cover letter for quotation request

Written Samples

15 sample cover letters for quotation submission.

Submitting a quotation for a project or service is your chance to shine and stand out from the competition.

The key is an impactful cover letter that grabs the recipient’s attention and persuades them to consider your quote over others.

Sample Cover Letters for Quotation Submission

In this article, we provide 15 stellar sample cover letters you can adapt for your quotation submissions.

No more staring at a blank page – use these as a springboard to craft an irresistible pitch and land that contract.

Cover Letter 1

Subject: Quotation for Office Renovation Project – Acme Builders

Dear Mr. Johnson,

Please find attached our detailed quotation for the office renovation project we discussed last week. Our team was excited to hear about your vision for the space and we have put together a comprehensive plan to bring that vision to life on schedule and within budget.

As a full-service design-build firm, Acme Builders is uniquely positioned to handle every aspect of this project from initial concepts through final build-out. We pride ourselves on superior craftsmanship, attention to detail, and dedication to client satisfaction, as evidenced by our extensive portfolio and glowing client reviews.

Some key highlights of our quotation:

• Repartitioning of existing floor plan to create an open, collaborative workspace
• Installation of state-of-the-art A/V and teleconferencing capabilities in all meeting rooms
• High-end finishes and furnishings from our eco-friendly, locally-sourced suppliers
• Comprehensive project management to ensure on-time, on-budget completion

We are confident you will find our quotation thorough, competitively priced, and backed by an unparalleled reputation for excellence. We look forward to the opportunity to bring this exciting project to fruition together.

Please do not hesitate to contact me directly with any questions. Thank you for your consideration.

Best regards,

John Smith Vice President,

Acme Builders,

555-123-4567

[email protected]

Cover Letter 2

Subject: Quotation for Catering Services – Gourmet To Go

Dear Ms. Thompson,

I am pleased to provide the attached quotation for catering services for Innovatech’s upcoming Annual Leadership Summit. Having had the pleasure of working with your team on several successful events over the past few years, we are thrilled at the prospect of partnering again.

As you will see detailed in the quotation, our proposed menu showcases the freshest seasonal ingredients, impeccable preparation, and gorgeous presentation that are the hallmarks of Gourmet To Go. From the welcoming reception through multi-course lunches and dinners, to all-day beverage service and snacks, we have you covered.

We have also included several enhancements for your consideration:

• Organic cold-pressed juice bar and smoothie station
• Live-action dessert stations with bananas foster and liquid nitrogen ice cream
• Nitro cold brew coffee bar
• Sommelier-curated wine pairings for each course

We are happy to customize any aspect of the proposal to ensure your event is both memorable and flawlessly executed. Our service staff are consummate professionals with deep experience in formal corporate events.

I will contact you early next week to discuss the proposal and answer any questions. As always, it is a pleasure doing business with Innovatech.

Warm regards,

Sarah Jones

Founder and Executive Chef,

Gourmet To Go

555-987-6543

[email protected]

Cover Letter 3

Subject: Quotation for Landscaping Services – Green Thumb Landscaping

Dear Mr. Williams,

Thank you for the opportunity to provide a quotation for landscaping services at River Bend Apartments. I visited the property last week and was impressed by both the location and the existing landscape – it will be a pleasure to enhance the grounds and ensure they remain impeccably maintained for your residents’ enjoyment.

Please find attached a comprehensive quotation detailing our proposed scope of services, including:

• Weekly mowing, edging, and blowing of all turf areas
• Bed maintenance including weeding, deadheading, and pruning
• Seasonal color rotations in all beds and containers
• Monthly irrigation system checks and adjustments
• Tree and shrub fertilization and pest control as needed

As a bonus, we have included an initial site clean-up and mulching at no additional cost. We are confident you will be impressed with the immediate aesthetic impact this will provide.

Green Thumb Landscaping prides itself on reliability, attention to detail, and responsive customer service. Our crews are professional, uniformed, and fully insured. We are committed to exceeding your expectations and serving as a trusted partner in maintaining and enhancing your property.

I will follow up via phone in the next few days to walk through the proposal and address any questions or requested changes. We look forward to serving River Bend Apartments!

Bob Johnson

Green Thumb Landscaping

555-555-1234

[email protected]

Cover Letter 4

Subject: Quotation for IT Managed Services – ABC Tech Solutions

Dear Dr. Patel,

ABC Tech Solutions is pleased to provide the attached quotation for comprehensive IT-managed services for Medical Associates Group. Having recently expanded to 15 locations, your practice is wise to seek a partner to ensure a robust, secure, and smoothly functioning IT infrastructure.

As detailed in our quotation, our services encompass:

• 24/7 proactive monitoring and maintenance of all servers, workstations, and network devices
• Unlimited remote and on-site helpdesk support for all locations
• Implementation of enterprise-grade security solutions including firewall, antivirus, multi-factor authentication, and data encryption
• Secure cloud data backup with rapid restore capabilities
• Strategic IT planning and budgeting as your practice continues to grow

ABC Tech serves several medical groups of similar size and we are well-versed in your unique IT needs and HIPAA compliance requirements. We pride ourselves on serving as a seamless extension of your team, allowing you to focus on patient care with the peace of mind that your technology is in expert hands.

I will reach out shortly to review the quotation and assess the next steps. We are excited for the opportunity to put our expertise to work for Medical Associates Group.

Director of Client Services,

ABC Tech Solutions

555-765-4321

[email protected]

Cover Letter 5

Subject: Quotation for Janitorial Services – Spotless Cleaning Co.

Dear Mr. Brown,

I am writing to provide Spotless Cleaning Co.’s quotation for janitorial services at Hillcrest Manor. It was a pleasure touring your beautiful assisted living facility and envisioning how our team can provide the highest levels of cleanliness and sanitation for your residents and staff.

