They enable buyers to request price estimates from vendors and negotiate the terms of a sale. They also assist vendors in providing pricing information and clarifying transaction terms.
In this blog post, we’ll look at what is a quotation email, their different types, and every template possible for quotation emails. Understanding the role of quotation emails is critical to ensuring a smooth and successful transaction.
You can be a business owner looking to purchase goods and services or a vendor looking to provide quotations to potential buyers, you need quotation emails.
Asking vendors and suppliers for quotes is a standard part of doing business. But writing a professional email to request a quotation requires skill. In this comprehensive guide we’ll explore how to craft the perfect quote request email to get the information you need.
Why Email is Best for Requesting Quotes
Email has become the preferred method for asking for quotes for several key reasons
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It’s fast – Email enables you to request and receive quotes rapidly. No need for lengthy phone calls or meetings.
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It’s trackable – With email, you have a written record of the quote request that you can follow up on if needed
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It’s low pressure – Email gives the recipient time to put together a considered, accurate quote rather than putting them on the spot.
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It’s efficient – You can easily customize an email and send the same request to multiple vendors to save time.
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It looks professional – A well-crafted email reflects positively on your business.
Pro tip: Double check that you have the right contact info before hitting send!
How to Structure Your Quote Request Email
When asking for a quote via email, you’ll want to structure your message in an easy-to-read, logical format. Here are some tips:
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Use a clear subject line – Subject lines like “Quote Request for [Product/Service]” ensure your email will be opened and prioritized.
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Introduce yourself – Start by briefly explaining who you are and your company in 1-2 sentences.
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Specify the quote request details – Provide all the key details needed for an accurate quote like product/service specs, quantity, timeline, etc. Use bullet points to organize the information.
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Attach extra documents – If you have drawings, schematics, or other files, attach them to give the vendor complete information.
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Be specific about response timeline – Give a clear deadline for when you expect the quote so they can prioritize your request.
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Close with next steps – Wrap up by thanking them and providing your contact info for follow-up questions.
Quote Request Email Template
To help you get started, here is a template you can use as a basis for your quote request emails:
Subject: Quote Request for [product/service]
Dear [name],
I am contacting you from [your company] because we are seeking a quote for [describe product/service needed].
Please provide a quotation for the following:
- [Quantity needed]
- [Product name & item #]
- [Size/dimensions/other specifications]
We need these quotes prior to [date ~1 week away] in order to compare supplier prices and make a final decision.
We look forward to hearing from you soon. Thank you for your time!
Regards,
[Your name]
[Your company]
Pro tip: Draft your text in a Word doc or email draft first so you can spell check and perfect it before sending.
How to Politely Follow Up on a Quote Request
If you don’t receive a response to your initial quote request within the timeframe specified, follow up politely via email. When following up:
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Note that you have not yet received the requested quote
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Reiterate your deadline and the need to have the quote by that date
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Ask if they received your initial request or if they need you to resend any information
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Thank them again for their time and prompt attention
Following up shows persistence while still being professional. This increases your chances of ultimately getting the quote.
Key Details to Include in a Quote Request
To receive detailed, accurate quotes that you can properly evaluate, your quote request emails need to include certain key details. Be sure to specify:
Product/Service Description
- Type of product/service needed
- Quantity required
- Any size, dimensions, or other specifications
Project Scope / Deliverables
- When you need the product/service delivered
- Where the product needs to be shipped or service performed
- Expected timeline or project milestones
Terms and Conditions
- Payment terms you expect
- Your purchasing policies and procedures
- Any legal terms and conditions applicable
Evaluation Criteria
- Let vendors know the decision will be based on more than just price. Factors like quality, experience, lead time, and responsiveness also matter.
Providing these details upfront prevents any surprises or misaligned expectations down the road.
Helpful Strategies for Requesting Quotes via Email
Beyond the basic email format, there are some other tips and strategies to improve your quote request emails:
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Cast a wide net – Don’t just ask one vendor. Contact several to get multiple competitive bids.
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Mention competitors – If vendors know you’re comparing quotes, they may offer a more aggressive price to win your business.
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Bundle requests – If you need quotes on multiple projects, combine them into one email for efficiency.
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Follow templates – After you’ve crafted effective emails, save them as templates to reuse. Just fill in new specifics each time.
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Set short deadlines – Ask for quotes back within 3-5 days to light a fire under vendors. But don’t make it unreasonably short.
