Put every quote on the same footing
List the exact item or space, quantity, specification, rental start and end, delivery or pickup point and return window. For a Mumbai event or shoot, add setup and dismantling access. For a flat, add the floor, lift and installation needs.
Record these costs separately
- Item or space rental for the full agreed period
- Delivery, loading and collection
- Installation, setup, operator or support
- Cleaning, consumables and accessories
- Taxes and any other stated charges
Keep the refundable deposit separate
Record the deposit, refund timing and deduction conditions alongside the quote. Don’t compare a rental charge with another supplier's charge-plus-deposit as if they were the same kind of cost.
Compare the conditions as well as the amount
Confirm the minimum period, extension, cancellation, rescheduling, substitutions, maintenance where relevant, late return, loss and damage rules. Mark unanswered points as pending and resolve them with the supplier before booking.
A brief you can copy
I need [product or space, specification and quantity] for [dates and duration] at [exact Mumbai area, address and PIN code]. Access is [building or venue details] and setup or collection is [window]. Please confirm availability, the complete charge breakdown, refundable deposit, cancellation, support and return terms.