Multimodal Logistic Systems Private Limited

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Import Stage 2: Get the quotation

Import guide · Stage 2 of 10 · The Quotation Trail

Import Stage 2: get the quotation, and turn it into a landed cost

Six stations between an enquiry and a price you can trust. Ask well, choose the term, read the fine print, work out the landed cost, compare, and lock the deal in writing. Clear each hurdle, earn each badge, and finish as a Deal Architect. Prefer reading? Use the plain guide button.

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Quote Cadet

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Station 1 of 6

Ask for a quotation, with the details that matter

Station 1 of 6 · Badge: Clear Ask

Ask for a quotation, with the details that matter

A good quotation request gets a good answer.

What you do

  1. Exact goods and specification
  2. Quantity and packing
  3. Incoterm you want
  4. Delivery date and port

Keep these ready

  • Enquiry with specification
  • Drawings or datasheet
  • Quality standard, if any

Watch out

  • Different suppliers quoting on different terms, so prices cannot be compared.
  • No quantity stated, so a unit price is meaningless.
  • Price accepted before the specification is agreed.

Pro tip

Send the enquiry on a template. If every quote arrives in the same shape, comparing them takes minutes.

Full details for this station

A quotation is only as good as the question. Give the supplier the specification and the terms, so the prices you get can be compared.

How to do it

  1. Send the same enquiry to every supplier: description, specification, quantity, packing and quality standard.
  2. Say which Incoterms term you want, and the port or place of delivery.
  3. Ask for validity, currency, payment terms, lead time and the minimum order quantity.
  4. Ask for the supplier's HS code code and the country of origin, to check against your own.
  5. Ask for a sample price and sample time, if you need a sample.

Documents to keep ready

  • Enquiry with specification
  • Drawings or datasheet
  • Quality standard, if any

What the documents must show

Enquiry
One page, numbered points, the same for every supplier. Include quantity, packing, Incoterm, delivery place and the date you need the goods.

Time and cost

  • Enquiry: an hour.
  • Replies: days.
  • No Customs charge at this stage.

Where people get stuck

  • Different suppliers quoting on different terms, so prices cannot be compared.
  • No quantity stated, so a unit price is meaningless.
  • Price accepted before the specification is agreed.
Station 2 of 6

Choose the Incoterm, and know what it puts on you

Station 2 of 6 · Badge: Terms Tamer

Choose the Incoterm, and know what it puts on you

The Incoterm decides who pays for what, and who carries the risk.

What you do

  1. EXW, FCA: you arrange most
  2. FOB: you arrange sea freight
  3. CIF, CIP: seller pays freight and cover
  4. DAP, DDP: seller delivers near you

Keep these ready

  • Written Incoterm in the quotation and the contract
  • Insurance plan to match the term

Watch out

  • Using FOB for goods that go by container, when FCA is the better fit.
  • Assuming CIF means the seller carries the risk all the way.
  • Not insuring because the supplier said "we will take care of it".

Pro tip

Pick the term you can actually perform. If you cannot arrange freight from abroad well, ask for CIF or CIP, and check the cover that comes with it.

Full details for this station

The Incoterm is a short code with a long list of consequences. It decides your costs, your risk and what insurance you must arrange.

How to do it

  1. Read what your chosen Incoterms term makes you pay: loading, export clearance, freight, insurance, import duty and delivery.
  2. Under FOB or FCA the main freight and the insurance are yours to arrange.
  3. Under CIF or CIP the seller pays freight and insurance to the named place, but the risk usually passes earlier.
  4. Under DAP or DDP the seller delivers to a named place. DDP also puts the import duty on the seller. For imports into India, ask us before you agree to DDP.
  5. Name the term and the place together, for example "FOB Shanghai, Incoterms 2020".

Documents to keep ready

  • Written Incoterm in the quotation and the contract
  • Insurance plan to match the term

What the documents must show

Incoterm wording
Term, named place, and the rules edition, for example "FOB Shanghai, Incoterms 2020". Put the same wording on the quotation, the proforma and the contract.

Time and cost

  • Choosing: a conversation.
  • A wrong choice shows later in the cost and in the risk.

