cover letter for quotation request

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Quotation Cover Letter

Last Updated On February 10, 2020 By Letter Writing Leave a Comment

A quotation cover letter refers to a letter written by the seller to a buyer giving information about the pricing of a product, delivery conditions, and the terms of payment. It is an offer for sale.  

The seller writes this letter to the buyer to convince him/her of the suitability of the product he is selling.

The seller sends it in response to an inquiry that has been made previously by the buyer. Therefore, the seller must state all the information required by the buyer when writing such a letter. The buyer must accept a quotation by way of signing and initiate the processing of the order.

Tips for writing a Quotation Cover letter

• While writing the quotation, ensure it’s enclosed – Once all the details are written down, a quote is a confidential document and must be inserted in an envelope with identification on top that indeed it is a quotation. In case the buyer had many letters on board, he will be able to differentiate the quotation from other general letters and give it a priority.
• Prompt the reader about the products- This is in terms of matching the goods with what they wanted and if they would need any modification. This will aid in forming a close relationship, which will, in the long run, form a basis for closing the contract with your organization.
• Entice the reader – Inspire the reader by enticing him to purchase the product now when the prices are still low. This is a tactic to ensure that you close the sale within the shortest time possible.
• Quote the ending date of the terms given – If the pricing and delivery period had an ending date, it’s essential to let the buyer know that the conditions are stipulated for a given period of time. Most likely, if the quotation wins the bid, then the buyer will make sure that the sale is closed within the time limit that you have offered to them.
• Deliver as promised – When you win the bid, do not give any excuses regarding the delivery date, processing period. Ensure that you provide the customer with an excellent customer service experience, which will help build a long term working relationship and, consequently, profitability.

Quotation Cover Letter Template

This refers to a layout that helps the business person to come up with a complete quotation, having been formatted to input the details as befits the quote. Below is an example.

_____________

Date (date on which Quotation is written)

________________

Sub: _________________________________________

Dear _________________,

In reference to the discussion we held on I hereby submit the quotation for supply of Office Chairs and Desks.

I hope that the quotation matches your expected costs, delivery, and type. 

All our furniture have the below specifications; ________________

It’s our sincere hope that you are comfortable with the quotation, and you will let us know when we can proceed in the processing of your order. 

We prefer a 30 days waiting period for payment of any supply from the date of delivery. We believe it is well within your capacity and request for an order soonest. 

Since the manufacturer keeps changing the prices, we also request you to act soon before the prices go up, and we may be forced to amend the prices, and therefore the quoted price will be in place for the next 45 days.

It would be kind of you to give as a go-ahead and allow the smooth running of the supply as soon as you could.

Thanking you,

Yours sincerely,

(__________________)

Quotation Cover Letter Sample

A sample quotation letter is a preformatted letter showing how to write all the information required by the buyer regarding the sale of services from a proposal that was initially made. Below find an example;

Peter England

Furniture people International,

Head of Business,

Mr.  Latifa Kushi.

 Facilities Manager

Robeta Cleaning Services

Philippines

Date: ____________ (Date on which quotation is written)

Sub; Quotation for Supply of Furniture.

Dear Mr. Latina,

As per our discussion held last week over the supply of furniture to your office, I, at this moment, present the detailed quotation in support of your request.

We hope that in the interim, this quotation bears all the information that you would require to make a firm decision and a subsequent order.

We hope that you will let us know on the way forward to be able to move with speed and manage the timelines. Some of the pointers include;

• Our Payment terms- This is done 30 days after the date of delivery.
• Pricing- The prices given are valid for 45 days, depending on the manufacturer’s change of prices. As such, we request your order to be done within this period to avoid changes at the last minute.

Your company has an excellent contract relationship with us and look forward to better times together. Please find attached the quotation. 

For more information, kindly reach the undersigned on email [email protected] at your earliest.

Peter England.

Quotation Cover Letter Email

This is a form of an email quotation sent to the buyer with all the information required to entice him to close a contract with you. Below is an example.

Dear sir/madam,

I am Peter England, the Facilities Manager of the Furniture People international Ltd.

As discussed last week, I, at this moment, present to you a quotation for the supply of furniture to your organization.

We have quoted the prices of each type of furniture, the expected delivery period. What’s more, we are currently offering free delivery if you buy within the next 20 days from the date of this quotation.

Our payment terms are flexible and range between 30-45 days from the date of delivery.

It’s our sincere hope that you are comfortable with this arrangement and look forward to getting a final order to aid in processing the cargo.

Do not hesitate to contact the undersigned for further information on email [email protected]

I will appreciate your prompt reply.

Thanking in advance,

(Facilities Manager)

“Furniture People International Ltd”

A well-designed quotation cover letter is what is needed to entice the buyer to purchase your products. Create a friendly environment and ensure that this goes well with whatever you quote. Never overpromise the customer if you know that you will not deliver.

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21 Sample Letters of Request for Quotation

In the business world, requesting a quotation is a standard procedure for assessing costs and services before committing to purchases or contracts. A request for quotation (RFQ) letter is a formal document sent to potential suppliers or service providers, soliciting price quotes for specific goods or services.

This article provides 21 sample letters, each designed for different business scenarios, ranging from office supplies to specialized equipment and services.

Sample Letters of Request for Quotation

These samples will guide businesses in crafting effective and professional RFQ letters.

Sample 1: Office Supplies

Dear [Supplier Name],

As part of our office refurbishment, we are sourcing new office supplies. We kindly request a detailed quotation for the following items: [List of Office Supplies]. Please include pricing, delivery terms, and any bulk purchase discounts.

We look forward to your prompt response.

Sincerely, [Your Name, Your Position]

Sample 2: IT Equipment

To [Technology Vendor],

Our company is in the process of upgrading its IT infrastructure. We would appreciate receiving a quotation for the following IT equipment: [List of IT Equipment]. Please provide detailed specifications, warranty terms, and after-sales service details.

Thank you for your attention to this request.

Best regards, [Your Name, Your Position]

Sample 3: Construction Materials

We are currently undertaking a construction project and require materials. Please provide us with a quotation for the following construction materials: [List of Materials]. Information on delivery timelines and bulk order discounts would also be appreciated.

Your prompt response will be highly valued.

Sample 4: Catering Services for Corporate Event

To [Catering Company],

We are organizing a corporate event and are interested in your catering services. Please provide a quotation for catering a [Type of Event] for approximately [Number of People]. Include menu options, service details, and any additional costs.

Thank you for your cooperation.

Sample 5: Custom Software Development

Dear [Software Development Company],

Our company is seeking a custom software solution. We request a detailed quotation for developing software with the following features: [List of Features]. Please include information on your development process, timeline, and support services.

We await your detailed proposal.

Kind regards, [Your Name, Your Position]

Sample 6: Marketing Services

To [Marketing Agency],

We are exploring marketing services for our new product launch. Please provide a quotation for a comprehensive marketing campaign, including [Specific Services or Campaign Elements]. Details on campaign strategy, expected outcomes, and case studies of previous work would be helpful.

Your prompt response is appreciated.

Sample 7: Printing Services

Dear [Printing Company],

We require printing services for various marketing materials. Please send us a quotation for printing [List of Materials] with specifications on paper quality, printing techniques, and turnaround time.

Thank you for your assistance.

Sample 8: Office Furniture

To [Furniture Supplier],

Our office is undergoing renovation, and we need new furniture. We request a quotation for the following items: [List of Office Furniture]. Please include information on material quality, delivery schedule, and installation services.

We look forward to your competitive quote.

Sample 9: Transport and Logistics Services

Dear [Logistics Company],

We are interested in your transport and logistics services for [Specific Requirements]. Please provide a detailed quotation including scope of services, pricing, and insurance coverage details.

Your quick response will help us in our decision-making process.

Sample 10: Event Management Services

To [Event Management Company],

We are planning [Type of Event] and would like a quotation for your event management services. Please include details of your services, themes, and logistical management.

Thank you for your prompt attention to this request.

Sample 11: Corporate Training Programs

Dear [Training Provider],

Our company is seeking corporate training services. We request a quotation for training programs in [Specific Areas or Skills]. Please provide details on the course content, duration, trainers’ qualifications, and cost.

Your assistance is greatly appreciated.

Sample 12: Security Services

To [Security Services Provider],

We are in need of professional security services for our corporate offices. Please send us a quotation for comprehensive security services, including [Specific Requirements or Services]. Details on your personnel training, experience, and any additional services offered would be beneficial.

Sample 13: Health and Wellness Programs

Dear [Health and Wellness Service Provider],

Our company is interested in implementing a health and wellness program for our employees. We request a quotation for services including [Specific Programs or Services]. Please include details on program structure, duration, and professional credentials.

Your quick response is appreciated.

Sample 14: Commercial Cleaning Services

To [Cleaning Services Company],

We are seeking a reliable company for our office cleaning needs. Please provide a quotation for comprehensive cleaning services, detailing your cleaning methods, frequency, and charges.

Thank you for your attention to this matter.

Sample 15: Business Insurance

Dear [Insurance Company],

Our company is reviewing its business insurance needs. We request a detailed quotation for business insurance covering [Specific Areas or Risks]. Please include information on coverage limits, premiums, and terms and conditions.

Sample 16: Landscaping Services

Dear [Landscaping Company],

We are in the process of enhancing our corporate office grounds and are interested in your landscaping services. Please provide us with a detailed quotation for landscaping design and maintenance services, including [specific requirements such as types of plants, design elements, maintenance frequency, etc.].

Your expertise and prompt response will be greatly valued.

Sample 17: Website Development and Design

To [Web Development Company],

Our company is looking to revamp its online presence and requires professional website development and design services. We request a quotation that details your services, including web design, development, hosting, and ongoing maintenance. Please include portfolio examples, project timelines, and pricing.

We look forward to your creative proposal.

Sample 18: Corporate Uniforms

Dear [Uniform Supplier],

As part of our rebranding efforts, we are updating our corporate uniforms. We would like a quotation for designing and supplying uniforms, including [details such as quantity, fabric requirements, branding specifications].

