Short answer: write every chat quotation as eight lines, in the same order: the product and specification, the quantity (and minimum order), the unit price with its currency, the Incoterm with a named place, the lead time, the payment terms, a validity date, and the next step. Use numerals and real dates so translation can't garble them, attach a PDF or price sheet for anything longer, and keep the quote number in the customer's notes. Remember that FOB and CIF are sea-freight terms; for containers ICC recommends FCA or CIP. BlackCat SCRM keeps your quotation templates as quick replies, translates them, and lets you check the translation before sending.
Why do chat quotations cause so many disputes?
Because chat encourages short answers, and a short answer leaves out exactly the parts that cost money later: which currency, whether freight is included, how long the price holds, and what happens if the buyer confirms in three months. Email quotations had a header and a signature that forced some structure; a WhatsApp reply has none unless you add it.
What should a chat quotation include?
- Product and specification. Model, colour, size and packing. If the buyer sent a photo, say which item in the photo you mean.
- Quantity. The quantity this price is for, and the minimum order.
- Unit price and currency. Always the currency code: USD 4.20, never just 4.20 or $4.20, which could be US, Singapore or Australian dollars.
- Incoterm and named place. For example FOB Shenzhen or FCA Ningbo terminal. The term decides who pays freight and insurance and where the risk passes to the buyer.
- Lead time. Counted from what: order confirmation, deposit received or artwork approved.
- Payment terms. Deposit percentage, when the balance is due and how it's paid.
- Validity. A real date: valid until 30 November 2026. Material prices and exchange rates move.
- Next step. How the buyer says yes: "Confirm the quantity and I'll send the proforma invoice."
Which Incoterm should we quote?
The International Chamber of Commerce's Incoterms 2020 rules come in two groups. FAS, FOB, CFR and CIF are only for sea and inland waterway transport, where the goods are loaded on board a ship at a port. The other rules, including EXW, FCA, CPT, CIP, DAP, DPU and DDP, work for any mode, including containers and air freight.
ICC's own guidance points out a common mistake: quoting FOB for container shipments. With containers, the seller usually hands the goods over at the container terminal, sometimes days before they're loaded on board, so FCA fits better than FOB, and CIP fits better than CIF if you're including insurance. Whatever you choose, name the place, and if you're unsure what the buyer's forwarder expects, ask before you quote.
What does the message look like?
| EN | Quotation [Q-1031] for [SKU-208, black, 2 per carton]: [1,000] pcs (MOQ [500]) at [USD 4.20] per piece, [FOB Shenzhen]. Lead time [25] days after deposit. Payment [30%] deposit, balance against B/L copy. Valid until [30 Nov 2026]. Confirm and I'll send the proforma invoice. |
|---|---|
| BM | Sebut harga [Q-1031] untuk [SKU-208, hitam, 2 unit sekotak]: [1,000] unit (MOQ [500]) pada [USD 4.20] seunit, [FOB Shenzhen]. Tempoh siap [25] hari selepas deposit. Bayaran [30%] deposit, baki selepas salinan B/L. Sah sehingga [30 Nov 2026]. Sahkan dan saya akan hantar invois proforma. |
| 中文 | 报价 [Q-1031]：[SKU-208，黑色，2 张一箱] [1,000] 张（起订量 [500] 张），单价 [USD 4.20]，[FOB 深圳]。收到订金后 [25] 天出货。付款：[30%] 订金，尾款见提单副本。报价有效至 [2026 年 11 月 30 日]。确认后我发形式发票给您。 |
For several products or price breaks, send the quotation as a PDF or spreadsheet and put the summary above in the chat, so the key terms are searchable in the conversation.
Which mistakes cause the most trouble?
- No currency code, especially with buyers who also deal in their own dollar.
- Incoterm without a place. "FOB" alone doesn't say which port.
- No validity date, then a confirmation arrives months later at an old price.
- Prices written in words or with local separators. "4,20" means 4.20 in much of Europe and Latin America; numerals with a decimal point and a currency code survive translation best.
- Changing the price in a later message without a new quote number, so nobody knows which version the buyer accepted.
How does BlackCat SCRM help with quotations?
In BlackCat SCRM:
- Quick replies hold your quotation template, personal or shared with the team, with the price list or catalogue attached.
- Translation in 65 languages sends the quotation in the buyer's language. Set quick replies to translate first, or use the translation shortcut (Ctrl+T by default) to check the numbers and currency before pressing Enter.
- Customer notes keep the quote number, price and validity beside the chat, and Save to notes keeps the quotation file itself (WhatsApp, Telegram and Messenger).
- BlackCat Assistant (Pro and above) can read the chat and suggest a reply you can edit before sending.
Honest limits: BlackCat doesn't calculate prices, generate PDF quotations or proforma invoices, or track which quotes were accepted. Keep those in your quoting or accounting tool, and use the chat for the clear summary.
Sources
- ICC Academy: FCA and FOB Incoterms 2020 explained and CIF and CIP Incoterms 2020 explained.
- ICC: Incoterms 2020 checklist and flowcharts (choosing the right rule).
- BlackCat SCRM user guide: quick replies, translation, notes and BlackCat Assistant.
FAQ
Should I quote FOB or FCA for a container shipment?
ICC's guidance favours FCA for containers, because the goods are usually handed over at the terminal rather than loaded on board by the seller. FOB is meant for goods loaded on board a vessel.
How long should a quotation be valid?
Long enough for the buyer to decide, short enough that your costs won't change much: many exporters use 7 to 30 days. Always write the date, not "two weeks".
Is a chat message enough as a quotation?
For a simple product, a clear eight-line message works. For several items or legal terms, send a PDF and summarise it in the chat, then confirm the order with a proforma invoice.
Can BlackCat translate prices without changing them?
Figures written as numerals usually come through unchanged, but always check: the translation shortcut puts the translated text in the box for review before you send.
