A quotation is a specification, not only a price list
A good quotation lets both buyer and manufacturer understand months later what was agreed. It should be read not only through the total price, but as a clear specification of the product, service and commercial terms.
Review it item by item. Each of the following 12 points can affect function, scope of work or the final price. When comparing two quotations, do not compare only the final line: first confirm that both cover the same product, accessories and scope of work.
1. What are the dimensions, and what do they refer to?
Check whether the listed dimensions are manufacturing sizes or structural opening sizes, and make sure the unit is clear. The difference matters for manufacture, installation and comparison with another quotation.
Also check the quantity and reference for every item. One misread width, height or number of units can change the price and the layout. If a final site measurement is planned, clarify what happens if the opening differs from the original enquiry.
2. What type of product is it?
Each item should state clearly whether it is a window, balcony door, entrance door, fixed unit or sliding system. A precise product name prevents different solutions from being assumed from the same dimensions.
Pay particular attention to items that look similar on a drawing but serve different purposes. A door, for example, may require a different threshold, handle, locking arrangement or use pattern than a window of similar size. If the name is unclear, ask for it to be completed before accepting the quotation.
3. How does the element open?
The opening scheme should show whether a panel is fixed, turn, tilt, tilt-turn or part of a multi-panel combination. A drawing alongside the item is especially useful for multi-sash units because it makes the opening direction and operation clear.
Do not review the scheme only as a technical detail. Picture everyday use: does the sash open into clear space, will it conflict with furniture, is the handle accessible, and can the exterior be cleaned safely? For sliding systems, check which panel moves and where the clear passage remains.
4. What is the profile system?
The profile-system designation makes the construction, gasket arrangement and technical limits of the proposed solution traceable. For aluminium, also check whether a thermally broken system and the profile series are identified.
A system name alone is not a reason to choose a product, but it tells you what is actually being compared. If another quotation uses a different system, ask the seller about the practical differences for your opening: appearance, manufacturability, available accessories, colour options and size limitations.
5. Is reinforcement defined?
For PVC units, ask how reinforcement is addressed, especially for larger elements and doors. It does not need a production-level description, but the quotation should leave a clear record of what is provided.
This is particularly relevant where sashes are large, dark-coloured, frequently used or carry heavier glazing. You do not need a manufacturing drawing; a clear explanation that the solution suits the size and intended use is enough. It also helps avoid comparing quotations that look alike on paper but do not use the same construction.
6. What is the glazing build-up?
Glazing should be described by build-up, not simply as double or triple glazing. Pane thickness, Low-E coating, gas fill, safety processing and spacer type can affect both performance and price. If Ug or Uw values are listed, confirm which part of the product each value describes.
For each important position, ask what the goal is: improved thermal comfort, less noise, safety, privacy or a particular visual effect. Different needs are not necessarily solved by the same glazing. If the quotation uses abbreviations you do not understand, ask for a plain-language explanation and confirm whether they apply to every item or only selected positions.
7. What hardware is included?
Hardware must suit the sash size and weight. The quotation should ideally identify the manufacturer or at least the equipment level: standard locking, security points, concealed hardware, micro-ventilation or restrictors.
Hardware affects the feel of everyday opening, closing and locking. For doors, check the locking method and what is included with the leaf; for windows, ask whether the functions offered are ones you genuinely need. Any added security or convenience feature should be stated clearly rather than assumed.
8. What is the interior and exterior colour?
Check the colour on both sides of the element. One-sided and two-sided finishes are not the same product, and it is also useful to know whether the description covers the frame, sash, drip profile, handles and other visible parts.
Ask for the colour to be tied to the specific item, especially when several product types are combined. Clarify the appearance of accompanying parts too: thresholds, coupling profiles, shutters, insect screens and handles. A sample or precise colour reference helps prevent expectations based only on a photograph or a general finish name.
9. Which accessories are included?
Shutters, insect screens, sills, extensions, coupling profiles, thresholds, vents and special handles should be listed separately or in an explicit note. An item the buyer expects to be included should not remain only a verbal agreement.
Ideally, each accessory has its own line, quantity and link to the relevant element. This makes it easy to see whether an insect screen is included for every window, whether sills are internal or external, and whether a threshold is part of the door price. If an accessory is optional, it should be marked as an option rather than mixed into the base quotation.
10. What exactly does installation include?
Check the installation scope: removal of existing units, disposal, anchoring, sealing, tapes and any reveal finishing. This makes it clear where the contractor’s obligation ends and additional work begins.
It is also sensible to check site conditions in advance: access, bringing units into the building, work at height, protection of the space and when the opening will be ready for installation. If the project includes existing windows or doors, ask exactly what will be removed and whether repairs after removal are included. A defined scope prevents misunderstandings on installation day.
11. From which event is lead time calculated?
Lead time should be linked to a specific event, such as quotation acceptance, deposit payment or final measurement. Without that reference, a term such as 30 days can mean different things to the buyer and seller.
Also check what the seller is waiting for before production begins: written acceptance, measurement, colour selection, a deposit or prepared openings. If part of the product is made to a special order, ask for that to be stated. The aim is not an unrealistic promise, but a shared and verifiable understanding of the sequence of steps.
12. What are the commercial terms?
Finally, check whether VAT is included, the quoted currency, deposit amount, payment stages, quotation validity, warranty coverage and any conditions for price changes. A discount can only be compared meaningfully when the base price is clear.
Read the notes alongside the price as carefully as the total. Separate the base product price, options, transport, installation and any additional works. If an item has no price or says “by agreement”, ask how it will be charged. Before signing, save the version of the quotation you are accepting, along with drawings and agreed changes.
A clear quotation makes the decision easier
A professional specification does not need to be long or overly technical. Its purpose is to help the buyer understand the value offered and allow sales and production to follow the same agreement.
When two quotations pass all 12 checks, comparison becomes simpler. If one lacks several important details, even the lowest total is not necessarily the best choice. Good questions before accepting a quotation usually save time, changes and unwelcome surprises later.