Please provide options, pricing, and lead times for your products.

Sample 19: Mobile Devices and Plans for Corporate Use

To [Mobile Service Provider/Supplier],

We are in the process of upgrading our company’s mobile devices and service plans. Please provide us with a quotation for [number of devices] mobile devices along with corporate service plans, including details on pricing, device models, plan features, and any corporate discounts or benefits.

Your detailed proposal will help us in making an informed decision.

Sample 20: Office Relocation Services

Dear [Moving Company],

Our company is planning to relocate to a new office location. We require professional moving services and request a quotation that covers all aspects of the office relocation, including packing, transportation, and unpacking services. Please include information on your insurance coverage, handling of sensitive equipment, and estimated timelines.

We appreciate your assistance in making our office move seamless and efficient.

Sample 21: Employee Training and Development Programs

To [Professional Training Organization],

We are seeking to enhance our employees’ skills and professional development. Please provide a quotation for comprehensive training programs in areas such as [list specific areas or skills of interest]. Include details on program content, duration, trainer qualifications, and pricing.

Your quick response will aid us in planning our employee development initiatives.

These sample letters cater to a variety of business needs and scenarios, providing templates for requesting quotations in a professional and clear manner.

Each letter is designed to specify the particular requirements and details pertinent to the request, ensuring that potential suppliers or service providers can provide accurate and comprehensive quotations.

An effectively written RFQ letter is a crucial tool in the procurement process, aiding businesses in making informed decisions and establishing successful partnerships.

Related Posts

Sample Cover Letter for Quotation Submission

The General Manager,

Company Name,

Designation,

Company name,

Sub: Submitting Quotation for Fabrication Work .

Dear Sir/Madam,

As per our discussion, here we are submitting the quotation for the fabrication work , please find the enclosed quotation along with this letter.

For any modifications, please let us know, we will try to revise the quotation.

We ensure quality work at a reasonable cost, and we look forward to hearing from you.

Thanking you.

Cover Letter for Sending Quotation (Format 2)

The person name,

Company name.

Sub: Quotation for Mobile App Development.

As per the discussion in the last week, we hereby submit the quotation for mobile app development .

We have been in this field for more than five years, our world class workforce can develop the best mobile app that can fulfill the needs of you and your customers.

Kindly find the attached quotation along with this letter and give us your valuable response.

We are open to revising the quotation as per your requirements.

Yours sincerely,

Sample Cover Letter for Sending Quotation (Format 3)

The Manager,

Sub: Submitting Quotation for ManPower Supply.

Respected Sir/Madam,

As per your enquiry, here is our quotation to supply manpower to your organization. Kindly find the attached quotation along with this letter.

Please let us know if you want any changes, we will revise the quotation as per your requirements.

We guarantee the supply of quality manpower without any time delay.

Looking forward to your response.

Sample Cover Letter for Sending Quotation (Format 4)

Sub: Quotation for ________ (purpose)

As per your valuable enquiry, here is the quotation for _________( purpose) . 

The price mentioned in the quotation can be held for a few days. Once the offer ends then the price may increase.

Hurry up! to get it at the lowest price.

Sample Cover Letter for Sending Quotation (Format 5)

Sub: AC service quotation.

We are hereby submitting the quotation for AC service , please find the enclosed quotation along with this letter.

We are committed to excellent service and quick response.

Hoping for a long-term business contract with you.

Tips to Write a Good Cover Letter for Submitting the Quotation

• Subject Line: Write the subject line on quotation cover letter, so that the receiver can easily knows why you submitted the letter. 
• Try to remind when you last discussed the work.
• Highlight your expertise and experience in that field.
• If you are ready to revise the quotation then mention it in the cover letter.
• Submit the quotation to the right person.
• What is the first name, middle name, and last name in an Indian passport?
• Property tax name change application format

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Letter Templates & Example

Effective Sample Cover Letter for Quotation to Client: How to Craft a Winning Proposal

Hey there! Are you in the process of sending a quotation to a potential client and looking for a well-crafted sample cover letter to accompany it? Look no further! In this article, we have provided some sample cover letters that you can use as inspiration to create your own custom cover letter that best suits the needs of your company and the client. We understand that crafting a cover letter can be time-consuming, but with the right words and tone, it can create a great first impression and leave a lasting impact on your customer. So, take advantage of these sample cover letters by using them as a starting point and customizing them as per your client’s specific requirements. Let’s dive in and explore the different samples that we have put together for you.

What’s the Best Structure for a Sample Cover Letter for Quotation to a Client?

When it comes to writing a cover letter for a quotation to a potential client, you want to make sure you’re following a structure that is both professional and engaging. While you want to provide important details about yourself and your company, you also want to make sure your letter stands out from the pack. Here’s a breakdown of how to structure your cover letter for the best results.

Begin with a brief introduction of your company and your services. You want to make a good first impression, so be sure to highlight what makes your business unique and why your services are the best fit for the client. Use language that is concise and easy to understand, and be sure to address the client by name (if possible).

Next, provide specific details about the product or service you’re quoting. This can include features, pricing, timelines, and more. Make sure to clearly lay out what the client can expect if they choose to work with you, and why your solution is the right fit for their needs. You may also want to provide examples of how you’ve helped other clients in similar situations.

After detailing the specifics of your quote, you want to seal the deal with a compelling closing paragraph. This is a great opportunity to summarize your key points, reiterate your strengths and value, and encourage the client to take the next steps to working with you. Be sure to include a call to action, whether it’s a request for a follow-up meeting or a prompt to sign the contract.

Lastly, make sure to sign off with a professional and polite tone. Including a simple sentence expressing your gratitude for their consideration and an offer to provide additional information or answer any questions can go a long way towards building a positive and lasting relationship with the client.

In summary, a well-structured cover letter for a quotation to a potential client should include:

• A brief introduction of your company and services
• Specific details about the product or service you’re quoting
• A compelling closing paragraph with a call to action
• A professional and polite sign-off

By following this structure, you can create a professional and persuasive cover letter that helps you win more business.

Sample Cover Letter for Quotation to Client

Proposal for event catering services.

Dear [Client Name],

We at XYZ Catering Services are pleased to offer our catering services for your upcoming corporate event on [date] at [venue]. We specialize in offering customized catering solutions to suit your specific needs and budget.

Our experienced chefs will prepare a wide range of delicious dishes that will delight your guests. We use only the freshest and highest quality ingredients in our dishes, and we can cater to any dietary restrictions or allergies your guests may have. Our professional serving staff will ensure that your guests are well taken care of throughout the event.

We would like to invite you to review our attached quotation for our catering services. Please feel free to contact us if you have any questions or require further information. Thank you for considering our services, and we look forward to the opportunity to serve you and your guests.

Best regards,

[Your Name]

Proposal for Graphic Design Services

We are writing to offer our graphic design services to your company. Our team of talented designers and artists has extensive experience in creating stunning visuals for both digital and print media.

We specialize in designing logos, brochures, business cards, flyers, posters, and other marketing materials that can help promote your brand and attract new customers. We use the latest design software and techniques to create professional and eye-catching designs that will set your company apart from the competition.

We have attached our quotation for our graphic design services. Please feel free to contact us if you have any questions or require further information. Thank you for considering our services, and we look forward to the opportunity to work with you.

Proposal for Website Development Services

We are pleased to offer our website development services to your company. Our team of experienced developers specializes in building custom websites that are responsive and user-friendly.

We understand the importance of having a professional and functional website that can help your business grow. That’s why we use the latest technologies and design trends to create websites that are both visually appealing and easy to navigate. We can also integrate various features such as e-commerce, social media, and analytics to enhance the user experience and drive more traffic to your site.

Please review our attached quotation for our website development services. Don’t hesitate to reach out to us if you have any questions or require further information. Thank you for considering our services, and we look forward to working with you.

Proposal for Legal Services

We are writing to offer our legal services to your company. Our team of experienced attorneys has a broad range of expertise in various areas of law and can provide you with the legal guidance and representation you need to protect your business interests.

We understand that legal issues can be complex and overwhelming, but we are here to help you navigate through them. Whether you need assistance with contracts, negotiations, litigation, or any other legal matter, we are committed to providing you with personalized and effective solutions that meet your needs and goals.

Please review our attached quotation for our legal services. If you have any questions or require further information, please don’t hesitate to contact us. Thank you for considering our services, and we look forward to the opportunity to work with you.

Proposal for Translation Services

We are pleased to offer our translation services to your company. Our team of professional translators specializes in providing accurate and high-quality translations in multiple languages.

Whether you need to translate legal documents, marketing materials, or any other type of content, we can help you overcome communication barriers and expand your reach to new markets. We use a rigorous quality assurance process to ensure that our translations are linguistically and culturally appropriate and reflect your brand’s tone and style.

Please refer to our attached quotation for our translation services. If you have any questions or require further information, please don’t hesitate to contact us. Thank you for considering our services, and we look forward to the opportunity to work with you.

Proposal for IT Services

We are writing to offer our IT services to your company. Our team of certified professionals has extensive experience in providing comprehensive and customized IT solutions to businesses of all sizes and industries.

We understand that technology plays a crucial role in your daily operations, and we are committed to ensuring that your IT infrastructure is secure, reliable, and efficient. We offer a wide range of IT services, including network security, data backup and recovery, cloud computing, software development, and technical support.

Please review our attached quotation for our IT services. If you have any questions or require further information, please don’t hesitate to contact us. Thank you for considering our services, and we look forward to the opportunity to work with you.

Proposal for Printing Services

We are pleased to offer our printing services to your company. Our state-of-the-art printing equipment and skilled technicians can produce high-quality prints that meet your specific requirements and deadlines.

We offer a wide range of printing services, including business cards, flyers, brochures, banners, posters, and more. We use only the best quality materials and inks to ensure that your prints look great and last long. We can also help you with graphic design and layout to ensure that your prints are eye-catching and effective.

