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.
Quotations are a fixed price for a product or service, enabling you to budget and plan accurately.
If youre involved in production and planning, asking for quotations is a bread-and-butter part of your business â but are you doing it correctly?
If youve been asked to request a quote from a supplier but dont know where to start, were 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.
When you need to obtain pricing information or an estimated quote from a business, sending a professional quotation request letter is an effective approach. This type of letter allows you to clearly explain what services, products or work you need priced while maintaining a courteous and respectful tone.
Follow these tips and guidelines to craft a polished letter requesting a company quotation
1. Include Your Contact Information
Start your letter by providing your full name, position/title, company name, address, phone number and email This contact information should be placed in the header or right under the date. It allows the recipient to easily see who the letter is from and how to reach you
2. Use a Formal Salutation
Address your letter to a specific person if possible. For example, “Dear Ms. Sarah Johnson,” or “Dear Mr. Tim Richardson.” If you don’t have a contact name, use a generic title such as “Dear Hiring Manager” or “Dear Sales Representative.” This helps set an appropriate professional tone.
3. State Your Purpose Upfront
Get straight to the point by clearly stating your purpose in the first paragraph. For example, “I am writing to request a quotation for [services or products required].” This introduction provides context right away so the reader understands the intent of your letter.
4. Provide Background Details
Give a brief explanation of who you are and why you need this quote. For instance, “Our research team is looking to purchase lab equipment to outfit our new facility. We are requesting quotes from several scientific equipment suppliers.”
Sharing background gives the company context.
5. Specify What You Need Quoted
Dedicate 1-2 paragraphs to detailing exactly what you need a quote for. Be as specific as possible. For products, include:
- Item names/numbers
- Required quantities
- Technical or design specifications
- Condition (new, used, refurbished)
For services, specify:
- The scope of work
- Required deliverables
- Important deadlines or timelines
- Locations services are needed
The more details you provide, the more accurate the quote will be.
6. Request a Formal Quotation
Ask the vendor to provide an official quotation document containing their pricing, fees, delivery costs, available discounts, payment terms, and other necessary financial details. For example:
“Please provide a formal quotation document listing your competitive pricing for the products specified. Include itemized cost breakdowns, available discounts, standard terms and conditions, and estimated delivery fees.”
7. Set a Deadline
Give a specific due date for receiving the company’s quotation to create a sense of urgency. For example, “Please provide the requested quotation by [date within 1-2 weeks].” This prompts a timely response.
8. Provide Your Contact Details Again
Close your letter by thanking the company for their consideration and restating your contact information.
“Thank you in advance for providing a comprehensive quotation. Please reach out with any questions. I look forward to hearing from you soon.”
9. Proofread Thoroughly
Be sure to carefully proofread your letter before sending to check for any spelling, grammar, or formatting errors. This maintains professionalism.
10. Send Your Letter
Email your quotation request for fastest delivery. Print and mail a physical letter if you want to make a strong impression. Follow up if you don’t receive the quote within your stated timeframe.
Here are some more tips for writing an effective quotation request letter:
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Use a clear, concise writing style. Avoid overly complex or verbose language.
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Maintain a courteous and polite tone. Don’t make demands.
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Send your request well in advance to allow adequate time for pricing.
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Let the company know if you have a budget limit or target price range.
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Request references or examples of past work if applicable.
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Ask about volume discounts for large orders.
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Inquire whether stock is readily available or needs ordering.
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State preferred payment methods such as credit card, check, bank transfer etc.
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Mention any upcoming deadlines or time constraints.
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Ask how long the quote will be valid for.
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Attach supporting documents like order lists, technical requirements, or bid forms if relevant.
By following these steps, you can draft a professional, effective quotation request letter tailored to your needs. With a well-crafted letter, you can obtain the best pricing and terms from vendors.
Sample Letter Requesting a Company Quotation
Use this sample letter as a template when writing your own request:
Date
John Smith
Purchasing Manager
ABC Company
123 Main St.
Anycity, State 12345
Dear Mr. Smith,
I am writing to request a quotation for catering services for our upcoming corporate holiday event. We expect approximately 250 attendees consisting of employees and guests.
The event details are as follows:
- Date: December 18th
- Time: 6:00pm – 11:00pm
- Location: XYZ Convention Center, Meeting Hall A
- Expected Number of Guests: 250
We would like quotation options for the following:
- Passed hors d’oeuvres (2 per guest)
- Plated dinner service with 3 entrée choices
- Standard bar package for 5 hours with beer, wine, and cocktails
- Basic rentals including tables, chairs, linens, dishware, etc.
