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Home > Emails > How to Write a Quotation Email (Format & Samples Included)

How to Write a Quotation Email (Format & Samples Included)

Jessica Shee
Written by
Jessica SheeProfessional Tech Writer
Updated on:Jan 04, 2024

If you're in search of the perfect supplier who can provide the goods or services you need, it usually starts with asking for a quote that contains a detailed breakdown of the pricing structure, terms, and project scope. To do this, you might need to send a quotation email.

For your reference, this article provides 7 quotation email samples and a step-by-step guide to help you craft a captivating quotation mail format. You will be able to create a professional and effective quotation letter, which enables you and other companies to establish a business connection quickly.

Let's start with...

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7 quotation email samples

This part provides 7 quotation email templates that cover various products, services, and situations. For a better understanding of quotation mail format, go through the given samples. Before deploying them in your business, remember to modify and adjust the content.

Requesting an initial quote

This is the most commonly used type of quotation email and is usually sent to multiple providers. When you first send an inquiry email to a service provider asking for a quote, you need to start by introducing yourself and explicitly telling the counterpart your main purpose of writing.

In the body of the initial quotation email, provide a vivid description of your desired products or services and ask for all wanted information such as itemized costs, quantity, delivery terms, payment terms, and any other relevant terms and conditions.

Dear [Recipient's Name],

I hope this email finds you well. I am writing to request an initial quote for [specific product/service].

As we are currently in the process of evaluating potential providers, we would appreciate it if you could provide us with a comprehensive quote that includes all necessary details such as pricing, delivery timeline, and any additional charges.

Furthermore, kindly inform us of any minimum order quantities or discounts that may be applicable to bulk orders.

Please send your quote to [email address] by [desired date]. If you have any questions or require clarifications, please feel free to reach out.

Thank you for your attention.

Best regards,
[Your Name]

Requesting a revised quotation

If the response you received doesn't cover all your requirements, or there are changes or adjustments to the original quotation files, you need to compose a quotation email requesting an updated version of a previously provided quotation.

In the revised quotation request email, you should clearly explain why you need a revision and what you specifically want to avoid misunderstanding.

Dear [Recipient's Name],

I hope this email finds you well. Thank you for providing the quotation. However, upon reviewing it, I found that it does not cover all our requirements. There are some changes and adjustments that need to be made.

Could you please provide us with an updated version of the quotation that includes the necessary changes? We appreciate your attention to this matter.

Thank you for your prompt assistance.

Best regards,
[Your Name]

Requesting a quotation for cost details

This type of quote request is much simpler than other templates as you primarily focus on the pricing of a specific product or service, such as material prices, labor rates, transportation costs, and service fees.

Be sure to make a precise and detailed request so that you can receive accurate and informative quotations from suppliers.

Dear [Recipient's Name],

I hope this email finds you well. I am writing to request a quotation for cost details. Specifically, I would like to inquire about the pricing for the following items: material prices, labor rates, transportation costs, and service fees.

Could you please provide me with a detailed breakdown of these costs? Additionally, if there are any discounts or special offers available, kindly include that information as well.

Thank you for your attention to this matter. I look forward to receiving the quotation at your earliest convenience.

Best regards,
[Your Name]

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Read also: How to request something emails (5 samples & templates)

Requesting a quotation for a bulk purchase

It is a common situation in business-to-business transactions that you are buying products in large quantities. This quote request template for bulk purchases can help you inquire about the details of any discounts or other special offers for which you might be eligible.

Then you may compare costs to discover the service or product that offers the best value and save budgets for your business.

Dear [Recipient's Name],

I hope this email finds you well. We are currently planning a bulk purchase of [product name] for our company. We are interested in purchasing a large quantity of [product name] and would like to request a quotation from your company.

We would appreciate it if you could provide us with the following information:

1. Unit price for [product name] in bulk quantities (approximately [quantity])

2. Any available discounts for bulk purchases

3. Delivery timeframe and estimated shipping costs

4. Payment terms and options

Additionally, if there are any other special offers or promotions, please let us know.

We look forward to your prompt response and appreciate your attention to this matter.

Thank you and best regards,
[Your Name]

Read also: 40+ Streamlined Thank You for Your Order Email Templates + Writing Tips

Requesting a quotation from a supplier

Requesting for quotation from suppliers is crucial to reduce costs and boost efficiency if your organization uses several upstream suppliers to manufacture its products or provide its services.

These supplier quotation emails are often customized for each item or service that different sellers supply. However, the inquiry should include the consistent information you are seeking to learn for comparison if you are sending it to sellers that offer the same material, goods, or service.

Dear [Recipient's Name],

Hope this email finds you well. I am writing to request a quotation from your esteemed organization for the [product/service]. We are considering various suppliers in order to reduce costs and improve efficiency in our organization.