Where people get stuck

  • Using FOB for goods that go by container, when FCA is the better fit.
  • Assuming CIF means the seller carries the risk all the way.
  • Not insuring because the supplier said "we will take care of it".
Station 3 of 6

Read validity, currency, packing and lead time

Station 3 of 6 · Badge: Fine Print Finder

Read validity, currency, packing and lead time

A low price with a short validity is not a price.

What you do

  1. How long the price holds
  2. Which currency
  3. Packing and marking
  4. Lead time to ship

Keep these ready

  • Quotation with validity, currency and lead time
  • Packing specification

Watch out

  • Quote expired before the order was placed.
  • Currency swings between quotation and payment.
  • Lead time counted from the advance, which was paid late.

Pro tip

Ask the supplier to put the validity and lead time on the proforma invoice as well, so the same words appear in every paper.

Full details for this station

These four lines decide whether the price is still a price when you place the order.

How to do it

  1. Check the validity date. After it, the supplier can change the price.
  2. Check the currency, and who bears the exchange-rate risk.
  3. Check the packing: type, size, weight and marking, and whether it suits the transport.
  4. Check the lead time: from the order, or from the advance? Both give different dates.
  5. Check the minimum order quantity and any tolerance on the quantity delivered.

Documents to keep ready

  • Quotation with validity, currency and lead time
  • Packing specification

What the documents must show

Quotation
Should show goods, specification, unit price, currency, Incoterm and place, validity, lead time, payment terms and the supplier's name and address.

Time and cost

  • Reading: an hour.
  • Clarifying: a day or two.

Where people get stuck

  • Quote expired before the order was placed.
  • Currency swings between quotation and payment.
  • Lead time counted from the advance, which was paid late.
Station 4 of 6

Turn the quotation into a landed cost

Station 4 of 6 · Badge: True Cost

Turn the quotation into a landed cost

The quotation is not what the goods will cost you at your door.

What you do

  1. Goods price
  2. Freight and insurance
  3. Duty and IGST
  4. Port, clearance and transport

Keep these ready

  • Quotation
  • Freight and insurance quotes
  • Duty working sheet
  • Charges quotes from the port, broker and transporter

Watch out

  • Leaving out port and inland charges.
  • Using duty rates that have since changed.
  • No margin for delays.

Pro tip

Keep the sheet with the order file. When the bill arrives, check it against the sheet and ask about every difference.

Full details for this station

A landed cost is the full cost to get the goods to your door. It is the only number you can compare with your selling price.

How to do it

  1. Start from the goods price on the quotation, in rupees at the day's rate.
  2. Add freight and insurance, if they are not already in the price.
  3. Add BCD, Social Welfare Surcharge and IGST on imports, worked out on the Assessable value.
  4. Add port, shipping line, CFS, clearance and inland transport charges.
  5. Add a margin for Demurrage and detention and small delays, and for rate changes.

Documents to keep ready

  • Quotation
  • Freight and insurance quotes
  • Duty working sheet
  • Charges quotes from the port, broker and transporter

What the documents must show

Landed cost sheet
One line per cost, in rupees, with the date, the rate used and the source of each figure. Update it at order, at shipping and at filing.

Time and cost

  • Preparing: an hour once you have the quotes.
  • Update when rates change.

Where people get stuck

  • Leaving out port and inland charges.
  • Using duty rates that have since changed.
  • No margin for delays.
Station 5 of 6

Compare offers and negotiate

Station 5 of 6 · Badge: Deal Maker

Compare offers and negotiate

Compare on landed cost, quality and reliability, not just price.

What you do

  1. Landed cost per supplier
  2. Quality and certificates
  3. Delivery record
  4. Payment terms

Keep these ready

  • Comparison table
  • Samples, test reports
  • Supplier references

Watch out

  • Choosing on price alone.
  • Accepting an advance on the first order from a new supplier.
  • No record of why the supplier was chosen.

Pro tip

Ask for something in return for each concession. A longer payment term for a bigger order is a fair trade.

Full details for this station

The cheapest quote is not always the cheapest purchase. Compare on the full picture and negotiate the terms that cost you most.