Please review our attached quotation for our printing services. If you have any questions or require further information, please don’t hesitate to contact us. Thank you for considering our services, and we look forward to the opportunity to work with you.

Tips for Writing a Sample Cover Letter for Quotation to Client

If you are submitting a quotation to a potential client, it is important to make a good impression with your cover letter. Below are some tips on how to write an effective cover letter:

Be professional but personable

Your cover letter should be in a professional tone, but that doesn’t mean it has to be dry and boring. Use language that shows your personality and enthusiasm for the project.

Address the client’s needs

Show the client that you have an understanding of their needs by highlighting specific details from their request for a quotation. Explain how your products or services are a good fit.

Include a clear call to action

Let the client know what you want them to do next, whether it’s to contact you, sign a contract, or request more information. Make it easy for them to take the next step.

Show your value

Don’t just list your prices and services. Explain why your company is the best choice for the client, highlighting your experience, expertise, and commitment to quality.

Customize your letter

Avoid using a generic template for your cover letter. Instead, take the time to customize it for each client and project. This shows that you are paying attention to their unique needs and goals.

Proofread and edit

Avoid typos and grammatical errors by proofreading your cover letter carefully. You might want to ask someone else to review it as well to catch any mistakes you might have missed.

By following these tips, you can create a compelling cover letter that helps you stand out from the competition and win the business.

Frequently Asked Questions about Sample Cover Letter for Quotation to Client What is a cover letter for a quotation?

A cover letter for a quotation is a formal document that accompanies a price quote to a client, explaining the reasons behind the pricing and outlining the scope of work involved in the project.

How do I write an effective cover letter for a quotation?

To write an effective cover letter for a quotation, make sure to introduce yourself and your company, explain the purpose of the letter and the quotation, highlight the key features and benefits of your offer, and provide contact information for follow-up.

What should I include in my pricing quote?

In your pricing quote, make sure to include all of the costs involved in the project, including materials, labor, and any additional fees or charges that may apply.

How can I make my cover letter and quotation stand out from the competition?

To make your cover letter and quotation stand out from the competition, focus on highlighting the unique aspects of your offer, such as your experience, expertise, and track record of success in similar projects.

What should I do if the client requests changes to the quotation?

If the client requests changes to the quotation, carefully review the changes and make sure to update the document accordingly, while still ensuring that the pricing and scope of work remain reasonable and feasible.

How do I follow up with the client after sending a quotation?

To follow up with the client after sending a quotation, send a thank-you email or letter expressing your appreciation for the opportunity, and offer to answer any questions or provide additional information as required.

What are some common mistakes to avoid when writing a cover letter for a quotation?

Common mistakes to avoid when writing a cover letter for a quotation include being too pushy or aggressive, using overly technical language or jargon that may be confusing to the client, and failing to clearly explain the scope of work and pricing involved in the project.

Thanks for Checking Out Our Sample Cover Letter for Quotation to Client

We hope our sample cover letter for quotation to client has been beneficial to you. Remember, writing a cover letter is all about being creative, personal and persuasive. It’s a chance to show your client why your services are the best and why they should choose you. With that in mind, don’t hesitate to add your own spin and creativity to make a lasting impression. Thanks for reading and don’t forget to check in with us again later for more helpful advice on building your business.

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Request for Quote Cover Letter

Sample Request for Quote Cover Letter

When you decide to issue a request for quote (RFQ) it is customary to include a cover letter. RFQ is the short form terminology used by purchasing people for a request for quote and if you are interested in portraying a professional image you should expect to spend some time and effort on your cover letter. In many cases it is the first impression you will make with your vendors so make sure it is formatted correctly and in business like manner with all the appropriate blocks (address, signature). Make sure it calls attention to the subject at hand and including all your contact coordinates is mandatory.

It is usually delivered on corporate letterhead, with a date, vendor address, contact person, title and reference (subject or tender #). You can request an acknowledgment so you can confirm all bidders are in receipt of your documentation and your cover letter will then typically end with your name and title.   Here is a sample set of text you can use for a cover letter or invitation to quote letter. This request for quote cover letter template, as well as several other very beneficial procurement related forms are included in our free welcome pack…subscribe and it will be delivered directly to your email inbox digitally in Microsoft Word format. [DATE]

[V FIRST NAME] [V LAST NAME] [VENDOR COMPANY NAME] [V ADDRESS] [V CITY], [V STATE] [V ZIP]

Attention:     [ADDRESSEE] [TITLE]

Dear Sir(s):

You are invited to quote on supplying [OWNER COMPANY NAME] with [PRODUCT] in accordance with the specifications attached.

Appendix “A” –     Instructions to Bidders Appendix “B” –     Agreement

The agreement format supplied as Appendix “B” is provided as a sample only. Bidder is not required to address this agreement as part of this quotation request but should be familiar with the content.  In the event [Bidder Name] is awarded this quotation request, Bidder will be required to sign a form of this agreement.

ACKNOWLEDGMENT

Please confirm receipt of tender documents by way of return fax or email on or prior to [DATE].

[O FIRST NAME] [O LAST NAME] [OWNER TITLE] [OWNER COMPANY NAME]

Other letters which form part of the tender family are: Ref #13 – Rejection Letter Ref #14 – Award Letter Ref #6 – Letter of Intent (LOI) Notification of Award

These letter samples can be used with all your RFP or RFQ invitations and are included in our Purchasing Managers and Mega Bundles.

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Word & Excel Templates

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Cover Letter for Quotation to Client

It is a common practice for sellers to prepare a quotation for their client when their client wants to know the price of the items they want to purchase. Clients generally ask a number of sellers to write a quotation and then after careful evaluation, they choose one of the sellers to make the purchase.

The cover letter is the main part of the quotation that gives a brief introduction to the quotation document. It is not a mandatory document as many sellers send their bids without a cover letter. However, those who use this document always manage to impress their clients as the cover letter helps the clients a lot in understanding the bid in a better way.

Many times, sellers fail to win over the client because their cover letter is not good enough even if they have mentioned a good quotation. Follow the tips given below:

• Know the content of the letter when you write it because you cannot afford to miss anything important.
•  Briefly describe what the client can expect to read in the bid so that the length of the letter does not exceed one page.
• Don’t forget to mention the items you are going to write the quotation about.
• Mention the terms and conditions of buying products from you and how much time you take to send the products to your prospective clients.

Sample cover letter for quotation:

Subject: Cover letter for quotation

Respected Mr. ABC,

With reference to the discussion that we had last week regarding the supply of furniture to your office, I am hereby submitting a quotation for the supply of furniture articles including 3 chairs, one table, and one sofa set.

I believe that this quotation will be in line with the total cost, delivery type, and other things that you have expected.

To be clearer and comprehensive, I am hereby providing a list of articles with the specifications of each article below:

Specification 1: __________________

Specification 2: __________________

Specification 3: __________________

We know that you would like to proceed with the processing of your furniture order with us once you have thoroughly checked the quotation that we have submitted. 

You are required to complete the order along with its payment within 30 days after you received the price quotation from us. We will try to deliver you the product at our earliest convenience.

We would like to request you to act upon the price as and when you place the order since there is a fluctuation in the prices. The quotation we have submitted is for the next 35 business days. If you want to place an order after that, you will be required to request the quotation again. We would like to request you to place the order as soon as possible as our product run out of stock very quickly.

Another sample quotation cover letter written by a seller to a prospective client has been given below:

Sample cover letter for bid:

Subject: Cover letter for bid

Regarding the meeting that we had with each other last month, I am submitting a bid for the supply of stationery products to your office. The list of products that we intend to send you includes the following items:

• ____________

We are sure that the bid information we have provided will be able to fulfill your all information needs. If you quickly respond to our quotation, you will be able to procure all the products quickly. Following are some important points to remember:

• You can pay us within a week after you have received the products
• The exchange policy works only if the product is faulty or is not in line with the order that you have placed

We hope that you will be happy buying products from us. We will be very much pleased to serve you.

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The RFQ: A request for quotation how-to guide with template

Why you need the ultimate library for your rfp responses.

How to Write RFPs , Issuing RFPs

Updated: Feb 3rd, 2024

A request for quotation (RFQ) is just one of many helpful RFX documents that helps businesses exchange information. It’s a key part of any well-rounded procurement toolkit. Indeed, the RFQ is an excellent tool for efficient and cost-effective sourcing — when used properly. In the right situation, RFQs are advantageous. They offer quicker results than their more common counterpart, the RFP.

Admittedly, RFX documents and procurement terminology can be confusing. Consequently, this post will explore the request for quotation in depth. To begin, we’ll define what exactly an RFQ is, when to use it and the RFQ process. Next, we’ll walk through how to write an RFQ as well as the elements to include and the best RFQ format. Finally, we’ll conclude by sharing a helpful RFQ template and a few request for quote examples.

Table of Contents

Rfq definition.

• 4 types of RFQs

An overview of the RFQ process

Sample rfqs: template and examples, what is an rfq.

An RFQ, or Request for Quotation, is a formal document issued by buyers seeking detailed proposals from potential vendors. This process involves specifying the buyer’s requirements for a particular product or service and requesting vendors to submit their pricing structures and payment terms.

The primary purpose of an RFQ is to standardize the procurement process, allowing buyers to compare and evaluate vendor offerings on a consistent basis. By streamlining comparisons, RFQs facilitate informed decision-making, ensuring buyers can identify the best value propositions among competing suppliers.

An article in Modern Machine Shop discusses the importance of creating thorough and thoughtful RFQs, saying:

“A well-crafted RFQ is essential to the sourcing process and must provide crucial details to contract manufacturers who will determine if they can perform the job. Detailed RFQs allow suppliers to prepare accurate quotes that minimize the potential for cost overruns, delivery delays and products that don’t meet your requirements.”

*Note: RFQ may also stand for request for qualifications.

RFQ vs RFP: What’s the difference?