The attached quotation outlines our proposed scope of work, which includes:

• Daily cleaning and disinfecting of all common areas, dining rooms, activity spaces, and public restrooms
• Sanitization of high-touch surfaces multiple times daily
• Weekly deep cleaning of resident apartments
• Procurement and stocking of all cleaning supplies and consumables
• Emergency response for spills or accidents

At Spotless Cleaning, we understand that an assisted living environment has unique needs. Our staff are fully background checked, uniformed, and trained in proper infection control protocols. We use only EPA-approved disinfectants and green cleaning products to ensure the safety of your residents.

We currently service several senior living communities and are confident we can exceed your expectations while remaining within your budget parameters. I look forward to discussing our proposal in greater detail and hopefully welcoming Hillcrest Manor to our family of satisfied clients.

Mark Rodriguez

Spotless Cleaning Co.

555-456-7890

[email protected]

Cover Letter 6

Subject: Quotation for Signage Package – Metro Signs & Graphics

Dear Ms. Nguyen,

Thank you for considering Metro Signs & Graphics for your restaurant’s rebranding and new signage needs. We share your excitement about the upcoming launch of Chez Nguyen and are honored to provide the attached quotation for a full interior and exterior signage package.

From the striking illuminated exterior logo signage to the elegant window graphics, stylish wayfinding, and Instagram-worthy feature wall in the dining room, our designs are sure to make a statement and set the perfect ambiance for your patrons’ dining experience.

• Custom fabricated exterior signage with energy-efficient LED illumination
• Frosted vinyl window graphics with metallic accents
• Dimensional acrylic letter signage for restroom and back-of-house wayfinding
• Large-scale digitally printed feature mural on textured wallcovering
• Complete installation services by our in-house team of certified installers

We have worked with numerous top restaurants and hospitality brands and understand the importance of cohesive, impactful branding that elevates the guest experience. Our state-of-the-art production capabilities combined with our team’s creativity and attention to detail make us the ideal partner for this project.

I will be in touch shortly to review the quotation and discuss any desired modifications. We are excited to contribute our expertise to the success of Chez Nguyen.

Sales Manager,

Metro Signs & Graphics

555-246-8013

[email protected]

Cover Letter 7

Subject: Quotation for Professional Video Production Services – Studio Five Media

Dear Mr. Patel,

I am pleased to provide Studio Five Media’s quotation for video production services for the upcoming launch of AXON Fitness’s new line of connected home gym equipment. Your products are nothing short of revolutionary and deserve to be showcased with the highest production values and creative storytelling.

As detailed in the attached quotation, we propose a suite of video assets including:

• 2-minute hero product video with 3D animation highlighting key features/benefits
• Series of 15-second social media teaser videos
• 10 exercise demonstration videos featuring brand ambassadors
• Collection of customer testimonial videos shot on location
• Post-production services including editing, color grading, motion graphics, and sound design

Studio Five Media brings together a team of award-winning directors, cinematographers, animators, and editors to create video content that engages, inspires, and drives results. We take great pride in being a turnkey partner, allowing you to remain focused on product development and launch logistics with the confidence that your video needs are in expert hands.

We are happy to adjust any aspect of this proposal to align with your vision and budget. I will reach out early next week to discuss this further. We are thrilled at the opportunity to bring the AXON Fitness story to life.

Alex Rodriguez

Executive Producer,

Studio Five Media

555-369-2580

[email protected]

Cover Letter 8

Subject: Quotation for Industrial Equipment Rental – Crane & Co.

Dear Ms. Desai,

On behalf of the team at Crane & Co., I am pleased to provide the attached quotation for the equipment rental needs of the Stonebridge Construction highway expansion project. Having reviewed the specifications provided, we are confident we can supply the necessary equipment to keep your project moving safely, efficiently and on schedule.

Our proposed equipment package includes:

• Two 40-ton rough terrain hydraulic cranes with certified operators
• Three 10,000 lb. telescopic boom forklifts
• Skid steer loader with auger and breaker attachments
• 60′ articulating boom lift
• 185 CFM air compressor
• Support equipment including generators, light towers and arrow boards

All equipment will be delivered to your jobsite and undergo full safety inspections prior to use. Our 24/7 field service team will be on call to handle any required maintenance and repairs, minimizing any potential downtime.

Crane & Co. has been serving the construction industry for over 50 years. We understand the unique demands of highway projects and pride ourselves on being a one-stop resource for all your equipment needs.

Please feel free to contact me directly with any questions about this quotation. We appreciate the opportunity to be of service and look forward to contributing to the success of this important infrastructure project.

Mark Johnson

National Accounts Manager,

Crane & Co.

555-741-8520

[email protected]

Cover Letter 9

Subject: Quotation for Corporate Transportation Services – Luxury Fleet

Dear Mr. Singh,

I am writing to provide Luxury Fleet’s quotation for corporate transportation services for InfoTech’s upcoming multi-day Global Leadership Summit. With over 500 top executives converging from around the world, seamless and luxurious transportation is essential to the success of this prestigious event.

As outlined in the attached quotation, our proposed transportation plan includes:

• Airport meet-and-greet service for all attendees
• Transfers to and from all summit venues in late-model luxury sedans and SUVs
• On-call dedicated vehicles and drivers for VIP attendees
• Branded passenger vans for group transfers
• Experienced dispatchers to coordinate all logistics

Luxury Fleet specializes in high-touch corporate transportation for events of this caliber. Our professionally-trained drivers, immaculate vehicles, and white glove service ensure that your attendees will travel in comfort and arrive on time.

We are pleased to offer a comprehensive transportation package at a preferential rate given the scale of this event. We are also happy to customize our proposal to best meet the needs of your VIP attendees and corporate image.

