What Information a Quote Actually Needs

A precise checklist of what to send to get a real price rather than a vague range. Seven items whose absence makes any meaningful estimate impossible.

by Hassan Mehrabi· ·2 min read

"How much for this part?" With no information, the answer you get is either very high (the maker is pricing risk) or meaningless.

Send these seven things and you get a real number.

1. Quantity

The most important number. The price of one versus ten of the same part can differ threefold per piece, because setup cost is spread over the run.

If you are not sure, say so: "one now, probably ten later." That changes the process choice.

2. Material

If you know the grade, name it. If not, tell me:

  • Does a magnet stick to it?
  • What colour is a fresh cut?
  • Is it heavy or light for its size?

Those three answers usually identify the material family.

3. Dimensions

If you have no drawing, give:

  • Largest length, width and height
  • Diameters of the important holes
  • Wall thicknesses

A photo with a ruler or calipers beside the part is best and does half the work.

4. The accuracy actually required

This is where the most money is wasted.

Do not say "make it precise." Say what each surface engages with:

  • "This bore takes a 6204 bearing" → the maker knows Ø47 H7 is needed
  • "This face bolts to the housing" → flatness matters
  • "Everything else just has to exist" → general tolerance

Describing the function beats writing a number, because the maker already knows what tolerance that function needs.

5. Application and operating conditions

  • Where is it installed?
  • Does it rotate? How fast?
  • What load does it carry?
  • What temperature?
  • Is it exposed to moisture, acid or food?

These drive material, heat treatment and coating — and all three drive price.

6. Secondary operations

Say what is needed after machining:

  • Hardening?
  • Plating, anodising or paint?
  • Grinding?
  • Assembly with other parts?

If you do not say, it is not in the price, and it gets added later.

7. Timing

"Urgent" is one price; "by the end of the month" is another. If you are not in a hurry, say so — it is usually cheaper.

A ready message template

If you want this to be quick, copy and fill in:

Part: (name or function)
Quantity: 
Material: (or: magnet sticks / does not stick)
Rough dimensions: 
Where it works: 
Load it carries: 
Operating temperature: 
Critical surfaces: (which face engages with what)
Secondary operations: (hardening / paint / plating / none)
Timing: 
Photo: (with a ruler beside it)

What you do not need

  • A 3D file — not having one is fine; producing it is part of the job
  • A technical drawing — likewise
  • The exact material grade — it can be identified
  • A decision about the manufacturing method — that is my job, not yours

Why some people quote without seeing the part

They can, but that number is a guess. A maker who quotes unseen has either added a large safety margin (expensive) or will later say "I had not seen that" and raise the price.

A real price comes after seeing the part or a clear photo — and after that it is fixed.

Send a photo and a description; if something is missing I will ask. The first consultation and quote are free.

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