The difference between an RFQ and an RFP comes down to what each document hopes to accomplish. Request for quotes are used to find the lowest price possible and cost is your highest priority. On the other hand, a request for proposal (RFP) asks complex questions to select the best vendor based on a number of factors with different RFP scoring weights.

Accordingly, questions in an RFQ focus almost exclusively on cost. Common questions in a request for quotation include cost per unit, bulk discounts, pricing packages, service fees and terms. In addition, they often have pricing tables to help facilitate easy comparisons between vendors.

By contrast, RFP questions often explore more nuanced considerations like experience, customer service, competitive differentiators and so on. While RFPs often address price, typically, it is one small consideration among many various evaluation criteria.

When should you use an RFQ?

While extremely helpful, an RFQ isn’t a good fit for every procurement situation. Because the primary consideration in an RFQ is cost, it is most often used for direct spend. For example, you may use an RFQ to purchase specific products, such as hardware, office supplies or materials. In addition, you may also use them for indirect spend. However, when using a quote request form to source complex goods and services, it’s important to know all the details of what you want.

Think of an RFQ as a no-frills pre-order form ⁠— it clearly defines what product or service specifications needed. From style to size to design, use your request for quote to account for every available variable.

The RFQ also outlines how each vendor should provide their pricing information. Indeed, RFQ forms require a pricing table. This is a detailed view of the vendor’s bid including itemized costs for each product or service. The level of detail allows you to make accurate vendor comparisons.

Should you use an RFQ?

Is an rfq for you.

• Do you have a list of prequalified vendors that can supply the specific product or service you need?
• Is price the most important factor?
• Are you buying something that is ready out-of-the-box and needs no specialization?
• Do you know exactly what you want to buy and how many of each item?
• Will you be able to manage the item yourself without support from the vendor?

If you answered yes to all of these questions, then an RFQ is a good choice for you.

4 Types of RFQs

The Request for Quotation (RFQ) process is a pivotal component in procurement, allowing businesses to secure competitive offers from suppliers for goods or services. Understanding the nuances of the four main types of RFQs can empower proposal managers to select the approach that best aligns with their organization’s objectives and procurement strategies. Here’s an expanded look into each type:

An open bid process is characterized by its transparency, where all responses from qualified vendors are visible to each other. This approach is designed to foster a competitive environment by allowing vendors to adjust their bids in real time based on the pricing submitted by their competitors, up until the bid closing date.

• Pro: The visibility of pricing can lead to heightened competition among vendors, potentially resulting in lower costs for the buyer.
• Con: However, this openness may also lead to collusion among vendors, where they agree on pricing levels, undermining the competitive advantage this process aims to achieve.

Sealed bids maintain the confidentiality of vendor responses until all submissions are received and the submission period concludes. This method is particularly prevalent in public sector and government procurement, where ensuring a fair and unbiased selection process is paramount.

• Pro: It can minimize the risk of undue influence and fraud, promoting fairness and transparency in the vendor selection process.
• Con: The lack of visibility into competitors’ pricing may lead vendors to submit bids that are not as aggressively priced, potentially resulting in higher costs.

Invited Bid

Invited bids restrict the pool of potential vendors to those specifically invited by the buyer. This method can be used in conjunction with either open or sealed bid processes and is often utilized when the buyer wishes to engage with known and trusted vendors.

• Pro: Leveraging existing relationships can streamline the procurement process, making it faster and potentially more reliable.
• Con: Limiting the pool of bidders can reduce competition, possibly leading to higher costs as new or unknown vendors that might offer better pricing or innovative solutions are excluded.

Reverse Auction

In a reverse auction, vendors are encouraged to submit their lowest bids in a dynamic, competitive environment, often facilitated by online platforms. Prices typically decrease as the auction progresses, with the contract being awarded to the lowest bidder.

• Pro: This process can be highly efficient and cost-effective, providing immediate visibility into the lowest market prices.
• Con: Awarding contracts based solely on price can overlook other critical factors such as quality, service, and long-term value, potentially compromising the overall project outcome.

The RFQ process begins long before the actual request is issued, starting with a comprehensive preparation phase. This initial step involves defining the precise needs of the business with as much detail as possible. The success of this phase hinges on thorough collaboration with internal stakeholders to ensure all requirements are accurately identified and articulated. The depth and clarity of the information provided at this stage are crucial, as they directly influence the relevance and accuracy of the proposals received from vendors. Taking the necessary time to meticulously prepare and align internal expectations sets the foundation for a more effective and efficient procurement process.

For proposal managers navigating the complexities of procurement, understanding these RFQ types and the importance of the preparation phase is critical. Selecting the right approach based on the specific context and needs of the project can significantly impact the success of the procurement process, influencing not only cost savings but also the quality and reliability of the goods or services acquired.

In addition to the details of the product or service you’d like to buy, you’ll need to decide:

• What type of RFQ will be issued?
• Who will be invited to respond to the RFQ?
• When will the deadline be?
• How will you compare pricing?

Documents and information to include with your RFQ

Detail is at the heart of every effective request for quote. The extra information will help expedite vendor responses as well as the contracting process.

Along with your RFQ, it’s important to include some additional documentation:

• Invitation to bid with introduction and summary
• Your RFQ timeline including Q&A and submission deadline
• Business overview with a description of your company, details on the project and any other relevant background information
• Pre-qualification or minimum requirements to ensure the vendor is eligible to respond
• General terms and conditions, including whether or not terms are negotiable
• Pricing template or table, broken down by item and cost element
• Selection and evaluation criteria as well as your RFQ scoring guidelines

Now, it’s time to send the RFQ to your vendors. For most RFQs, it’s best to select no more than eight vendors. By limiting the number of respondents, you can ensure that you arrive at a speedy conclusion to your quotation request while still encouraging healthy competition. Often you’ll send vendors an invitation email for a request for quotation. Alternatively, some organizations still prefer to send a request for quotation letter.

Regardless of your delivery method, be sure to allow enough time for the supplier to work through the RFQ with their team — at least a couple of weeks. Hopefully, you’ve provided enough information that follow-up questions will be minimal. But, when questions do arise, share the answers with all participants. A centralized RFX management system makes this quick and easy.

Throughout the process, it’s crucial that you maintain a level playing field. Share all the same information and ask all of the participants the same questions. As you receive responses, it’s good practice to confirm their receipt with the vendor. Unless you have an open bid, keep information about other vendors’ offers strictly confidential.

The biggest benefit of the RFQ is that scoring and selection should be fast and straightforward. The preparation you put in at the beginning will now pay off. With your pricing template or table, you can easily compare vendors side by side.

If working with a selection committee or additional stakeholders, compose a summary with the key information. The memo should include an overview of how many bids you received, the number of bids that were qualified and why others were disqualified.

Your final selection will likely be the vendor that offered the best price and terms. However, be sure to read any accompanying documentation provided. Key insights may be included in the cover letter or executive summary.

Once you’ve made your choice, keep clear documentation of the process, the qualified bids, the published criteria and the winner. This data offers transparency and can be used in the future when issuing new RFQs.

Send an award letter to your selected vendor. Remember, the response provided by the vendor is a quote, not a formal agreement. Negotiate with your vendor to finalize the details. Then, assuming all goes well, you will receive the vendor’s acceptance.

Because of your excellent preparation, the contracting process should be simple. Create your contract with the details, terms and conditions, payment information and deliverables that were outlined in the initial RFQ documentation. After the contract is executed, notify the other vendors of your selection using a proposal rejection letter.

Remember that it is beneficial to maintain cordial relationships, even with unselected suppliers. Provide any answers, information or context you can to the vendors that didn’t win the bid. Update vendor profiles with any new information so that next time you’re ready to engage them, you have all the right info.

After the contract is signed, it’s a good idea to set a reminder to check back in. While the deal is still fresh in your mind, make notes and set your first vendor evaluation meeting. Ongoing vendor experience management is a key part of developing effective, long-term relationships.

General vendor evaluation questions:

• Is the vendor fulfilling their side of the agreement?
• Are you getting the value that you were hoping for and had planned on?
• Can the relationship be improved?
• Has the vendor received and acted on feedback?
• Are other vendors offering more competitive pricing now?
• Has the market changed?

What to include in your RFQ

The request for quotation documents vary widely from one industry to the next and can be customized to fit your business’s needs.

Buyer information

• Project name
• Goals and background
• Buyer point of contact information
• Bidder instructions
• RFQ timeline

Detailed specifications

• Product or parts description
• Technical requirements
• Delivery requirements
• Pricing table/form

Selection criteria

• Prequalification questionnaire
• RFQ type (open or closed)
• Scoring criteria
• Selection process timeline
• Terms and conditions
• Legal and security requirements
• Disclosures
• Standard contract

RFQ template

Every request for quote is different. An RFQ that works well for supplies procurement, won’t be well suited to an IT support services quote. RFQ templates can be used as a guide, but customize them to fit your needs.

Download this free RFQ template (.docx) and customize it to meet your needs.

RFQ examples

Government RFQ example

RFQs are often used in public procurement. The U.S. General Services Administration used an RFQ when they needed to establish government-wide janitorial services. As you might expect, this request for quotation example is very detailed and offers very specific information about scope, guidelines and requirements. The document also provides a clear process for evaluation so suppliers know what to expect.

GSA janitorial service request for quote example

Nonprofit RFQ example

RTI International is a nonprofit institute based in North Carolina. The organization provides global research and technical services to government and commercial clients. In 2017 they prepared a request for quotation when they needed to acquire new tablets and tablet covers. This RFQ form is a great example of the detail-oriented nature of the process.

RTI International Tablet request for quotation example

Utility company RFQ example

BrightRidge, a public power company, created a request for quotation to purchase a very specific piece of equipment. This request for quotation example details all the specifications for the transformers and offers helpful information and instructions to guide vendors.

BrightRidge transformer request for quote sample

Remember that issuing RFX documents doesn’t have to be a manual process. RFP software empowers RFP automation and allows issuers to create RFX templates, collaborate with vendors, automatically score proposals and more. Technology is transforming the procurement process and empowering better vendor selection.

