Enquiry Reply Templates for Print Shops

Why can't I just reply with a price?

Because "how much for flyers?" isn't enough to price anything. The same words can mean a one-sided photocopy run or a folded, laminated brochure.

Wikipedia's page on quotations says correct quotes often rest on specifications, and that a quote typically involves "more than the price per item".¹ Your reply needs to collect those details first.

What questions should every reply ask?

Keep the list short, or customers won't answer it. A good enquiry reply asks for:

• The finished size
• Single-sided or double-sided
• The paper or material, or what it's for
• The quantity
• Whether they have artwork or need design help
• The date they need it by
• Pickup or delivery

Sizes need care. Wikipedia says every country except the United States and Canada has adopted the ISO paper standard.² If your customers come from both systems, ask them to write the unit, like inches or millimeters, and offer examples.

How do I get a template from an AI tool?

Describe the situation, not the customer. Try: "Write a short, friendly reply to someone asking for a price on flyers. Ask for size, sides, paper, quantity, artwork and deadline. Don't give a price. Keep it under a hundred words."

Run it a few times and keep the version that sounds like you. Save it in your email program as a reusable snippet.

Then build a few variants: one for flyers and cards, one for banners and signs, one for jobs with no artwork yet. A sign enquiry needs different questions, such as where it will hang and whether it's indoors or out.

Should the reply include a price?

Only if you can stand behind it from the details given. A "from" price can work, but your own price list should supply it, and you should read it before sending. An AI tool doesn't know your costs.

How do I mention artwork requirements?

Point to your own spec page or template, if you have one. Wikipedia says that when printers need specific bleed sizes, most post those demands on their website or offer templates.³ Do the same. Add a link or an attachment instead of explaining bleed in every email.

When a file arrives with problems, see what to say about artwork.

What should I check before sending?

Read the draft once as the customer would. Does it ask for too much at once? Does it promise a date? Did the tool add anything you didn't tell it, such as a discount or a rush option?

Never paste a customer's full email thread if it holds personal details. Strip names and numbers first, or write the situation in your own words. The last page in this set covers what to keep private.

When a customer answers, move to a proper quote. Quote wording with AI shows how.