I will follow up via phone in the next few days to further discuss our services. We are thrilled at the opportunity to serve as your transportation partner for this landmark event.

Priya Patel

Director of Client Relations, Luxury Fleet

5 55-852-9630

[email protected]

Cover Letter 10

Subject: Quotation for Office Furniture & Design Services – Workspaces Reimagined

Dear Ms. Lee,

It was a pleasure meeting with you and your team to discuss the furniture and design needs for AdventureWorks’ new 20,000-square-foot corporate headquarters. I am excited to provide the attached quotation detailing our recommendations for creating a workspace that embodies your brand, fosters collaboration and innovation, and enhances employee well-being.

Some key highlights of our proposal:

• Open-plan workstations with sit-stand desks and ergonomic seating
• Technology-enabled meeting spaces with integrated conferencing capabilities
• Flexible lounge areas for informal collaboration and socializing
• Biophilic design elements including living green walls and abundant natural light
• Comprehensive project management and installation services

As a certified Herman Miller dealer, we have access to a wide range of high-quality, innovative furniture solutions. We also bring a team of experienced designers who will work closely with you to create a custom space that meets your unique needs and reflects your company culture.

I am confident that our proposal offers a comprehensive and competitively priced solution for your new headquarters. I will be in touch next week to walk through the quotation in detail and discuss the next steps.

Thank you for considering Workspaces Reimagined for this exciting project. We look forward to bringing your vision to life.

Michael Chen

Senior Account Executive,

Workspaces Reimagined

555-963-8520

[email protected]

Cover Letter 11

Subject: Quotation for Event Rentals – Party Perfect Rentals

Dear Mr. and Mrs. Johnson,

Congratulations on your upcoming wedding! I am thrilled to provide Party Perfect Rentals’ quotation for the rentals needed to bring your dream outdoor wedding to life.

As we discussed, our proposed rental package includes:

• Elegant white pole tent with cathedral window sidewalls
• Farm-style cross-back ceremony chairs
• Round reception tables with coordinating linens and napkins
• Rustic-chic lounge furniture for cocktail hour
• Wood dance floor
• Bistro lighting throughout the tent and surrounding trees
• Complete tabletop rentals including china, glassware, and flatware

Party Perfect Rentals is the region’s premier event rental provider, with an extensive inventory and unparalleled service. Our team will handle every detail, from initial consultation and site visit through day-of setup and post-event breakdown, allowing you to relax and savor every moment of your special day.

Please review the attached quotation and let me know if you have any questions or would like to explore any additional options. I look forward to working with you to create the wedding of your dreams!

Best wishes,

Sarah Thompson

Event Consultant,

Party Perfect Rentals

555-741-9632

[email protected]

Cover Letter 12

Subject: Quotation for Commercial Painting Services – Color Crew Painting

Thank you for the opportunity to provide a quotation for painting services for the common areas at Sunrise Apartments. I enjoyed meeting with you and touring the property – the new color palette you have selected will provide a beautiful refresh and enhanced curb appeal for your residents.

Please find attached our detailed quotation, which includes:

• Pressure washing and surface preparation of all exterior surfaces
• Application of premium exterior paint to all building facades, trim, and doors
• Painting of all interior hallways, stairwells, and common rooms
• Minor drywall repairs as needed
• Daily job site cleanup and regular progress reporting
• 3-year warranty on all workmanship

Color Crew Painting has been serving the multi-family residential market for over 20 years. We utilize only the finest quality paints and our meticulous prep work ensures a flawless, long-lasting finish. Our crews are professional, efficient, and sensitive to minimizing any disruption to your residents’ daily lives.

We are confident that our quotation offers a comprehensive and competitively priced solution for refreshing Sunrise Apartments. I will contact you next week to review the proposal in detail and discuss any questions or adjustments.

Color Crew Painting appreciates your consideration and looks forward to hopefully serving your painting needs.

Color Crew Painting

555-852-7410

[email protected]

Cover Letter 13

Subject: Quotation for Landscape Design Services – Green Dreams Landscaping

Dear Ms. Rodriguez,

It was wonderful to meet with you and hear your vision for the landscape surrounding your new home. I am pleased to provide the attached quotation for design and installation services to create the outdoor living space of your dreams.

Our proposed scope of work includes:

• Custom landscape design including hardscapes, water features, and lush plantings
• Installation of a flagstone patio with a built-in fire pit and seating wall
• Construction of a cedar pergola for shade and ambiance
• Planting of privacy screening trees ornamental shrubs and perennial borders
• Installation of automated irrigation system and landscape lighting

At Green Dreams Landscaping, we pride ourselves on our creativity, attention to detail, and commitment to exceeding client expectations. Our team of designers and craftsmen will work closely with you throughout the process to ensure your complete satisfaction.

I am confident you will find our quotation to be comprehensive and competitively priced for the high level of quality we deliver. I look forward to walking through the proposal with you and discussing how we can bring your outdoor oasis to life.

Thank you for the opportunity to earn your business. We hope to transform your property into an enviable showpiece and the backdrop for years of outdoor enjoyment.

Jennifer Wilson

Lead Designer,

Green Dreams Landscaping

[email protected]

Cover Letter 14

Subject: Quotation for Private Event Security Services – Guardian Security Solutions

Dear Mr. Gupta,

I am writing to provide Guardian Security Solutions’ quotation for event security services for the grand opening gala of the new Gupta Museum of Modern Art. With dignitaries and high-profile guests in attendance, we understand the critical importance of a comprehensive security plan.