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Cover Letter for a Cost Quotation Template

Document description.

This cover letter for a cost quotation template has 1 pages and is a MS Word file type listed under our sales & marketing documents.

Sample of our cover letter for a cost quotation template:

OBJECT: COST QUOTATION FOR [PRODUCT/SERVICE] Dear [CONTACT NAME], As we discussed, here’s a preliminary quotation for [YOUR PRODUCTS/SERVICES] for [YOUR CLIENT]. If the quotation is on target, please tell us how you would like to proceed. If it is not, let us know and we will try to quickly revise the quotation to reflect your needs. We can arrange a payment schedule with low monthly payments tailored to your operating budget. Of course the [YOUR PRODUCTS/SERVICES], is/are also available for outright purchase. But I urge you

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Feb 22, 2023

How to write a quotation email with 6 samples and template

Writing quotation request emails is a fundamental part of professional life, so it pays to get it right. Read our tips and use the 6 email samples we provide.

Lawrie Jones

Table of contents

Quotations are a fixed price for a product or service, enabling you to budget and plan accurately.

If you're involved in production and planning, asking for quotations is a bread-and-butter part of your business – but are you doing it correctly?

If you've been asked to request a quote from a supplier but don't know where to start, we're for you!

Writing quotation request emails is a fundamental part of professional life, so it pays to get it right.

First, we explain what a quotation email is and the differences between estimates. Then we share some expert insights on how to write perfect professional quote emails, including a request for quotation email and how to follow up with a revised quotation.

What is a quotation email?

Quotation emails are different from cost estimates. How? Estimates can provide you with an idea of costs.

Quotations are fixed prices that you can use in a budget proposal and as part of a procurement process.

You may want a quote for an individual part or a whole truckload. You may also want a quote for delivering a single service or ongoing support.

Here are some of the common reasons you may want to create a quotation request:

• Requesting an initial quote from a provider
• Negotiating the terms and conditions of a quote (such as delivery timescales)
• Refreshing a quote after some time
• Revising a quotation
• Sending a quote to a customer
• Following up on a quotation email

In each of these situations, your quote emails should follow a similar structure – so let's outline what that is!

How to write a quotation email

If you're writing a quote email to a supplier, vendor, or partner, here are 8 tips you should always follow.

• Make it clear you want a price (or make the price clear) – hit them up with a request for a price first, as this is what most people care about.
• Push paint points – pain points are the problems you face. Reflect on these in your quotation emails and highlight how you want the person to solve them!
• Keep it short – quotation emails are (almost) all about asking for a price, so don't waste time with lengthy messages; instead, keep it short and sweet.
• Provide details in attachments and links – every quote must be finalized with a contract, so don't try to include it in an email. But do include necessary attachments and links.
• Ask for quotes like a pro and proofread – a spelling mistake, grammar error, or (even worse) an incorrect price could destroy your professional reputation, so always proofread everything.
• Make it personal – address the person directly and make them feel confident and in control. Use professional language, but try to build a personal connection.
• Put a time limit – tell the person if you need a reply quickly, and always include a deadline for responses.
• Use Flowrite – we can't over-emphasize the importance of professional language and tone in a quotation email. If you're struggling with English, outsource it to AI and use Flowrite.

What to write in email when sending a quotation

Pros use the tips above to craft professional messages. It's not all, though.

When they come to create a quote email, they all include the same standard parts:

• Quotation price – state that you're asking for a quote as soon as possible as you can in the email.
• Quote details – define what the quote request includes and what it doesn't...
• What's included – list precisely the products/services contained within the quote. Use bullet points or attachments to give a comprehensive overview of everything.
• What's excluded – ensure you include what's not included in the quote, such as product maintenance agreements.
• Include add-ons – provide details of any additional services you may require either now or in the future.
• Why would they want to work with you – provide details of the benefits of working with your business (and why they should offer you a good deal!)
• Technical terms – state the terms of the quote, including any add-ons (including VAT), interdependencies, and clauses.
• Contact details – spell out, in simple terms, how the customer, client, or company can contact you with a quote.

Quotation email format

Now, let's get into creating effective messages by describing the proper layout and structure of a quotation email.

Following this outline and the tips and tricks above will ensure you include everything in your messages in a logical and easy-to-understand way.

Quote emails have three core parts:

• Subject line

Let's delve into the details!

1. Quotation email subject line

Quotation emails should always be clear and professional. Don't try to be too friendly, funny, or informal. It's critical to include key details in the subject line so that anyone can see it's a quotation email, who it's from, and what it relates to.

Here's how to write a clear and attention-grabbing subject line for a quote email:

• Request for quotation
• Can you provide a quote for (what)
• Would you like to quote?
• We need a price for (whatever you need)
• (Company name) – Quotation request

2. Quotation email body

The email body will include an explanation of the quotation in detail. You must outline the quote details and any relevant Ts and Cs. Feel free to use bullet points or tables to present the quotation request as efficiently as possible.

• We've reviewed your company information and wanted to invite you to quote for a project. We've broken our requirements down in the table below so you can see each part we need a price for.
• I've attached a copy of our terms and conditions with this email. This includes our payment terms and timescales.

Now they've got the price, finish with a positive message about the future with a focus on building a relationship.

• The quote should reflect the total cost of delivering all aspects of our request. We're searching for a partner that can help us grow, smash targets, and storm sales! We want to be with you every step of your journey.

Set out the following steps, and include any quote conditions.

• We hope that you provide us with a quote. We've got contracts ready and waiting, and we're on hand to get started ASAP.

Always personalize and customize every email to each recipient, reflecting who they are and the company they work for.

3. Quotation sign-off

In your closing remarks, you'll want to thank the person providing the quotation. You can also set out the next steps in the process, and remember to include your contact details.

Salespeople rarely take no for an answer (at least for the first 50 times), so if you're planning on follow-up your message, make it clear this is the case.

• Thanks in advance for preparing your quote. I'm always here to clarify any details or answer any questions. You can contact me at any time at (insert information). Please return your quote to us by (date) to enable us to make a decision. We plan to assess submissions and appoint a supplier by (date).

Always add a polite sign-off (kind regards, best regards, etc.), proofread, and then hit send!

6 quotation email examples

To explain the principles above, here are six examples of effective quotation emails for various products, services, and situations.

As well as the samples themselves, we provide a short analysis of the audience and why they're effective.

Samples and templates are, by nature, generic – so before using them in business, be sure to edit and adapt them!

Don’t forget to customize, personalize, and proofread

1. Request for quotation email sample

This quotation request email is one you can send to multiple suppliers. It outlines what you want when you want it, and why.

This quotation request email reflects the appropriate tone and language when requesting a quotation. The content and structure also adhere to the tips outlined above, and you can see how we've asked for critical information.

• Add details here, including a full list of requirements, quantity, delivery timescales, etc.

2. Sample email for a revised quotation

If the proposal you've received doesn't cover everything, then ask for a revised quotation.

When sending a revised quotation request email, specify precisely what you need to avoid confusion. Be sure to clearly explain the reason for requesting a revision of the quotation.

Explaining the changes you want to be made in the revised quote can ensure that you won't have to go back and ask for more and instead can make your decision.

3. Sample email for price quotation

This price quotation email template is simpler than others as we're asking upfront for one thing – the price.

If you want, you can provide an outline pricing schedule and a comparison with other suppliers' prices (to see if they match the price). If you're buying in bulk, you can ask for an explanation of any discounts or special offers you may be entitled to.

4. Sample email to supplier for quotation

Getting the best deal is critical to effective supply chain management, so always push for the best price. This example of how to write an email to a supplier for a quotation focuses on the size of your operation to build your reputation.

It's essential to explain the requirements and expectations of the supplier. Also, remember to give a deadline with your quotation request!

• List what you want

5. Sample email to a vendor for quotation

The vendor selection process usually involves getting several quotes and comparing them.

In this sample, we outline how to write an email to a vendor for a quotation. We create a customizable template that can be adapted in seconds and sent to several businesses.

Like all samples, there's a clear explanation of what's required (you'll need to fill this in!). It's the easiest way to slim down your vendor selection process.

6. Sample quotation email to customer

We will flip the script now and outline the content and structure of a quotation email to a customer.

First, we briefly describe the products and services we're quoting for, then offer the price. Next, we explain why our quote is the best and why no other business can compare!

We encourage you to use bullet points, tables, links, and attachments to enrich your message and make it as easy as possible to understand.

Quotation email template

Our samples provide an excellent way to understand the different ways to request a quote (and reply). We finish with a customizable template suitable for all types of quotation requests.

If you want to use the template to create quick and efficient quotation emails, add the details in the gaps provided and delete those sections that are unnecessary or irrelevant.

It's the perfect template for writing professional and effective quotation emails!

Send effective quotation emails with Flowrite

Flowrite is your personal email assistant that uses artificial intelligence to write your emails for you.

It's the fastest way to write repetitive emails that normally take a large chunk of your day.

You can automate a part of your email writing like so:

Conclusion on quotation emails

Writing quotation request emails can save you time and secure you the best deal. Following our tips, using the correct format, and focusing on the outcome will see you get results.

The simplest approach is to adapt our samples and template, but you should aim to develop your own style. For the easiest quote emails, there's always Flowrite!

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Quotation template bundle, 5 steps to make your quotation letter, 11+ quotation letter templates, 1. cover letter for a cost quotation template, 2. free quotation letter, 3. free price quotation letter, 4. free cover letter for a cost quotation, 5. inviting quotation letter template, 6. quotation letter example, 7. sample quotation letter in pdf, 8. formal quotation letter template, 9. quotation letter form, 10. quotation letter format in pdf, 11. tender quotation letter template, 12. quotation submission letter template, 11+ quotation letter templates in google docs | word | page | pdf.