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Give context – Provide background on your company and the specific project so vendors understand the big picture.
Sample Quote Request Emails
It can be helpful to see examples of effective quote request emails. Here are a few samples that include all the key details and proper formatting:
1. Web Design Project Quote Request
Subject: Quote Needed for Website Redesign Project
Dear Sandra,
I’m reaching out from ABC Company as we are looking for web design vendors to quote our upcoming website redesign project.
Please provide a quote for the following work:
- Homepage design
- 5 interior page layouts
- Optimized for mobile
- Content entry into WordPress CMS
- SEO optimization
Our timeline for completing this project is 4 weeks from project kickoff to launch. Can you please send me a quote for delivering this project, including your hourly rate and estimated total cost, by the end of day Tuesday 5/10?
If you need any clarification or have questions, don’t hesitate to reach out. I look forward to receiving your quote!
Regards,
John Smith
ABC Company
2. Office Furniture Quote
Subject: Office Furniture Quote Needed
Hi Matt,
I hope you’re doing well! We are upgrading the office furniture in our headquarters and are requesting quotes on new desks and chairs.
Please provide us with a quote by Friday, October 1st for:
- 75 desks (model A105)
- 150 desk chairs (model C215 ergonomic)
- Delivery to our office at 123 Main St, Anytown
Our standard payment terms are net 30 days. Can you meet this?
Get in touch with any other questions you may have on our order. Looking forward to your quote soon.
Thanks!
Sarah Lee
123 Company
3. Catering Services
Subject: Catering Services Quote
Good morning!
We are starting to plan our company holiday party this December and want to request a quote for catering services. Here are the details:
- Date: December 10, 2022
- Location: XYZ Conference Center
- Guests: 150 people
- Food: Passed appetizers, buffet dinner, dessert
- Service: Wait staff and bartenders
Please provide a quote including food, service, rentals, and any other fees by Friday. Our budget is $20,000.
Sincerely,
James Walker
ABC Company
Why It Pays to Master Quote Request Emails
Taking the time to perfect your quote request emails will pay dividends for your company.
Professional quote request emails show vendors you mean business and let them easily give you what you need. The easier you make it for them, the more likely you are to get prompt, competitive bids.
Having a track record of outstanding quote requests also builds your reputation with suppliers as an organized, thoughtful buyer.
Finally, efficient emails free up your time for higher value work, rather than constantly having to clarify quote requests over the phone or in person.
So follow our guide and start emailing for quotes like a pro! Send me any questions – I’m always happy to help fine tune your email wording and templates.
Key Takeaways
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Email is the fastest and most efficient way to request quotes from vendors and suppliers.
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Well-structured emails make it effortless for recipients to provide timely, accurate quotes.
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Make sure to include key details like product specifications, deadlines, and terms.
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Politely follow up with vendors if
Revised quotation email template condition
Here is a template you can use when sending a revised quotation email as a buyer:
| Subject: Revised quotation request for #Project Name# |
| Hi #First Name#, Thank you for your recent quotation for #Project Name#. We have reviewed the quotation and would like to request a revised quote for the following changes: #List of revised items or changes to quantities# Could you please provide us with a revised quotation that includes these changes? We would be grateful if you could include the following information in your revised quotation: 1. Description of the revised product/service 2. Revised quantity needed 3. Delivery date 4. Payment terms 5. Any additional information that you think might be relevant We look forward to receiving your revised quotation and working with you in the future. Warm regards, #Signature# |
To complete a purchase:
A quotation email can be used to formalise the purchase and confirm the details of the transaction once the terms of the sale have been agreed upon.
How to Write an Email Requesting a Quote [Samples]
Should you write a quotation request email?
By drafting a well-worded quotation request email, you’re ensuring your needs are clearly communicated. So, never shy away from requesting a quote. It’s a smart move that can save you money and potential headaches down the line.
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.
What is a quote email?
What is a Quotation Email? A quotation email, often simply called a “quote email” or “email quote”, is a critical tool in the business world. It’s the medium through which you, as a business owner, can request a quote email or request a quotation from a vendor or service provider.
How do I send a quotation email to a client?
[Your signature] Walmart Inc. If you have some additional services or products that weren’t listed in the initial email, you can send another quotation email. Ensure that the tone and language are appropriate when communicating with the client. Here is a template that can guide you. Dear [client’s name], I trust this email finds you in good health.