Our proposed security package includes:

• Perimeter security with uniformed officers and checkpoints at all entrances
• Plainclothes officers stationed discreetly throughout the event space
• Coordination with local law enforcement for crowd control and traffic management
• Pre-event security sweep and continuous monitoring of all event areas
• Executive protection detail for VIP attendees as needed

Guardian Security Solutions is a trusted partner for high-profile events. Our officers are rigorously trained, experienced professionals who maintain the highest standards of vigilance and discretion. We have a proven track record of providing a secure environment while blending seamlessly with the tone of the occasion.

We are pleased to offer our services at a special non-profit rate in recognition of the cultural significance of this event. Please review the attached quotation and let me know if you have any questions or require any adjustments to the plan.

We are honored to be considered for this prestigious event and look forward to the opportunity to serve your security needs.

Mark Thompson

Director of Operations,

Guardian Security Solutions

555-753-9514

[email protected]

Cover Letter 15

Subject: Quotation for Specialty Printing Services – Precision Press

Dear Ms. Singh,

Thank you for considering Precision Press for the specialty printing needs for the launch of Sanavi’s exciting new product line. I am pleased to provide the attached quotation for producing the unique packaging and point-of-sale materials that will make your products shine.

Our proposed printing package includes:

• Custom die-cut product packaging with spot UV and embossed accents
• Large format retractable banners for in-store displays
• Double-sided hanging signs with metallic ink
• Promotional posters and shelf talkers
• Bound product catalogs with soft-touch laminate covers

At Precision Press, we have invested in the latest printing technologies to deliver stunning results for our clients. Our state-of-the-art equipment, combined with our team’s expertise and creativity, allows us to produce printed materials that elevate brands and drive sales.

We take great pride in our attention to detail, color accuracy, and ability to deliver even the most complex projects on time and budget. We are excited to put our capabilities to work for Sanavi.

Please feel free to contact me with any questions about our quotation. I am happy to discuss any changes or value-engineering options to align with your vision and budget. We look forward to hopefully bringing your vibrant new packaging to life.

Rachel Patel Account Executive,

Precision Press

555-987-6541

[email protected]

As these cover letter samples demonstrate, a thoughtful, well-crafted cover letter can be a powerful tool in presenting your quotation in the best possible light and persuading the client that you are the right choice for their project.

By highlighting your unique value proposition, demonstrating your understanding of the client’s needs, and conveying your enthusiasm and professionalism, you set the stage for your quotation to be viewed favorably and increase your chances of winning the business.

So the next time you are submitting a bid or proposal, don’t overlook the importance of an impactful cover letter – it just might be the key to sealing the deal.

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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.

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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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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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• Template: Cover Letter for Quotation

Subject: Quotation from [COMPANY_NAME]

Dear [RECIPIENT_NAME],

Greetings from [COMPANY_NAME]!

I take immense pleasure in introducing to you [COMPANY_NAME], a company based in [COMPANY_CITY], [COMPANY_STATE], [COMPANY_COUNTRY]. I write to you with the intention of giving you a brief overview of our company with the hope that we could take this further into a rewarding relationship.

We come to you with over [COMPANY_EXPERIENCE] years of experience and are backed by team of highly knowledgeable, passionate and motivated professionals.

In addition to giving quality the highest importance, we promote transparency, consistency and fairness through our dealings. While others are trying to deliver customer satisfaction, we are never satisfied with anything less than customer delight.

So, as discussed with you earlier, I have attached a quotation to this email. Please note that the prices mentioned in the quotation are valid for six months from this day.

Thank you for the opportunity to submit our quotation. Should you require more details please do let me know and I will get back to you promptly.

[YOUR_NAME] [YOUR_POSITION]

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Business , Letters

Quotation Letter: How To Write (with Format & Samples)

A Quotation Letter is written by a company with the intent of providing a quotation for their products or services. A quotation letter should clearly describe the products or services being quoted so that the recipient can make an informed purchasing decision. For example, your recipient can make a better decision knowing the exact materials of the pipes you intend to install in a home. When a potential customer is comparing three plumbing quotes, knowing the material involved is as important as knowing the price.

Your quotation can be simple or complex. You might consider offering higher-quality materials at a higher price, and standard materials at a standard price. For example, offering a wooden privacy fence with metal pole supports or with wooden post supports allows the customer several options at different prices. Allowing choice increases the likelihood your company will secure the job.

Quotation Letter Templates

Quotation Acceptance Letter

A Quotation Acceptance Letter is a formal document sent by a client or company to a supplier or service provider, indicating their approval and acceptance of a previously submitted quotation for goods or services. It serves as an acknowledgment that the terms, prices, and conditions mentioned in the quotation are agreeable and acts as an initial step towards initiating the procurement process or project. This letter is commonly used in the business realm to formalize the intention of purchasing and sets the foundation for further transactional details.

Quote Request Letter

A Quote Request Letter is a formal document sent by an individual or organization to a supplier or service provider, asking for a detailed price quotation for specific products or services. It's typically used when one wants to evaluate the cost and details of potential purchases or services, often before making a final decision or entering into a contract. This letter provides the supplier with the necessary information to prepare an accurate quote, ensuring that both parties have a clear understanding of the expectations and requirements.

Things to Consider When Writing a Quotation Letter

You can offer your quote by mail ( letter ) or by email . Either way, it should contain your company name and logo, address, and contact information.

A quotation letter is a professional document, and it should be written in a formal tone . Offer your products or services in a clear and easy-to-read letterhead format . The use of bullet points and tables is common in quotation letters because they make it easy to understand the differences between the services you provide or point down your product qualities.

Your materials, services, or products should be described in as much detail as possible, without making the quote sound like an advertisement . Your potential customer already knows something about what they need. Be clear but don’t create a sales pitch.