Need to purchase something essential for your business? Or you plan to purchase some scientific instruments that are essential for your research or your consultancy? The first thing you need to do here is to get a quotation for these high-cost units. Quotation letter templates are the basics for a planned purchase. You may also see more different types of quotation   letters in Word from our official website template.net.

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Step 1: Describe the Product

Step 2: estimate cost roughly, step 3: estimate add-ons, step 4: decide who gets the letter, step 5: frame the letter.

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Free quotation template, quotation format template, small business quotation template, accounting quotation template, professional service quotation template, project quotation template, website quotation template, web design quotation template, quotation letter template, rate quotation template.

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Quotation letters allow individuals, companies, and organizations to inquire about the prices of materials and services offered by certain businesses. The act of sending quotation letters to business cuts down on time and effort that are usually spent by prospective buyers in inquiring the prices of goods and services one by one.

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Apology letters to teacher, apology love letter templates, resignation letter with reason samples.

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Quotation Letter to Customer

GreenTech Solutions 123 Eco Street San Francisco, CA, 94102 [email protected] (415) 555-0198 April 7, 2024

Mr. Henry Adams Adams Real Estate 456 Development Way San Francisco, CA, 94103

Dear Mr. Adams,

Subject: Quotation for Solar Panel Installation

Thank you for your inquiry on April 3, 2024, regarding the installation of solar panels for your new development project at Adams Real Estate. We at GreenTech Solutions are excited to provide you with a quotation that not only meets your energy efficiency goals but also aligns with our shared commitment to sustainability.

Based on the specifications and requirements you provided, we have prepared a comprehensive solution designed to optimize energy consumption and reduce long-term operational costs. Please find below the detailed quotation:

Quotation Summary:

• Item : Solar Panel System – Model X200
• Quantity : 50 units
• Unit Price : $800.00
• Total Cost : $40,000.00

Installation Services:

• Site Assessment & Preparation : $2,000.00
• Installation & Setup : $5,000.00
• System Configuration & Testing : $1,000.00
• Total Installation Services : $8,000.00

Grand Total (Including Installation) : $48,000.00

Terms & Conditions:

• Warranty : 10 years for solar panels, 5 years for inverter
• Payment Terms : 50% deposit upon order confirmation, balance due upon completion
• Delivery Timeline : 6-8 weeks from the order date
• Validity : This quotation is valid until May 5, 2024

We believe that our proposed solution offers the best value and efficiency for your project. GreenTech Solutions is committed to providing you with high-quality products and services. Our team is ready to assist with any further questions or to begin the order process at your earliest convenience.

Thank you for considering GreenTech Solutions for your energy needs. We look forward to the opportunity to contribute to the success of your project and to a lasting partnership.

Jessica Lin Sales Manager GreenTech Solutions (415) 555-0198 [email protected]

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Quotation Letter For Job

Bright Future Events 123 Harmony Lane New York, NY, 10001 [email protected] (212) 555-1234 April 7, 2024

Ms. Elizabeth Johnson Johnson Marketing Solutions 789 Market Street New York, NY, 10002

Dear Ms. Johnson,

Subject: Quotation for Event Planning Services

Thank you for considering Bright Future Events for your upcoming corporate retreat. Based on our discussion and your requirements for a 3-day event in October 2024, I am pleased to provide you with a detailed quotation for our event planning services.

Quotation Details:

Event : Corporate Retreat for Johnson Marketing Solutions Date : October 15-17, 2024 Location : Lakeview Resort, Catskills, New York Number of Attendees : 50

Services Included:

• Cost : $5,000.00
• Cost : $10,000.00
• Cost : $15,000.00 ($300 per person)
• Cost : $7,000.00
• Cost : $3,000.00

Total Quotation : $40,000.00

• Payment Terms : 30% deposit required upon contract signing, 40% due one month before the event, and the remaining 30% due one week before the event date.
• Cancellation Policy : Cancellations made more than 30 days before the event will receive a full deposit refund. Cancellations within 30 days of the event will forfeit the deposit.
• Validity : This quotation is valid until April 30, 2024.

Bright Future Events is committed to delivering a memorable and seamless experience for you and your team. We are excited about the possibility of working together and are ready to adjust any of the above services to better fit your needs and budget.

Please feel free to contact me directly should you have any questions or if you would like to proceed with the booking.

Thank you once again for the opportunity. We look forward to making your corporate retreat a resounding success.

Warm regards,

Olivia Martinez Event Director Bright Future Events (212) 555-1234 [email protected]

Quotation Regret Letter

John Carter Carter’s Catering Services 456 Culinary Road Houston, TX, 77005 [email protected] (713) 555-0101 April 7, 2024

Ms. Angela Richardson Richardson Event Planning 789 Festivity Lane Houston, TX, 77007

Dear Ms. Richardson,

Subject: Quotation Regret for Richardson Event Planning’s Gala Dinner Request

Thank you for considering Carter’s Catering Services for your upcoming Gala Dinner event on October 12, 2024. We are honored that you thought of us to cater for such a significant occasion.

After a thorough review of your requirements and our current commitments, it is with regret that I must inform you we are unable to provide a quotation or commit to catering your event. Our team is fully committed to prior engagements around your requested date, and we believe we would not be able to deliver the high standard of service and culinary excellence that your event deserves.

We understand the importance of this gala dinner to Richardson Event Planning and genuinely wish we could be a part of your celebration. To assist you in your planning process, we recommend [Alternative Catering Company], known for their outstanding service and quality. They may have the availability and resources to meet your event’s needs.

Please accept our sincerest apologies for any inconvenience this may cause. We are grateful for the opportunity to have been considered and hope that there might be another occasion in the future where we can work together.

Thank you once again for reaching out to us. We wish you all the best for a successful and memorable event.

John Carter Owner Carter’s Catering Services [email protected] (713) 555-0101

Quotation Letter For Business

Tech Innovations Solutions 123 Digital Way San Jose, CA, 95129 [email protected] (408) 555-0987 April 7, 2024

Ms. Sarah Lee Operations Manager Dynamic Enterprises 456 Enterprise Blvd San Jose, CA, 95131

Dear Ms. Lee,

Subject: Quotation for Software Development Services

Thank you for your inquiry dated April 3, 2024, and for considering Tech Innovations Solutions for your software development needs. We are pleased to provide you with this detailed quotation for the design and development of your new business management software, as discussed in our recent meeting.

Project Overview : Development of a custom business management software tailored to Dynamic Enterprises’ operational needs, including modules for inventory management, customer relations, and internal communications.

Quotation Details :

• Cost : $2,000
• Description : Initial project consultation, requirement gathering, and project planning sessions.
• Cost : $20,000
• Description : Design and development of the custom software, including user interface design and backend development.
• Cost : $3,000
• Description : Comprehensive testing of the software to ensure functionality, reliability, and security.
• Cost : $2,500
• Description : On-site training for staff and support during the implementation phase.

Total Cost : $27,500

Terms & Conditions :

• Payment Terms : 50% deposit required to commence the project, 25% upon completion of development, and the remaining 25% upon project completion and delivery.
• Project Timeline : Estimated 6 months from project initiation to completion.
• Warranty : 12-month warranty covering software malfunctions and bugs, with ongoing support available under a separate agreement.

Validity : This quotation is valid until May 7, 2024.

We believe that our proposal will meet Dynamic Enterprises’ needs by providing a robust and scalable software solution that enhances your business operations. Tech Innovations Solutions is committed to delivering high-quality services and looks forward to the opportunity to work with you on this exciting project.

Please feel free to contact me directly should you have any questions or if you would like to discuss this quotation further.

Thank you for considering Tech Innovations Solutions as your software development partner. We look forward to the possibility of working together.

Best regards,

David Nguyen Sales Director Tech Innovations Solutions [email protected] (408) 555-0987

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Sample quotation letter format in word.

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Quotation Letter Sample PDF

Price Quotation Letter Format in Word

There are numerous types of quotation letters depending on their purpose. If you are currently planning to write a quotation letter, you need to make sure that you are subscribing to its standard format. To help guide you in your letter-writing , download our Quotation Letter Templates on this page.

Quotation Format Letter

Quotation Letter

Price Offer Letter

Size: 82 KB

Price Quotation Letter

Size: 470 KB

What Are Quotation Letters?

A quotation letter is any letter that is being sent to communicate information or make requests about a sales quotation or a quotation proposal. For clarity, a quotation proposal is a document that contains the estimation of prices of particular products or services that a company is selling. This document is prepared by businesses and given to prospective customers or clients. You may also see appreciation letters

What Are the Different Purposes of Quotation Letters?

Since a quotation letter is any letter that is intended for communicating information regarding a quotation and there are different types of information that may be addressed in the process of creating a quotation, then it is only logical that there be different types of quotation letters. You may also see formal letters .

Quotation letters have many types depending on the purpose of writing it. The following are the most common usage of quotation letters:

• A quotation letter is written by a prospective customer to request a quotation proposal from a business.
• Quotation letters are written by a bidding organizer to a couple of businesses or companies to ask them to create a quotation proposal, as well as bring this proposal during a scheduled bidding event or bidding process.
• A quotation letter is written by a prospective customer/buyer to negotiate some terms, prices, or payment, and delivery methods indicated in a quotation proposal.
• A quotation letter is also written by a prospective customer/buyer to approve or agree to the contents of a company’s quotation proposal.
• On the other hand, a quotation letter is also sent to communicate a prospective buyer’s rejection of the terms or prices in a quotation proposal .
• A quotation proposal is sent by companies or businesses in order to inform prospective buyers regarding the revisions they have made in their quotation proposals.

Sample Letter for Quotation Request PDF

Quotation Request Letter

Sample Price Proposal and Quotation Letter

Size: 569 KB

Request Letter for Quotation

Size: 160 KB

Sample Quotation Letter

Size: 715 KB

Quotation for Approval

Size: 654 KB

Quotation Format Letter PDF

Size: 11 KB

What Are the Benefits of Writing Quotation Letters?

