6 Mistakes to Avoid when Requesting a Quote
Original text by Alexandra Barbosa on A Pajarita.
English translation/ adaptation by Best of Portugal Weddings.
06/05/2026
We are becoming increasingly automated (and less human), colder in our interactions, and good manners tend to get lost along the way.
Thankfully, not all is lost; it is simply a matter of remembering how we ourselves like and want to be treated, and reflecting those same gestures, words, and intentions towards whoever is on the other side. With that in mind, for those who may be a little distracted, I have gathered together
six mistakes you should avoid when requesting a quote or contacting a service.
Mistake no. 1
Sending a generic email to a list of suppliers without checking whether they actually provide the service you are looking for.
I know that in an increasingly digital society, where we are all behind a screen, we often generalise everything without considering the consequences, in the name of supposed speed or efficiency. We all become very confident, certain, and opinionated when mediated by the cold glass of a phone — just look at what is written in social media comment sections.
When we send a mass email without considering whether that company actually offers what we are looking for, it is the equivalent of going into a shop that specialises in handbags and asking to try on a suit. Or going into Dior and asking for a Zara shirt. It makes no sense, does it? And it is also somewhat offensive and dismissive, as though the other person’s time and availability had no value and therefore deserved no consideration.
Your first impression would not be the best — and do not forget, there are suppliers who can choose their clients; it is not something exclusive to brands like Hermès.
Do not disregard the people you contact. Do not treat them as just another supplier, because you may well be treated the same way. For a day as important and special as yours, you should only want to work with people who approach it with love, kindness, and dedication — and who genuinely want to work with you, in harmony.
Mistake no. 2
Not including precise details.
Many requests arrive like a guessing game: “I’d like a quote for wedding invitations!”
Of course, all suppliers must be clairvoyant! Well, they are not — and irony aside, while there are suppliers who work with catalogues and fixed prices, only needing quantities in order to provide the final number, many others offer a fully bespoke service, where everything is tailored to an idea that may not even exist yet or has not yet been discussed.
The variables can be endless — from size and materials to finishes, number of pieces, or printing techniques in the case of stationery.
Planning a wedding is complex and full of details. Whether you are doing it with help or on your own, be generous and kind to yourselves — you can avoid writing 37 emails when you could simply include all the relevant information in your first message and receive almost everything you need to know in the reply. At the very least, enough to decide whether it is a conversation you want to pursue or whether it falls outside your budget, taste, or simply your feeling.
I do not expect you to know everything about the service or product you want to hire. You can start from scratch — simply say that you are getting married, on such a date, in such a place, and ask what information needs to be gathered and sent in order to receive an estimate or proposal.
If you know a little more, you can mention guest numbers or quantities, the type of pieces you would like, and what you imagine or are drawn to, using examples from the supplier’s portfolio, together with a few words about why you chose them.
If you know nothing at all but simply love their work, book a meeting, ask questions, listen, and answer as well. In a single conversation, everyone involved gets the information they need and saves each other time.
Mistake no. 3
Not sharing your budget.
This often seems to be a delicate and awkward subject, though there is no factual reason for it.
The amount you allocate to a certain item is your decision. It reflects your financial availability and the importance that item holds in your priorities. It is entirely your decision, nothing more — and there should be no judgement attached to it.
The amount you assign to a certain item may be lower than its real market value simply because you do not know better — and that is perfectly natural. This is not the sort of purchase you make every day. Ask questions, understand the answers, and adjust your expectations.
Many couples believe that they should not mention figures, thinking that if they do, the quotes will be inflated. That is not true. Sharing your budget simply helps us understand the range of options we can present.
It makes no sense to suggest hand-painted invitations, painted one by one, if your budget is €5 per unit. It is far more productive to show you solutions that make the most of those €5 and still meet your expectations.
And allow me to offer one piece of advice: do not impose your own (often incorrect) assumptions of value onto a supplier and expect them to compromise the quality and signature of their work simply to provide the service.
That is a mistake. It is not the dynamic either party wants when both are aiming for the best possible result.
Transparency and clear communication do not change the final sum of the quotation, but they make all the difference in the attitude and relationship when it comes to bringing a project to life.
Mistake no. 4
Not sharing inspiration.
You have probably heard the expression, “A picture is worth a thousand words.”
For a bespoke service, inspirational images can say far more about you and what you envision than you may think. Especially if you find it difficult to articulate aesthetic ideas in words — and that is never a problem.
Through inspiration, we understand the visual language you connect with, as well as technical and aesthetic elements, which helps enormously in understanding your most genuine perspective. The images speak, so that you do not have to.
What kind of imagery you are drawn to, whether you prefer flat colours or loose brushstrokes — these are all details that help reveal the expression and technique that best represent you.
Inspiration is extremely useful and productive when shared thoughtfully and carefully, because it becomes the starting point — the alphabet of the story we are going to tell.
That said, it is counterproductive to send photographs of stationery that is simply black-and-white text if what you really imagine is something colourful, with precisely painted illustrations.
The result may be frustrating for both sides: the supplier wastes time preparing a quote for something that does not reflect your true expectations, and you lose time exchanging emails only to receive a quotation that does not correspond to what you wanted.
If you appreciate specific details more than the overall composition, here is a tip: label each image with what you value most in it (for example, “invitation format” or “typeface”). This way, the professional will focus only on what matters most.
Mistake no. 5
Not asking questions.
Please do not stay in doubt when things can be clarified.
Only those who want to know ask questions — so if you want to know, ask.
Never feel that a lack of knowledge is a weakness. It is something perfectly natural and common to every couple.
So if you do not understand what is being discussed, if a piece of information is unclear, or if you do not understand the meaning of a comment, ask — always.
It only shows interest and attention on your part, and sets the expectation of the same level of care and precision from the supplier. That is something positive and constructive for both sides.
When everything is clear, there are no misunderstandings, no loose ends. The process becomes lighter and more secure.
Mistake no. 6
Not reading.
Yes.
If you receive a detailed quotation, you should read it with equally careful attention.
The total price is not everything. It is essential that you understand the clear description of the product or service you are purchasing, the process and timeline for each stage, the payment terms, what is included (and what is not), what you are entitled to, and what is owed to you.
What, how, and when.
A service is not just a total figure to compare. Quotations — and the service behind them — are not all the same.
Do not take for granted what you assume is included, or what you read in another quotation. Every company has its own way of working.
I hope this article proves useful, helps you save time, and encourages you to ask questions.
Photo Credits:
Featured Image
Pedro Filipe Fotografia
Inline Images
1 Unique Dream Wedding | Evgeniya Savina
2 Dream Weddings Europe | Portugal Wedding Photography
3 A Pajarita
4 In Love Weddings | Momento Cativo
5 Casa da Praia Weddings
6 NODE Creations
7 Mémorelle Weddings
8 Ode Stories Weddings | Feito Nós Weddings
9 Dois Foto
10 Pedro Netto Studio
11 ÉPOCA Florist | Essência Fotografia
12 The Legacy Weddings