What to Include in a Quotation Letter

Your quotation needs to have certain elements to be effective. Here is what you need to include:

• Basic company information
• A show of gratitude for being considered
• List of products and/or services
• Your quotation price(s)
• Total package price
• Options, if possible
• Guarantee information
• Contact information

Tip: A show of gratitude is one of the most essential elements in any professional correspondence. Always let your customer know you appreciate them

Quotation Letter Format

{ your name }

{ your company’s name and logo }

{ your company’s address }

{ your email address }

{ recipient name }

{ recipient address }

Dear { recipient }:

Thank you for considering us for your { product or service } needs. Here is the quote you requested.

Quote for {products or services}

{ This area can be used for guarantee information and disclaimers, if any }

I am happy to discuss this quote with you and answer any questions you might have. You can reach me on my cell phone at { phone number }, or by email at { email address }.

Thank you again for your quote request.

{ your signature }

Sample Quotation Letter

Here is a sample letter based on the above basic format. The quoting company does part manufacturing. They are bidding for a contract for multiple parts, which they will create using their waterjet machining facility.

Jason Mitford

Allied Manufacturing, Inc.

2000 West Highland

Bedford, MI 90776

[email protected]

June 25, 2022

Jessica Morant

Total Aircraft Manufacturing, Inc.

3046 South Ford Street

Bedford, MI 90775

Dear Jessica:

Thank you for considering us for your waterjet machining needs. Here is the quote you requested.

Quote for Manufacturing Aircraft Parts

We will supply the raw materials per your specifications. Each part is subject to quality control approval in your facility.

Note: We have not included any finishing requirements other than those specified in your drawings.

I am happy to discuss this quote with you and answer any questions you might have. You can reach me on my cell phone at (382) 977-6558, or by email at [email protected] . I can easily stop by to see you and talk about your manufacturing needs.

Important: As you can see, this sample letter contains an implied warranty on the parts – “Each part is subject to quality control approval in your facility.” If a part is rejected, the recipient may send it back to be reworked or scrapped at no cost to the recipient. The company has also noted that no finishing requirements other than those on the supplied drawings are included. In other words, if any of the parts need to be painted, anodized, or finished in any other manner than specified in the drawings, this finishing is not included in the quote.

Quotation Letter Template

Product Price Quotation Letter

Service Price Quotation

Quotation Request Letter

Quotation Letter Formats and Samples

All companies should have a format, or template, to use for quotations. The format above works for quotations for services or products. The most important parts of any quotation letter are a show of gratitude and a willingness to discuss the quote. Products and services and their prices, should be clear, descriptive, and easy to understand.

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Home » Letters » Office Letters » Cover Letter for Quotation to Client – Quotation Cover Letter

Cover Letter for Quotation to Client – Quotation Cover Letter

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 cover letter to client for quotation.

Reference No.:

Date: __/__/____ (Date)

___________ (Receiver’s Name) ___________ (Receiver’s Address)

Subject: Offer/Quotation for __________ (Quotation Details)

Dear Sir/Madam,

With reference to your letter no. _________ (letter number) dated _________ (letter received date) received by ________ (E-mail/ Post/ Others) on ______ (received date) regarding enquiry of _______.

Please find enclosed our quotation regarding ___________ (product details) in the specified format requested by you.

Yours faithfully,

___________ (Your Name) ___________ (Contact Number)

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.
• In the subject line, mention the purpose of the letter, such as "Offer/Quotation for [Quotation Details]."
• Begin with a formal salutation such as "Dear Sir/Madam" or "To [Receiver’s Name]."
• Reference any previous correspondence or inquiry from the client to provide context for the quotation.
• Enclose the quotation or offer requested by the client, ensuring it aligns with their specifications.
• Conclude with a courteous closing such as "Yours faithfully" or "Sincerely," followed by your name and contact information.

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Quotation Letter

Letter maker.

The role of quotation letters is to enable companies, organization and individuals to formally inquire about cost of services and products that another business offers. It’s a sensitive document because of the nature of the information that it contains. Naturally, you would want to write it to the best of your ability, without missing on anything. The best way to do this is to use ready-made templates. These have been professionally-created and thoroughly proofed. Not only are they detailed, but they also don’t have any grammatical mistakes. In this article, we tell you 10 quotation letter examples & templates that you can use to quickly create a professional letter that you send to your client. Read through to the end to learn more.

Quotation Letter Examples & Templates

1. cover letter for a cost quotation template.

• Google Docs

Size: A4 & US

This is a cover letter for a lost quotation. You will be called upon to write this type of letter to request for a quotation which had been sent to you but has been lost or misplaced. This template is intended to make it easy for you to complete your quotation letter. It has spaces where you insert your company name, address, phone number and email address of your organization. Everything is done for you, literally speaking, and the only thing you need to do is to insert your information. The format is also there, so you don’t have to worry.

2. Free Quotation Letter

If you’ve never interacted with quotation letters and you don’t know how to create a quotation letter, do not worry. This template accomplishes everything for you. Just key in your information and you are good to go. Also, you can easily edit it in words so you don’t require any special program or knowledge to edit it.

3. Price Quotation Letter

This is another quotation letter example that you can download and use on the go. Just attach it with your quotation sample and your client will be fully informed about all the important details of your company and its policies. Also, it will show your client the pricing details that they had requested for the services or goods. It’s easy to customize to your exact situation.

3. Sample Cover Letter for a Cost Quotation Template

• Apple Pages

Size: 65 KB

4. Price Quotation Letter Template

Size: 48 KB

5. Sample Quotation Letter

Size: 205 KB

This is a sample quotation letter that you can use as a guide to draft your letter. Available in PDF, the document is easily editable and you don’t need a sophisticated program to edit it. Thus, replacing the placeholder with your information won’t take long. Quotation letter examples come in handy when you are at a remote location and you need to send a quotation letter. You only need to go to the internet, download the form, type in your information and print the letter via Bluetooth. Just like that and you have your quotation letter.

