Price Inquiry Reply: 4 Ways to Answer Without a Full Quote

BOTrento Team28 October 20267 min read

First: is it a price inquiry or a quote request?

"What does it cost to do X?" and "What would you charge us for this exact job?" are different questions. The first wants orientation; the second wants a commitment. Treat them differently, or you will either over-work a casual question or under-serve a serious one. We cover the distinction in detail in price inquiry vs quote request.

A quick test: does the message include dates, quantities, location or a deadline? If yes, lean towards a quote path. If it is a single line, use one of the four responses below.

The four responses

1. The quick range

Use it when your pricing is fairly standard and a range will not embarrass you. Give a range, say what drives it, and ask for the one detail that narrows it.

Hi Anna,

Thanks for asking. Jobs like this typically fall between €X and €Y excl. VAT. The main factors are the number of days, the venue and the amount of kit involved.

If you can tell me the date and rough size, I can narrow that down and send a proper quote within two working days.

Best regards,
Tom

2. Qualifying questions

Use it when the price swings widely with scope. Skip the number, ask up to three questions, and explain that they let you give a figure you can stand behind.

Hi Anna,

Happy to help. To give you a price that is realistic rather than a guess, three quick questions: 1) What date or period? 2) Roughly how many people or units? 3) Where will it take place?

Once I have those, I will come back with a figure the same day.

If the request is unclear, see how to read a vague enquiry and ask clarifying questions and the five qualifying questions.

3. Tiered options

Use it when buyers tend to compare packages. Offer two or three levels in one short message, each with a starting price and what it includes.

Hi Anna,

We usually work in three levels: Basic (from €X, covers A), Standard (from €Y, adds B) and Full service (from €Z, adds C). Which is closest to what you have in mind? I can then prepare a detailed quote.

4. Call to discuss

Use it when the job is complex, high-value or clearly custom. Do not hide behind a call, though. Offer two time slots and say what you will cover.

Hi Anna,

This one depends on a few details, so a 15-minute call is the fastest way to give you a useful number. Would Tuesday at 10:00 or Wednesday at 14:00 suit you? I will send a written summary afterwards.

How to choose in under a minute

1. Is there a standard price logic? Yes: range or tiers.
2. Does scope change the price a lot? Yes: questions or call.
3. Is the buyer clearly senior or the job large? Call.
4. Is it a one-liner from an unknown sender? Questions, by email, so you spend little time.

Whatever you choose, the reply should be short, name one next step and say when the buyer will hear from you again. More on common slips in first-reply mistakes.

A checklist before you press send

• Does the first line answer or acknowledge the price question, not bury it?
• If you give a number, is it clearly a range or a "from" price, excl. VAT?
• Have you named what drives the price?
• Are there no more than three questions?
• Is there one clear next step with a date or time?
• Have you put a follow-up in your calendar for the day you promised?

That last point matters most. A promise like "I will come back on Thursday" is easy to forget in a busy inbox. For the broader reply routine, see how to reply to sales enquiries faster, and for chasing afterwards, how to ask about a quote after sending it.

How BOTrento handles this

BOTrento Chief of Staff is a managed process for enquiries and quotes. It watches the enquiries in your mailbox and in the data you upload, then prepares draft replies in four languages (CS, EN, DE, FR), including price replies like the ones above. Nothing is sent without a person approving it; BOTrento does not send anything itself.

It also catches promises such as "I will come back to you by Friday" and reminds you. Each working morning you get a "Today 1+3" overview in the app and by email. Dated promises, follow-ups and tasks can go into Outlook, Google Calendar or iPhone through a private iCal (.ics) link.

You can connect Seznam and other mailboxes via IMAP; Gmail, Google Workspace and Microsoft 365 work for now by forwarding or import, and direct connection is in preparation. BOTrento does not replace your CRM or accounting, and it does not read attachments, only the email text. AI is included in the plan with a monthly usage limit, and you do not need your own API key. See a walkthrough of the process or the product overview.

If you are weighing cost, the answer on AI sales assistant cost and the pricing page cover it. It suits event and production firms, equipment rental and B2B services first.

Try it on your own enquiries

The trial lasts 14 days, free, with no card and no API key of your own. The 14 days start with your first successful data upload, and you have 7 days to prepare. A person from our team contacts you within 24 hours on working days to help connect your mailbox. Start the 14-day free trial and see how your own price enquiries would be handled.