There are several advantages of practicing the act of formally sending letters in dealing with the other party in a quotation or bidding process. The following are the most notable benefits of writing quotation letters :

1. A quotation letter allows both parties to be clear.

Letters have a standard format thus the information that it contains would be presented in an easily visible and coherent way. Since a properly written quotation letter is bereft of any ambiguity, it thus means that both the business and the prospective customer can clearly and succinctly enunciate the particular aspects of a quotation that they want to address. You may also see introduction letters .

2. A quotation letter is a formal document that can be admissible in court.

In case there is any confusion as to the terms of a quotation proposal, quotation letters are strong forms of evidence as to the correspondences between the business and its customer. Through the perusal of an authentic quotation letter, the court can examine the aspects of a quotation proposal that both parties have agreed to. You may also see admiration letters .

3. A quotation letter can hold each party liable for any violation of the terms in a quotation proposal.

For example, if the buyer has decided to accept the terms cited in a quotation proposal and has then sent a letter accepting the said proposal together with the payment of the total amount indicated in the proposal. Then afterward, the business failed to deliver the goods on the day it was expected. In this scenario, the buyer has the remedy of going to court and using the quotation letters as evidence of a business agreement format .

To know more about quotation letters, download our templates on this page or you can check out our collection of Quotation Letter Samples. Simply click on the link provided.

Revised Price Quotation Letter Sample

Size: 529 KB

Revised Quotation Format

Size: 87 KB

Quotation Acceptance Letter

Size: 27 KB

Sample Price Quotation Letter

Simple Quotation Letter

Size: 370 KB

Formal Quotation Letter

Size: 205 KB

What Is a Formal Quotation Request Letter?

A formal quotation request letter is a type of quotation letter that is sent by a prospective customer to a business or company. The purpose of this letter is to formally request a business to prepare a quotation proposal and submit it on a particular date.

Importance of a Quotation Request Letter

Most prospective customers are always looking out for goods and services that are of the cheapest price. Of course, these customers would also assess the quality of the products or services offered by a business. Not only that, but it is also important for customers that the available payment receipts methods should they decide to do business with a company are feasible, practical, and more convenient.

1. Initiates Professional Communication :

It serves as the initial professional interaction between a potential buyer and a supplier, setting the tone for future communications and negotiations.

2. Ensures Accuracy :

By specifying the exact needs and requirements, a Quotation Request Letter helps ensure that the supplier provides a precise and accurate quote, reducing the risk of misunderstandings or incorrect pricing.

3. Facilitates Comparison :

It allows businesses to gather and compare quotes from different suppliers systematically, ensuring that they get the best value for their money by considering not just the cost, but also quality, warranty, and service terms.

4. Documents Requirements :

This letter serves as a written record of the buyer’s specific needs and expectations, which can be referred back to during the course of the transaction or in case of disputes.

5. Professional Courtesy :

Sending a formal request for a quotation shows respect and professional courtesy towards the supplier, acknowledging their expertise and the value they bring to the table.

6. Time Efficiency :

It helps in saving time for both parties by clearly stating the requirements and expectations upfront, minimizing the need for back-and-forth communication to clarify details.

7. Negotiation Basis :

The detailed information provided in the response to the Quotation Request Letter can serve as a basis for negotiation, allowing the buyer to discuss terms, prices, or package deals more effectively.

8. Budget Planning :

Having detailed quotations enables businesses to plan their budgets more accurately, taking into account the best estimates of costs for the goods or services required.

9. Legal Protection :

In some cases, the content of a Quotation Request Letter and the response can form part of the contractual documentation, offering legal protection by detailing the scope of work and pricing agreed upon.

10. Enhances Efficiency :

For suppliers, receiving a detailed Quotation Request Letter allows them to better assess their ability to meet the client’s needs and to allocate resources more efficiently.

Indeed, numerous factors can affect a prospective customer’s decision in which business to engage with, that is why most customers would benefit by making inquiries regarding the products or services that they plan to purchase or avail. You may also see event proposal letters .

The matter of selecting the perfect supplier or service provider is a particularly serious one. It is for this reason that prospective customers, especially those who intend to acquire goods or services by bulk, would benefit the most by asking for quotation proposals from various businesses. Take a look at the  leadership recommendation letters  that are mentioned on the internet for more.

Request for Price Quote Email Sample PDF

Size: 44 KB

Price Offer Letter Format

Size: 22 KB

Quotation Letter Examples

Size: 656 KB

Request for Quotation Email Sample

Size: 513 KB

What to Include in a Formal Quotation Request Letter?

A formal quotation request letter has various parts and those are the following:

1. Letterhead.

The letterhead contains the following parts:

• The heading for the information of the prospective buyer (his/her name, contact information, and address)
• The heading block for the information of the company or business (its complete company name, business address, contact information)

2. Formal Salutation.

Letter-recipient should be addressed professionally since it is a business document.

3. Body of the Letter.

The following are the necessary aspects that must be covered in this part:

• The initial statement that clearly expresses the purpose of the letter, which is to request the letter-recipient to prepare and submit a quotation proposal. You may also see complaint letters .
• The explanation of the reason behind the need for a quotation proposal.
• The enumeration of the particular products or services that the prospective customer wishes to address in the quotation proposal being requested.
• The specific date when the quotation proposal should be submitted.

4. Formal Closing.

The letter should be ended in a polite and closing remark. Below it is a space sufficient for the prospective buyer’s signature and complete name. You may also see donation request letters .

To know more about the specific content and format of a formal quotation request letter, feel free to check out our collection of Quotation Letters in Doc. Access these templates by clicking on the link provided.

Quotation Writing Format

Request for Quotation Letter

Sample of Quotation

Size: 38 KB

What Is a Quotation Offer Acceptance Letter?

A quotation offer acceptance letter is a type of quotation letter that expresses the prospective customer’s acceptance of the terms indicated in the specific quotation proposal being submitted by a business. This letter portrays the prospective buyer’s willingness to engage in business with the business that prepared the approved quotation proposal sample .

If you are writing this type of quotation letter, here are some guidelines that you need to follow:

• Make the first sentence of your letter a clear statement of your acceptance of the quotation proposal.
• After that, indicate the specific items in the quotation proposal that you have accepted.
• If there are any minor aspects of the quotation proposal that you need to alter, you can also suggest by delineating the specifics of your preference. It can be that you want the price to be changed, or the arrangements regarding the delivery method, as well as the payment terms. You may also see marketing proposal letters .
• You can also use this opportunity by adding some items that you forgot to ask for in your quotation request letter. For example, if there are additional goods or services that you need and are not included in the quotation proposal, you can ask the business to provide you with another proposal for such items or you may simply request that they revise the previous one, with the assurance that you agree to its prices beforehand. You may also see official letters .

Formal Quotation Letters Template

Formal quotation request letter.

Formal Price Quotation

Size: 157 KB

What is Quotation Used?

Quotations  are widely used in business for several purposes. They serve as formal documents that provide cost estimates and terms for products or services to potential customers or clients. Key uses include:

• Pricing Information:  Quotations itemize costs, enabling customers to assess the affordability of a purchase.
• Transparency:  They offer transparency in pricing and terms, fostering trust and clear communication in business transactions.
• Decision-Making:  Customers use quotations to compare offers from different suppliers, aiding informed decision-making.
• Formal Offers:  Quotations serve as formal offers, creating a legally binding contract when accepted.
• Records:  They create a written record of the agreed-upon terms, helping resolve disputes or misunderstandings.

Offer Quotation Letters Template

Price offer quotation letter.

Size: 56 KB

Offer Quotation Cover Letter Template

Size: 131 KB

What Is a Revised Quotation Letter?

A revised quotation letter serves as the cover letter introduction of a revised quotation proposal. Oftentimes, a prospective customer would negotiate the prices, delivery, and payment methods of a quotation proposal. In response to this, businesses try to cater to the customer’s needs by revising the quotation proposal that they have submitted.

Upon submitting this revised proposal, it is best to attach a revised quotation proposal that would enlighten the prospective customer as to the particular parts that have been revised. Download our Quotation Letters format  now and get started on writing your quotation letter.

How can I Make Quotation?

• Header Information:  Include your company’s name, address, contact details, date, and a unique quotation number.
• Recipient Details:  Add the recipient’s name, address, and contact information.
• Title and Introduction: Provide a title for the sample quotation and a brief introduction expressing appreciation for the opportunity.
• Itemized List:  Create a detailed list of products or services, including descriptions, quantities, unit prices, and total prices.
• Pricing Information:  Specify unit prices, calculate subtotals, and add any applicable taxes, fees, or discounts.
• Terms and Conditions:  Outline payment terms, delivery terms, warranties, and any relevant information.
• Total Amount:  Calculate and display the total cost, which includes subtotals and additional charges.
• Validity and Expiration Date:  Specify the quotation’s validity period to encourage timely decisions.
• Payment Instructions:  Clearly state how payments should be made and provide relevant contact information.
• Contact Information:  Offer your contact details for inquiries or clarifications.
• Closing:  Conclude with gratitude and a call to action, inviting the recipient to accept or discuss the quotation.
• Signature and Date:  Include your name, title, signature, and date.
• Save and Send:  Save the quotation and send it to the recipient via email, mail, or the appropriate method. Tailor the quotation to the recipient’s needs and ensure accuracy, transparency, and professionalism in the document.

General FAQs

1. what is a quotation letter.

A quotation letter can be defined as a document that has the price of the service or a product. This could vary from a customer/client requesting or accepting a sample quote to the service provider. The quoted amount is sent to the supplier/service provider.

2. What is a Quotation Letter used for?

A quotation letter is written by a prospective customer to request forms  for quotation proposal for/from a business. A quotation letter is written by a prospective buyer or a customer for negotiating terms, prices or payment, delivery methods, the goods, and services, etc. that are indicated in a quotation proposal.