Kindly provide us with a detailed quotation including the pricing, terms and conditions, delivery timeline, and any other relevant information.

Please send the quotation to [email address] by [deadline]. Feel free to contact me if any clarification or additional information is required.

Thank you for your prompt attention to this matter.

Best regards,
[Your Name]

Read also: How to ask for a reference in an email (5 samples & templates)

Requesting a quotation from a vendor

The selection of vendors (retailers and resellers) is crucial to the success of any business since they assist in expanding the market and increasing profitability.

Explain the requirements and expectations of the vendors in the vendor quotation email, and request quotes based on these criteria.

Dear [Recipient's Name],

I hope this email finds you well. I am writing to request a quotation from your company for the following items:

[Item 1]

[Item 2]

[Item 3]

Please provide us with a detailed quotation including the unit price, quantity discounts (if applicable), and any additional charges such as shipping or handling fees.

If you have any questions or require further information, please don't hesitate to contact me. We are looking forward to receiving your quotation by [Deadline].

Thank you for your attention.

Best regards,
[Your Name]

Responding to the request for a quotation

Your business will also get quote inquiries from prospective customers as part of the supply chain. When writing to respond to a quotation request, it's important to provide a clear and comprehensive response that shows your gratitude for the opportunity and addresses each requirement.

It is highly advised that you use bullet points, tables, lists, links, and attachments to cover all the requested information and ensure accuracy and clarity.

Dear [Recipient's Name],

Thank you for considering our company for your quote request. We appreciate the opportunity to provide you with our products/services.

In response to your request, please find attached our comprehensive quotation that addresses each requirement specified. We have ensured that all details and pricing are clearly outlined.

If you have any questions or require further clarification, please do not hesitate to reach out. We are available to discuss any aspect of the quotation that you may require.

Thank you once again for considering our company. We look forward to the possibility of working with you.

Best regards,
[Your Name]

Send professional and persuasive quotation letter with HIX.AI

HIX.AI is an online ChatGPT-powered writing helper system with 120+ writing tools. Its AI email writer tool can help you compose and write an email for various uses. It utilizes advanced artificial intelligence techniques, particularly natural language processing and machine learning to automate and enhance your email communication.

How HIX.AI's email generator assists you in writing a quotation email

Automated email subject line generation. HIX.AI can generate a captivating and outstanding quotation email subject line according to your requested details.

Improved email content. HIX.AI can enhance your wording to better express your request, reasons, and expectations in a quotation letter.

Wide support of languages. HIX.AI can create and translate emails for a request of quotations in more than 50 languages, making email communication between your business and international partners and clients easy.

Format for quote request emails

If you would like to write a quotation email from scratch, this part describes a proper quotation mail format. You can follow the structure and tips to create a compelling quotation email.

A quotation email should consist of three main components:

  • Subject line
  • Email body
  • Email closing

Quote request emails subject line

In a quotation email, use a clear and concise subject line that specifies the purpose of the email to demonstrate your professionalism. Meanwhile, the brief and to-the-point subject line helps the recipient identify the nature of the email immediately and prioritize it accordingly.

Avoid ambiguous or informal wording that may confuse the recipient and then slow down the communication. It is a good idea to include your company name in the subject line to ensure that the recipient recognizes the email fast.

Some examples of clear and concise subject lines for a quotation request email:

  • Quotation Request: [Product/Service Name] - [Your Company Name]
  • Urgent Quotation Needed: [Product/Service Name] - Request from [Your Company Name]
  • Request for Quotation - [Your Company Name] - Deadline: [Date/Time]
  • Inquiry about [Product/Service Name]

Quote request emails body

The body of a quote email contains all the requirements, reasons, explanations, and relevant supporting materials in detail that you want to send to a supplier. A complete quotation email structure should contain the following content. The layout can be modified to suit your needs.

  • Greetings - Address the recipient by name with a polite salutation
  • Introduction - Introduce yourself or your company to provide context for obtaining a quotation
  • Request for quotation - Clearly state your request for a quotation
  • Description of requirements - Clearly outline the products or services and specific details you are seeking a quotation for
  • Attachments - Attach any supporting documents to provide additional information
  • Deadline - Specify the deadline or timeframe by which you would like to receive the quotation

Quote request emails closing

At the end of a quotation letter, provide your contact details, including your name, position, company name, email address, and phone number for the recipient to easily reach out. It is also important to add a polite closing remark to appreciate the recipient's cooperation in advance. Sign your name, title, and company to end the email.

Conclusion

The goal is to enable suppliers and vendors to respond with an accurate and comprehensive quotation, so while writing a quotation email you should be clear and specific and maintain a professional and courteous tone throughout the email.

If you still find this task challenging, consider using the AI email writer by HIX.AI to help you create a formal quotation letter as well as construct a proper response to a quote request.

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