6. Tender Quotation Letter

Size: 102 KB

There are many types of quotation letters and these depend on the purpose for which you want one. If you want to compose a quotation letter, it’s important that you adhere to the standard format. But with these templates, you really don’t need to know anything. The templates have the correct format, so there is no cause for worry.

Also, the template is available in a PDF format that you can easily download and access anytime, anywhere. Next time you want to write a flawless quotation letter, you don’t have to start from the ground up. This template will do you a world of good.

7. Quotation Enquiry Letter

Size: 119 KB

Send this quotation letter if you want to communicate information, or you want to request for a quotation proposal or sales quotation . This template enables you to include information about the estimated cost of particular services or products that a given company is selling. The document is often prepared by a business and sent out to prospective clients.

8. Request for Quotation Letter

With this template however, you don’t have to know how to create a quotation letter. It has everything you need, and the only thing that you will be doing is to replace the placeholder with your information. It offers a fast, efficient and timely way of generating your quotation letter. Even if you’ve never done this kind of letter before, you will manage quote well.

9. Sample Quotation Cover Letter

Size: 11 KB

This quotation letter example is written in a standard format that makes the information it contains to be easily coherent and visible. It is straightforward in nature, something that enables it to pass information from the business to the prospective customer succinctly and concisely. The ready-made template has placeholders that you will replace with your information, meaning that just about anybody can learn how to create a quotation letter with this template. And editing is couldn’t be easier. You can use Ms Word or Excel sheet to edit the template and key in your information. Because it is downloadable, it is available on the go. Therefore, if you should find yourself away from the office but you want to prepare this document and send it over to a client, just download and edit it and you are good to go.

10. Sample Vehicle Quotation Letter

Size: 513 KB

This sample vehicle quotation letter template offers a great guide to writing your own letter . Available in PDF, this template includes everything that needs to be in a standard letter and there means you won’t miss a thing.

The good news is that with this template, creating your quotation letter doesn’t have to be difficult. As it has the right format with all the type of information that you should provide, anyone really can prepare this document. It takes only minutes for you to replace the information here with yours, and you will have created a quotation letter, just like that.

11. Regret Letter for Wrong Quotation

Size: 38 KB

These things happen. Sometimes you can unknowingly write a wrong quotation. To undo it, you will need to write a letter. This template is an example of a letter that you can write when you want to apologize for a wrong quotation.

The letter is complete, and you can use it to quickly create your quotation letter. It has the right format, and clearly asks you to include all the necessary information that’ usually required of this letter. It makes it very easy to learn how to create a quotation letter, as all that one needs to do is to type in their information.

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

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.

• Should I bid on this RFP?: A guide
• AI RFP software: Build or buy?
• How to issue an IT RFP: Tips, templates and examples

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Find out why leading response teams across the world turn to Responsive for their Strategic Response Management and RFP software needs.

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Sample Cover Letter for a Cost Quotation

Download this Sample Cover Letter for a Cost Quotation Design in Word, Google Docs, Apple Pages Format. Easily Editable, Printable, Downloadable.

Get back to a client who has asked for a quotation of the products or services your business is offering when you use this Free Cover Letter for a Cost Quotation. Download this template anytime, anywhere and you can immediately edit it according to your specifics.

COVER LETTER FOR A COST QUOTATION

[NAME OF SERVICE COMPANY] [SERVICE COMPANY ADDRESS] [SERVICE COMPANY CONTACT DETAILS]

[MONTH DAY YEAR]

[NAME OF CUSTOMER RECIPIENT] [TITLE/POSITION NAME] [DEPARTMENT NAME] [BUSINESS NAME] [BUSINESS ADDRESS]

Subject: Cost Quotation for [TYPE OF SERVICE]

Dear Mr./Ms./Mrs. [CUSTOMER SURNAME],

Greetings! 

We are sending this cost quotation in response to your Request for Quotation dated [MONTH DAY YEAR] which you have sent through email. You have stated the need for [TYPE OF SERVICE] for the project that you are currently completing. 

Our company, [NAME OF SERVICE COMPANY], is one of the most reliable and credible entities to provide such services. The quality of services that we deliver to our customers is the best in the market.   

We are providing this cost quotation for a limited time only. Thus, we encourage you to send your feedback immediately to take advantage of a [00.0%] discount. We await your prompt reply to this cost quotation. 

If the quotation we have attached meets your specifications and needs, please inform us of how you would like to proceed with the business transaction. Otherwise, please advise us on what we need to revise and we will apply the changes in the cost quotation to suit your needs. 

Please do not hesitate to contact me through any of the following contact information: [CONTACT DETAILS]

Sincerely, 

[COMPLETE NAME OF CONTACT PERSON] [TITLE/POSITION NAME] [DEPARTMENT NAME] [NAME OF SERVICE COMPANY]

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• Sample Letters

Sample Quotation Letter Templates

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.

Quotation Letters

Love letters for girlfriend, sample internship acceptance letter templates, sample inform letter templates.

Download Quotation Letter Bundle

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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Letter Templates , Quotation Templates

Business Quotation Letter | Samples & Examples

Business quotation letters are by their nature written in formal business letter style and they are meant to transmit important cost information to a concerned organization or company. The letter’s style mainly depends on the relationship between the two parties. A quotation represents an offer for sale and is sent in response to an organization or person’s inquiry. A business quotation letter contains details about the prices of specific goods, the way the payment will be made and conditions of delivery.

The business quotation letters are divide into the following types: Requests for proposals, Requests for quotations, Invitations for bids, and  Requests for information .

Request for Proposal

Requests for proposal or  RFP  offer details about the customer’s needs to buy. The customer sends a request for a proposal letter or emails to the vendor on specific product, project or service. And vendor sends a detailed proposal as per requested, along with cost, word strategy, required time duration, etc.

