Quotation Letter
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.
What is Quotation Letter?
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Quotation Letter Format
Opening Remarks
Greeting: Begin with a professional and respectful greeting.
Example: “Dear [Client’s Name]”
Introduction
Purpose: State the purpose of the letter by specifying that you are providing a quotation for requested goods or services.
Example: “We are pleased to provide you with a quotation for the products and services you inquired about.”
Quotation Details
Item Description: Provide a clear description of the goods or services being offered.
Example: “The quotation below outlines the specifications for the products you requested.”
Quantity and Pricing: List the quantities and corresponding prices.
Example:
Product/Service 1: [Quantity] x [Price per Unit] = [Total Price]
Product/Service 2: [Quantity] x [Price per Unit] = [Total Price]Additional Costs: Include any applicable taxes, shipping, or additional fees.
Example: “Please note that applicable taxes and shipping charges are calculated separately.”
Terms and Conditions
Payment Terms: Specify the payment terms, such as when payment is due and acceptable methods.
Example: “Payment is due within 30 days of the invoice date. We accept bank transfers, credit card payments, and checks.”
Validity of Quotation: Indicate how long the quotation is valid.
Example: “This quotation is valid for 30 days from the date of this letter.”
Delivery Time: Mention the estimated delivery time if applicable.
Example: “The estimated delivery time is 10-15 business days from the date of order confirmation.”
Closing Remarks
Summarize: Briefly recap the main points of the quotation.
Example: “We hope this quotation meets your expectations and look forward to working with you.”
Final Thanks: Offer a final word of thanks and indicate openness to further discussion.
Example: “Thank you for considering our services. Please feel free to contact us if you have any questions or need further clarification.”
Farewell
Goodbye: End with a polite closing.
Example: “Sincerely
[Your Name]
[Your Position]
[Your Company Name]”
Quotation Letter Example
Good day [Client’s Name],
We are pleased to provide you with the requested quotation for the products and services outlined below.
First, I would like to thank you for considering [Your Company Name] for your needs. We value your business and are dedicated to delivering high-quality services.
Here is the detailed breakdown of the quotation:
Product A: 50 units x $10 = $500
Product B: 100 units x $8 = $800Please note that applicable taxes and shipping charges will be calculated separately. Payment is due within 30 days of the invoice date, and we accept bank transfers, credit card payments, and checks.
The validity of this quotation is 30 days from the date of this letter. Delivery time is estimated to be 10-15 business days after order confirmation.
We are confident that our offer meets your expectations, and we are looking forward to working with you. Please do not hesitate to contact us if you need any further information or clarification.
Thank you again for considering [Your Company Name]. We are excited to assist you and look forward to a fruitful collaboration.
Sincerely,
[Your Name]
[Your Position]
[Your Company Name]
Short Quotation Letter Example
Dear [Client’s Name],
Thank you for considering [Your Company Name]. Below is the quotation for the products you requested:
Product A: 50 units x $10 = $500
Product B: 100 units x $8 = $800Please note that taxes and shipping fees will be added. Payment is due within 30 days, and we accept various payment methods.
This quotation is valid for 30 days, and the estimated delivery time is 10-15 business days.
We look forward to working with you. Please reach out if you have any questions.
Best regards,
[Your Name]
[Your Position]
[Your Company Name]
Quotation Letter For Business
Request For Quotation Letter
Quotation Letter For Services
More Quotation Letter Examples and Samples
Quotation Letter Examples & Templates
1. Cover Letter for a Cost Quotation Template
2. Free Quotation Letter
3. Price Quotation Letter
4. Sample Quotation Letter
5. Tender Quotation Letter
6. Sample Quotation Cover Letter
7. Sample Vehicle Quotation Letter
8. Regret Letter for Wrong Quotation
How to Write Quotation Letter?
A quotation letter is written in response to a request for a price quotation from a potential client or customer. It provides details about the cost, terms, and other conditions related to the products or services offered. Here’s a step-by-step guide on how to write a quotation letter:
Sender’s Information
Include your company’s details at the top, such as:
Company name
Address
Contact number
EmailDate
Mention the date when the letter is being written.
Recipient’s Information
Include the recipient’s details:
Name of the recipient or the company
Address
Contact informationSubject Line
The subject should clearly state the purpose of the letter. For example:
Subject: Quotation for [Product/Service Name]Salutation
Begin with a formal salutation like:
Dear [Recipient’s Name],Introduction
Start with a polite introduction, acknowledging the request for a quotation. For example:
Thank you for your inquiry regarding [product/service]. We are pleased to provide you with a quotation as requested.Body of the Letter
In the body, provide the following details:
A clear description of the product or service
Quantity, if applicable
Price per unit or service charge
Any discounts, if applicable
Delivery or completion time
Payment terms (e.g., 30% upfront, net 30 days, etc.)
Terms and conditions, including warranties, return policies, or guaranteesConclusion
Conclude by inviting further communication and thanking the recipient. For example:
Please feel free to contact us if you have any questions or need additional information. We look forward to doing business with you.Sign-Off
Use a professional closing such as:
Sincerely,
Best regards,Signature
Include your name, position, and contact details below the closing.
Tips for Quotation Letter
Here are some tips for writing an effective quotation letter:
1. Be Clear and Concise
- Clearly state the purpose of the letter, and provide all necessary details without overloading the letter with unnecessary information.
- Use short paragraphs and bullet points if possible for easier reading.
2. Customize the Letter
- Tailor the quotation to the specific needs of the customer, mentioning their name, the specific product or service they requested, and any other personalized details.
3. Use a Professional Tone
- Keep the language formal and polite, ensuring a professional tone throughout the letter. Avoid overly casual language.
4. Detail All Costs
- List every cost item separately, including taxes, shipping, and other charges if applicable, so that the recipient has a clear idea of the total price.
5. Mention Discounts (If Any)
- If applicable, clearly mention any discounts or special offers and the conditions under which they apply.
6. Include Terms and Conditions
- Ensure that payment terms, delivery timelines, and other conditions like warranties or return policies are clearly stated.
7. Provide Contact Information
- Make it easy for the recipient to contact you for any questions or clarifications. Include your phone number, email, and other relevant details.
8. Be Timely
- Respond to a request for a quotation as promptly as possible. A quick response shows professionalism and interest in securing the business.
9. Ensure Accuracy
- Double-check the details like pricing, terms, and quantities to avoid any errors or misunderstandings.
10. Follow Up
- Consider following up with the recipient after sending the quotation to confirm receipt and answer any questions they may have.
FAQS
When should I send a Quotation Letter?
You should send a quotation letter when a potential client or customer requests pricing details for a product or service, either through a formal inquiry or a request for a proposal (RFP).
Can a Quotation Letter include discounts?
Yes, if applicable, you can include details of any discounts being offered. Be sure to clearly state the terms of the discount, such as if it applies only to bulk purchases or is valid for a limited time.
What is the validity period of a Quotation Letter?
The validity period refers to how long the quoted price is guaranteed. For example, you can state, “This quotation is valid for 30 days.” After the validity period, prices may change.
What are the payment terms in a Quotation Letter?
Payment terms specify how and when the client must pay for the goods or services. For example, you may require full payment upfront, or offer credit terms such as “50% upfront and the remaining 50% upon delivery.”
What should I do if there are changes after sending the Quotation Letter?
If any changes occur (e.g., price adjustments, product availability), you should promptly notify the recipient and send a revised quotation letter, clearly mentioning the updates.
Can a Quotation Letter be sent via email?
Yes, many quotation letters are sent via email as it is a fast and convenient method of communication. However, ensure that the letter maintains a professional format and tone, even when sent electronically.
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