production and acceptance.