Request for Quotation

Request for quotation or  RFQ  are made when customers want to buy massive quantities. RFQs can be very detailed and obviously lengthy, but they are not longer than an  RFP . Generally, they consist of cost data.

Invitation for Bids

Company sends this invitation for bids quotation letter to multiple vendors and ask them to bid for the lowest cost along with maintaining the same work quality and time frame. A bid form usually attached with the letter that represents the existing offers and blank spaces to fill in required details.

Writing Tips for a Quotation Letter

Whoever you are writing the business quotation letter to, write it as if the receiver only has a minute or two to look over it. To be effective, a business quotation letter must have short bullet point lists to draw consideration. The opening paragraph must attract the reader’s attention and let him know why he should choose your services. You must choose how to write your first paragraph wisely because it can make the difference between being read or being thrown in the trash.

Moving on to the next paragraph of your  business letter , it must allow the reader to recognize the benefits of your proposal . Show them how your services can improve and increase their business. Another way of keeping as much time as possible the attention is to break down the letter into small parts because people tend to pay more attention if the letter seems shorter and well-structured (paragraphs of four to five sentences).

Most business quotation letters include contact information in their headers, such as the sender’s name, phone number, and address. Following the contact information comes the date when the letter was sent. In the case of a business letter sent via email, the letter should start with a formal salutation and get straight into the subject.

The Business Quotation Letter’s Format is the Following:

Your name, address, city, zip code, phone number and email address should be included in the contact information. Following the contact info is the date. After these comes the contact information about the person or company you are writing to, the formula of salutation, the body of the business quotation letter, complimentary close and your signature (handwritten signature if the letter is mailed).

These are the main steps in writing an appropriate business quotation letter. To sum it up, a business quotation letter must provide the information in short and clear sentences, attract the attention of the reader, show respect and lack errors. If you follow these steps, then you can write a proper business quotation letter.

Sample Business Quotation Letters

This sample represents a price quotation request letter for products that a company requires to upgrade its systems.

Sample Letters

Following are some sample letters to help you with sentence structuring and format:

Letter of quotation to customer sample

Dear valued Customer,

I noticed your recent inquiry about the price of shipping fairly used laptops to Kenya. At the requested amount, tax inclusive, this will cost you $16700 per month for 40 pieces.

Since you are a new customer and we wish to retain you as our loyal client and show you how much we value your potential business, we are willing to offer you a 15% discount off your monthly purchases for one year, provided you stick to our agreed terms within the next 60 days.

We really appreciate you, and we look forward to working with Teck World Kenya. We hope this is the beginning of a long and prosperous business relationship.

Yours Sincerely,

Francesca Orea

EX- U.K. laptop company.

Letter of quotation request sample

Premium Wallpapers Limited,

6654, Kijani Ridge,

New Orleans.

Dear Mr. Kevin,

I am writing to request a price quote for installing wallpapers in my home.

I have a seven-bedroom mansion, and I would like to install wallpapers in all the bedrooms and my living room. I would like you to send one of your workers to do a measurement of my house to obtain the accurate square feet of the rooms. I will cater to this fee. You will also be required to paint my entire house. I will source my own paint.

Kindly provide me with the pricing information and expected finishing time for this job. I intend to hire someone who can complete it within one week. Please remember to account for that in your proposal.

Kevin Bryant.

Letter of quotation acceptance sample

Dear Home Internet Service provider,

I am grateful for the quote you provided on September 24, 2020, for installing WIFI throughout my residential suite.

A total of $ 8,937 meets my designated budget; therefore, I would like to accept your service officially.

I would really appreciate it if you complete the job by October 12, 2020. If this is feasible, kindly let me know when you are ready to start the work to prepare my tenants accordingly.

Kindest regards,

Dr. Jeanette Washington

Lamarche Residential Suite.

Free Downloadable Templates

Lastly, here are free editable templates that can be used as per needs:

Keep reading

Free quotation letter / email templates.

Quotation Templates

Free Quotation Templates for Small Businesses

Business Templates , Quotation Templates

12 Business Quotation Letter Templates (Editable)

Free quotation letter / email samples.

Letter Templates , Budget Templates , Quotation Templates

Quotation cover letter

Basically, a quotation cover letter will cover what’s known as a formal quotation or a contract. Usually, when a signature is required by a customer so that an order can begin being processed, this is what will be required.

This is simply just a protocol to begin working and building a stable business relationship.

Starting to Write

Let the reader know that the quotation is enclosed for the job to begin and they must sign it.

Ask the reader if the quotation matches their specifications or needs and if business is ready to begin.

Encourage the reader to apply now while prices are low.

If the terms have an ending date, then be sure to specify them.

Sample quotation cover letter

Dear Mr. Coffey,

We discussed this last week, and I’m here to present the quotation for the computer system as discussed. Hopefully, this quotation reflects everything that we covered during the meeting. If there’s something that needs a revision, then please let us know.

We need to know how to proceed if everything is quoted as described. What we would prefer to do is to lease out the system with low monthly payment, but it’s up to you of course. While we do offer the system for an outright purchase, that isn’t a common option that people like to take as it can be expensive. I would hurry though, because we don’t control the market for the pricing and once the manufacturer’s pricing goes up, so does ours. These prices are only going to last for 30 days, so I would act fast.

Related Letters

Other letters.

support your career

get the interview & get the job

• Career Development

How To Choose a Quote for Your Cover Letter (With Template and Example)

Dear [CONTACT NAME], As we previously discussed, here is a preliminary quote for [YOUR PRODUCTS/SERVICES] for [YOUR CLIENT]. If you agree with the quotation, please let us know how you would like to proceed. If not, please let us know and we will work to quickly change the quote to better suit your requirements. To fit your operating budget, we can set up a payment schedule with low monthly payments. Of course, it’s also possible to buy the [YOUR PRODUCTS/SERVICES] outright. But I urge you.