How to do it

  1. Line up the quotes on the same basis, using your landed cost sheet.
  2. Compare quality, certificates, samples and delivery record.
  3. Compare payment terms: advance, letter of credit or open account.
  4. Negotiate on the terms that matter most to you: price, payment terms, packing or lead time.
  5. Keep a short record of why you chose the supplier.

Documents to keep ready

  • Comparison table
  • Samples, test reports
  • Supplier references

What the documents must show

Comparison table
Supplier, landed cost, quality evidence, lead time, payment terms, notes. One row per supplier.

Time and cost

  • Comparing: a day.
  • Negotiating: days.

Where people get stuck

  • Choosing on price alone.
  • Accepting an advance on the first order from a new supplier.
  • No record of why the supplier was chosen.
Station 6 of 6

Lock the quotation in writing

Station 6 of 6 · Badge: Deal Sealed

Lock the quotation in writing

Get the final price and terms in writing before you order.

What you do

  1. Final price
  2. Validity
  3. Terms in writing
  4. Quote accepted in writing

Keep these ready

  • Final quotation
  • Your written acceptance
  • Landed cost sheet

Watch out

  • Verbal agreement that the supplier later denies.
  • Accepting after the validity date.
  • Terms that differ between the quotation and the proforma.

Pro tip

If something changes between quotation and proforma, ask for a corrected quotation, not a verbal explanation.

Full details for this station

A quotation you do not hold in writing is a conversation. Fix the agreed terms before the next stage.

How to do it

  1. Ask the supplier to confirm the final price, quantity, terms and delivery in writing.
  2. Accept the quotation in writing, quoting its number and date, within its validity.
  3. Move to the proforma invoice, which carries the same details.
  4. File the quotation, your acceptance and the landed cost sheet together.

Documents to keep ready

  • Final quotation
  • Your written acceptance
  • Landed cost sheet

What the documents must show

Acceptance
A short email or letter quoting the quotation number and date, and confirming the price, quantity, Incoterm and delivery terms.

Time and cost

  • Same day.
  • The next stage is the proforma invoice.

Where people get stuck

  • Verbal agreement that the supplier later denies.
  • Accepting after the validity date.
  • Terms that differ between the quotation and the proforma.

Run complete

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Words used on this page

Assessable value: The value on which duty is calculated. Usually the transaction value plus freight, insurance and landing charges.
BCD: Basic Customs Duty. The main import duty, charged as a percentage of the assessable value.
CFS: Container Freight Station. A warehouse near the port where cargo is stuffed, de-stuffed and examined.
Demurrage and detention: Charges by the shipping line or terminal when cargo or containers stay beyond the free days allowed.
HS code: Harmonised System code. An international product code. India uses 8 digits for duty and for Customs filings.
IGST on imports: Integrated GST charged at the port on the value plus duties. A GST-registered business can usually claim it as input tax credit.
Incoterms: Trade terms of the International Chamber of Commerce (Incoterms 2020). They say who pays for transport and insurance, and who bears risk, at each point.
Social Welfare Surcharge: An added charge worked out on the Basic Customs Duty, at the rate notified. Some goods are exempt.

Questions people ask

What is the difference between a quotation and a proforma invoice?

A quotation is the offer. The proforma invoice is the supplier's detailed statement of what they will supply and at what price, which you then use for payment and clearance. Stage 3 covers it.

Is the price on the quotation the price Customs uses?

Customs works out the Assessable value, usually the transaction value plus freight, insurance and landing charges, as the rules provide.

What if the supplier will not give a validity date?

Treat the quote as not firm and ask for it in writing.

Is this legal advice?

No. It is practical guidance. Rules change, so confirm the position on the date of your order.

Want a second pair of eyes on your quotation?

Send us the quotation and the goods details. We will work out the landed cost with you. It is just a call and a message away.

Message us on WhatsAppCall +91 98230 14118

Office (backup): +91 93733 11838

← Stage 1: Choose the supplierStage 3: Proforma invoice →

Last checked: 12 November 2026. Incoterms are the International Chamber of Commerce rules (Incoterms 2020). Duties and valuation: Customs Tariff Act, 1975 and the Customs Act, 1962 (CBIC). Rules and notifications change, so confirm the position on the date of your order.

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