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
- Email body
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.
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!
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!
Supercharge your communication with Flowrite
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