3. What Should be Included in a Quotation Letter?

A quotation letter has a few details that must be included in it without fail. They are:

• Company’s name, contacts, tax, registration number, etc.
• Details of the recipient like the name, address, etc.
• Prices of specific goods selected
• Payment terms
• Quotation time and date
• Conditions of delivery
• All details required by the buyer.

4. How do you Send a Quote to a Client?

Always send the quote as soon as possible after the client has contacted you requesting it, maybe within 24 hours. The best way to present a quote to a client is to send them an email writing in PDF format . Emails are professional, easy to track and follow up if accepted.

5. What are the Benefits of Writing a Quotation Letter?

There are plenty of benefits when you use a quotation letter. Some of them are:

• A quotation letter outline allow both partied to be clear on the terms and conditions
• It is a formal document that is legal
• It helps hold parties liable for any violation of the terms mentioned in the proposal.

6. What is Quotation in Business?

In the realm of business, a quotation is a formal document provided by a seller to a potential customer. It outlines the pricing and terms of products or services being offered, often itemizing costs, quantities, and any associated fees. Quotations format facilitate transparent and clear communication between sellers and customers, helping both parties understand the financial aspects of a potential transaction. They play a critical role in allowing customers to assess and compare offers from different suppliers, empowering them to make informed purchasing decisions. Additionally, quotations establish the foundation for a mutual understanding of the terms and conditions of a business deal, contributing to a smoother and more accountable exchange.

7. What is a Quotation Price?

A quotation price  is the specific cost or monetary value a seller or service provider offers for a product or service in a quotation document. It itemizes the price for each item or service listed, helping potential customers assess affordability and make informed decisions.

8. What is Direct Quotation?

A direct quotation, in the context of writing or reporting, is the exact replication of someone else’s spoken or written words within quotation marks. It serves to present the original statement or text verbatim, without any alteration. Direct quotations are used to provide evidence, support arguments, or convey information while attributing it to the original source. They are a common practice in journalism, academic writing, and other sample forms of content creation where accuracy and integrity are vital. Direct quotations offer transparency and allow readers to see the precise words of the source, whether it’s an interviewee, a book, an article, or any other form of documented communication.

In conclusion, a well-crafted quotation letter serves as a professional and detailed sample proposal , outlining product or service offerings, pricing, and terms. It aims to secure a business agreement while showcasing the organization’s professionalism and commitment to meeting the client’s needs.

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Finance – Construction quotation sample letter

Construction quotation sample letter

Writing your construction quotation letters....

Writing a construction quotation letter is a good thing, because it means that you are in the running to win a contract and deliver a project, or same phase or works on a project.

But preparing and writing a construction quotation also carries with it some other feelings, including the natural anxiety and doubts which arise from quoting the job.

You have enough to worry about when writing your quotes, including whether or not the amount is too low or too high, and how to factor in potential delays and issues etc.

So the layout and structure of your letter can often be an afterthought.

But in addition to the actual quote, it's important that you put your best and most presentable foot forward when preparing and sharing a construction quotation letter.

Impressions matter, and the state and contents of your quotation have an influence on how the receiving party interprets your quote - and does impact their opinions of what the rest of your work and information might look like.

So to improve the impression of your quotes, and do give the receiving party some confidence in the rest of your work, here is a construction quotation letter sample to use or copy.

Here's a construction quotation sample letter

This construction quotation sample letter provides you with a flexible framework which you can use and modify for each of your construction quotes.

As you can see from the sample letter below, there are two or three really important components to any quotation letter.

The first is that you make sure to include any and all important information regarding the recipient and issuer. While relatively obvious, this information is often omitted from important quotes and records and can come back to bite you.

The second is that you include some level of detail around the project or job, and frame the quote. This serves as important context, and also serves to sweeten the deal for the client, who is then about to jump into a quote.

And the final and most important part of your construction quotation letter is of course the quote itself.

Within a letter, you don't have a lot of formatting options, so including a basic breakdown and summary should suffice.

Ref: [Insert project/job reference]

Date: [Insert date]

To: [Insert client name and details]

For: [Insert project or job name]

CONSTRUCTION QUOTE

Dear [Insert name],

Please find below your quotation for the works discussed.

We look forward to fulfilling the work to the highest standard.

[Insert quote item e.g Brick Wall]

[Insert description of work]

• Dig foundations width of garden to a depth of 600mm
• Build new brick wall on top of foundation along the width of the garden
• Customer to choose bricks
• Plaster on brick wall

Materials = $ [Insert price] Labour = $ [Insert price]

Total = $ [Insert price]

If you have any questions or concerns, please contact me directly on [Insert phone number].

Signed by, Authorised Person

The better construction quotation sample 'letter'

While the above construction quotation sample letter can serve and function as your communication mechanism, you can probably see the weaknesses of using a physical letter or email to issue construction quotations:

• A lack of formatting options
• The records are hard to store and maintain (especially if you run and manage a lot of quotes)
• The client doesn't have an easy or electronic way to sign off and accept the quote
• The quote doesn't fit with the rest of your information management system (IMS)

So what can you do if you want to level up your construction quotation letters?

You can use a proper quote template like the sample you see below.

Unlike the quotation sample letter, this kind of framework makes you quotations more streamlined and professional.

You can fill in all of that important record keeping information, create a better description of the job or work, and create a comprehensive and well organised breakdown of the quote - all within an easy-to-understand and digestible format.

Think of how much better this looks to potential clients, and how well this can fit into your other project reporting and updates - which creates a consistent and impressive communication stream.

Use this smarter construction quotation sample letter for yourself.

Improving how you manage your documents and forms to improve your business.

It's often easy for construction and industrial companies to focus on what they do best: delivering and managing actual construction projects.

But at the end of the day, a construction company is a business like any other business. And in order to get awarded and deliver projects, you need to be able to win and manage them - from the site and from the office.

Many construction companies could drastically improve how they manage quotation letters, as well as tenders , timesheets , daily reports and other critical company and project information.

While tackling the information and document management issues can seem overwhelming, and transitioning from traditional word docs, PDFs and letters, the benefits of using a digital and consolidated solution to manage project information can not be ignored.

With a consolidated information management system, you can create and send your quotes in the same place that you manage your other project forms and documents.

With everything in a smart digital format, you can run your site and office operations from a control hub which improves how you manage internal and external operating procedures.

While a construction quotation sample letter used to suffice, in today's market, other companies are using better systems to speed up and make their documents look more professional - and clients and consumers are expecting professional formatting which they can easily read, share and sign off digitally.

Use or copy the quotation sample letter in this article, or stay ahead of the curve and win more work by levelling up your entire process below.

Construction Quote

Use this construction quote template to make your quotes more professional and to win more work.

See the template →

Contractor Quote

This contractor quote template makes creating, managing and sharing big and small quotes more professional than traditional quote documents.

People in 80+ countries use this financial software to better capture, organise and track project finances.

See how you can easily streamline your systems and processes with Sitemate today

About Lance Hodgson

Lance is VP of Marketing at Sitemate. His aim is to bring awareness to a brighter future for the Built World where industrial workers and companies work smarter.

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Home » Letters » Response Letters » Quotation Request Reply Letter – Sample Reply Cover Letter for Requested Quotation

Quotation Request Reply Letter – Sample Reply Cover Letter for Requested Quotation

Table of Contents:

• Sample Letter

Live Editing Assistance

How to use live assistant, additional template options, download options, share via email, share via whatsapp, copy to clipboard, print letter, sample reply cover letter for requested quotation.

From, __________ __________ __________ (Sender’s Details)

Date: __/__/____ (Date)

To, __________ __________ __________ (Receiver’s details)

Subject: Quotation for _____ (Quotation details)

Dear Sir/Madam,

This letter is in reference to the quotation request which I have received from your side.

I would like to state that a quotation for the required _______ (project/product/service) is attached along with this letter. I have provided the best possible _______ (amount/charges/discount/any other) for the requested quotation.

We look forward to working with you and believe to have a good business relationship in the coming future. Do consider replying at the earliest.

Thanking you, __________ (Signature) __________ (Name/Title) __________ (Email Address)

Live Preview

The Live Assistant feature is represented by a real-time preview functionality. Here’s how to use it:

• Start Typing: Enter your letter content in the "Letter Input" textarea.
• Live Preview: As you type, the content of your letter will be displayed in the "Live Preview" section below the textarea. This feature converts newline characters in the textarea into <br> tags in HTML for better readability.

The letter writing editor allows you to start with predefined templates for drafting your letters:

• Choose a Template: Click one of the template buttons ("Start with Sample Template 1", "Start with Sample Template 2", or "Start with Sample Template 3").
• Auto-Fill Textarea: The chosen template's content will automatically fill the textarea, which you can then modify or use as is.

Click the "Download Letter" button after composing your letter. This triggers a download of a file containing the content of your letter.

Click the "Share via Email" button after composing your letter. Your default email client will open a new message window with the subject "Sharing My Draft Letter" and the content of your letter in the body.

Click the "Share via WhatsApp" button after you've composed your letter. Your default browser will open a new tab prompting you to send the letter as a message to a contact on WhatsApp.

If you want to copy the text of your letter to the clipboard:

• Copy to Clipboard: Click the "Copy to Clipboard" button after composing your letter.
• Paste Anywhere: You can then paste the copied text anywhere you need, such as into another application or document.

For printing the letter directly from the browser:

• Print Letter: Click the "Print Letter" button after composing your letter.
• Print Preview: A new browser window will open showing your letter formatted for printing.
• Print: Use the print dialog in the browser to complete printing.
• Begin by referencing the quotation request received from the recipient.
• Include details about the attached quotation, the offered amount/charges/discount, and any other relevant information.
• Use straightforward language, express gratitude, and be respectful in your tone.
• Yes, always attach the detailed quotation with the reply letter to provide the recipient with all necessary information.
• Mention in your letter that the recipient can contact you for any queries and provide your contact details.

Incoming Search Terms:

• sample letter responding to the quotation received
• reply letter for acceptance of the quotation
• response letter for accepted quotation

By letterskadmin

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