Why include a quote in your cover letter?

Quotes typically appear at the beginning of cover letters. They may introduce concepts, sentiments, or context that the author believes a hiring manager must comprehend. Successful cover letter quotes relate the citation’s goals to deeds and achievements from prior positions. While there are many reasons why people include quotations in their cover letters, they usually try to accomplish one of the following objectives:

What is a cover letter quote?

A quote in a cover letter is a statement or phrase that is credited to another person. Cover letter quotes are an alternative to the conventional cover letter format that may also help hiring managers remember your cover letter. Quotes in cover letters frequently come from business executives, senior management, or pertinent written material that reflects the writer’s character, temperament, or writing style.

Tips for cover letters with quotations

Take into account the following advice when selecting the ideal quote for your next cover letter:

How to choose the best quote for your cover letter

The steps listed below can assist you in creating a cover letter with the ideal quote:

1. Establish why you want to use a cover letter quote

If you’re thinking about including a quote in your cover letter, consider the following:

Knowing why you want to use a quote in your cover letter will help you make a more informed decision about which quote is most appropriate for the job and industry you’re applying for.

2. Determine what makes you stand out

Reviewing your professional and personal experience can help you identify the qualities that set you apart from other applicants when selecting a quotation for your cover letter. Heres an example of determining this in action:

Areeya is putting in a software engineer job application at a Japanese business. She spent two years living in Japan and speaks both English and Japanese with ease. She gained a lot of knowledge about various work practices while she was studying abroad, which affected how she structured her workday. She makes the decision to highlight her work ethic and multiculturalism as special qualities she can bring to her future employer.

Consider looking at your: To determine what makes you a unique candidate, consider:

3. Check for documentation of positive employee reviews

A great way to offer objective support for the qualifications listed in your cover letter is through employer feedback. Consider succinctly quoting your present employer or mentor in your cover letter if they have conducted an employee review, one-on-one meetings, or given encouraging written feedback. Additionally, you might think about requesting brief recommendation letters from your present employer, previous boss, or a local official. Testimonials can demonstrate to a hiring manager your influence in the workplace, your commitment to upholding your reputation, and your potential for success in a new role.

4. Select a quote that matches your style

Consider the attitude you want to project when selecting the quotation to use in your cover letter, taking into account things like:

Quote cover letter template

[Your first and last name] [Your phone number] [Your email address]

[Date you submitted your application]

Who said “Your cover letter quotation” and why it’s significant

Dear [Hiring managers name],

My name is [your name] and I’m writing to you regarding the [job title] position at [organization name]. With over [number] years of experience in [try referencing the requirements from the job advertisement here] and [mention your certifications, licenses, or other documents] I’m eager to continue working in [your industry] for [name of the company], particularly in [certain areas].

I completed [your program of study] and received a [degree] in [major]. I obtained my [additional licensing not previously mentioned] in [year] and started working for a former employer. As a [your previous position], I [explain your actions at work and the results] Over the course of my career in [industry], I’ve [made a significant long-term impact at work], which [list a quantifiable result of the impact you had]

[Mention ethics you and the organization have in common]. I spent [number] years working for [your former employer], [a thorough list of the actions you took and their associated outcomes]

Thank you for your consideration. I look forward to discussing this position with you soon.

[Your name]

Example of a cover letter with a quote

Areeya Suwannasook 555-456-7890 [email protected]

January 3, 2022

Areeya is a person who views a challenge as a chance to connect with others. Her experience with Python and bilingual background enable her to effectively, empathetically, and successfully lead junior engineers. ” – T. Watanabe, President of Kyoto Software.

Dear Hiro Yakamoto,

My name is Areeya, and I’m writing to you regarding the position of software engineer at Tokyo Materials. I have more than ten years of experience using Javascript, C++, and Python and am certified by the Engineering Association. With Tokyo Materials, I’m excited to continue my career as a software engineer, especially in developing Python-based software.

I earned a bachelor’s degree in computer science from Tokyo University. I participated in an Engineering Association-hosted coding boot camp in 2010 and started working for Kyoto Software as a result. I worked with my team to develop accounting software using Python as a junior software engineer, and the program we produced brought Kyoto Software over $1 million. Over the course of my software engineering career, I have successfully led three teams of Japanese and English speakers by utilizing my bilingual background and Japanese work ethic. This has led to my employer promoting me to senior software engineer.

My personal engineering strategy is to continuously enhance software while lowering costs. I managed project planning for 40 different programs during my seven years with Kyoto Software, encouraged new hires to reach their full potential, and oversaw the creation of new software.

Areeya Suwannasook

The 4 Sentence Cover Letter That Gets You The Job Interview

How do you write a cover letter for a quote?

• Ensure it’s adding value. Ensure that any quotation you choose to use is pertinent to the position, highlights your achievements, or is consistent with your experience.
• Let it reveal your passions and goals. …
• Use it to demonstrate why hiring managers should choose you.
• Keep it brief.

Should I put a quote in my cover letter?

A well-placed quotation from a professional will improve your cover letter, leave a favorable impression on the reader, and draw attention to you as a considerate individual who is not only applying for a job but is also eager to improve the company with wise counsel and new ideas.

Can I put a quote on my resume?

Including a quote in your resume is uncommon, but you may do so if you’re especially proud of the compliment or recommendation you received or if you believe it will increase your credibility.

What is a quotation letter?

A quotation letter is a formal letter used to provide a price estimate for a specific good or service. When a customer requests a quotation letter, a seller or service provider sends one.

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