Please provide a formal quotation document by November 15th listing your proposed menu options, pricing packages, set up/service fees, rentals, taxes, and any discounts available.
Include payment terms and conditions in your quotation as well. Please reach out with any other questions. We look forward to receiving your proposal.
Regards,
[Your name]
[Job title]
[Company name]
[Contact information]
Additional Quotation Letter Examples
Review these sample quotation request letters to get ideas for your own letter:
Product Quotation Request Example
Date
Bob Wilson
ABC Tech Company
987 Industrial Drive
San Francisco, CA 94105
Dear Mr. Wilson:
I am looking to purchase new computers and equipment for our graphic design department. Please provide a quotation for the following:
- 15 Dell XPS 15” laptops
- 3 MacBook Pro 16” laptops
- 2 Canon Pixma TS5320 printers
- 5 Wacom Intuos Pro graphic drawing tablets
For the computers, please include pricing for models with 16GB RAM and 1TB SSD storage.
Please send me a formal quote listing itemized pricing and available discounts by September 30th. Delivery costs and payment terms should be specified in your quotation as well.
Sincerely,
Lisa Chen
IT Manager
Acme Design Co.
Service Quotation Request Example
Date
Maria Gonzalez
Sales Manager
AAA Landscaping Company
123 Oak St.
Los Angeles, CA 90001
Dear Ms. Gonzalez:
I am interested in obtaining a quotation for landscaping services at my new office location:
456 Pine Street
Los Angeles, CA 90001
Please provide pricing for the following services:
- Installing sod in the front lawn area (~2000 sq ft)
- Planting mature trees – 3 oak trees and 4 maple trees
- Building a paver patio (~200 sq ft) behind the office
- Ongoing biweekly lawn mowing and maintenance
Please send a formal quote including the total project cost broken down by service and any applicable fees. Provide price estimates for 12 months of maintenance services as well.
Please submit your proposal by November 15th. Feel free to contact me if you need any additional details. I look forward to partnering with AAA Landscaping.
Thank you,
Michael Scott
Facilities Manager
Acme Corporation
Construction Project Quotation Request Example
Date
Robin Singh
Project Manager
ABC Construction Group
789 Roadrunner Ln.
San Diego, CA 92115
Dear Robin:
I am emailing to request a project quote for renovating our 3rd floor offices per the attached scope of work and floorplans.
Please include estimated pricing for:
- Demolition of existing walls/fixtures
- Building new office layout
- Installing flooring, lighting, HVAC ductwork
- Supplying all construction materials
- Completing required plumbing and electrical
- Obtaining necessary permits
I have also attached design specifications for the new layout, finishes, and materials to inform your quote.
Please provide a formal proposal with detailed cost breakdowns before September 15th. Contact me with any other questions or details needed. I appreciate your timely response.
Regards,
Lee Watkins
Facilities Director
XYZ Corporation
Following professional quoting practices and clearly detailing our request sets the stage for receiving accurate proposals from vendors
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, theres a clear explanation of whats required (youll need to fill this in!). Its the easiest way to slim down your vendor selection process.Hi (Recipients name), Were searching for a new partner to sell our products. Could this be you? Vendors play a critical role in our success, and we love what you do. Can you provide us with a quotation for carrying our products? At this stage, were simply looking for a price. If it works for us both, we can take the conversation further. Looking forward to hearing from you. Thanks! (Your name)
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 theyre effective.
Samples and templates are, by nature, generic â so before using them in business, be sure to edit and adapt them!
Donât forget to customize, personalize, and proofread
Cover Letter for Quotation Request – Sample Letter for Quotation Request | Letters in English
How do I write a letter requesting a quote?
Try researching the typical price point for that specific service when deciding on an asking price, and if you’re open to negotiating, mention that as well. Here are some steps you can follow when writing your own letter or email requesting a company quotation: 1. Address the sales representative by name
How do I send a quotation request?
Sending a quotation request by email or fax is appropriate, and can help you get faster responses. If you write an email, put your contact information after your name at the bottom of the email. The quotes you receive in response to your letters will be more consistent if you take the time to write your letter carefully.
How do you write a quote email?
Some examples of clear and concise subject lines for a quotation request email: 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.
How do I write a company quotation request?
What you’re looking for: Clearly define what exactly you’re looking for when writing your company quotation request. For example, if you’re looking for someone to make T-shirts for a corporate sports retreat, you may want to emphasize the need for dry-fit, breathable fabric for the shirts to ensure the vendor can meet those requests.
