How do I reply to a bulk order enquiry?
Reply to a bulk enquiry with a friendly thanks and a short list of questions on quantity, date, customisation and delivery, and then quote only after you know your real costs.
A bulk enquiry is a conversation, not a price tag
Someone writes, "I need 100 of these for a wedding" or "What is your price for 50 pieces?" The temptation is to quote at once. Resist it. A bulk order changes your costs, your timeline and your cash, and you cannot quote well until you understand what is being asked.
Your first reply should show enthusiasm and ask questions. That is all.
What you need to know
Bulk orders go wrong when something is left unsaid. Collect these details before you price anything.
- Quantity, and whether it is all one design or a mix
- Date needed, and the real event date if it is for an occasion
- Any customisation, such as names, logos, colours or packaging
- Delivery location, and whether it goes to one place or several
- Budget range, if they are willing to share
- Whether they are buying for themselves, a gift or resale
Template one: first reply
"Hi Anjali, thank you for thinking of us, and congratulations on the occasion. We are happy to help with a larger order. So I can give you an accurate answer, could you tell me a few things? How many pieces do you need? By what date? Do you want any customisation, such as names or special packing? And where should they be delivered?"
It is warm and useful. It does not mention price, which keeps you from underquoting.
Template two: for gifting or corporate buyers
"Hi Suresh, thank you for the enquiry. For gift orders, we can usually add a printed card and custom packing. Could you share the quantity, the date you need them by, and any branding or message you would like on the card? Once I have that, I will send a clear quote."
If your product supports customisation, be specific about what you can and cannot do. If you are unsure, say so and promise to check. Read return policy for custom and made-to-order items before you accept personalised work.
Template three: you need more time to quote
"Hi Meena, thank you for the details. I would like to check my material and production time before I send you a quote, so I can be sure I can deliver on your date. I will get back to you by [a time you will keep]."
Do not rush. A rushed quote can cost you. Work out your real cost per unit first, including packaging and your own time, using batch production cost per unit and bulk orders and lot pricing.
Template four: sending a quote
"Hi Rohan, thank you for your patience. For [quantity] pieces of [product] with [customisation], my price is Rs [amount] per piece, which comes to Rs [total]. Production takes about [honest time], and delivery is extra, depending on the location. To start, I ask for an advance of Rs [amount], with the balance as agreed. Please confirm and I will send the payment details."
Fill in only numbers you have worked out. Do not state any price break as standard or promised before you have checked your own margins, and do not copy a price from another seller.
Template five: you cannot do it
"Hi Kavya, thank you so much for asking. I am sorry, but I cannot take on [quantity] by [date] without compromising quality, and I would rather be honest than let you down. If your date is flexible, I could do it by [date], or I could do a smaller batch now. Would either of those help?"
Declining honestly is better than accepting and failing. It protects your reputation.
Protect yourself
- Agree the details in writing, even a simple chat summary.
- Take an advance before you buy materials or start work, and say when it is refundable and when it is not.
- Get the address and a contact person for delivery.
- Keep a sheet of the order specs so nothing is forgotten.
For what to do after an advance, see when to ask for a part payment on COD. A bulk order can be a big step forward when you handle it carefully. Do the maths before the chat gets exciting.