Quotation Format Letter

writing quotation letter

Have you got a request from a potential customer to share a quotation for your products or services over email? You can use one of the quotation format letters provided in this article to send a professional reply to your customer. 

Sample format for quotation letter

You can make use of the following quotation format emails to send a quotation response with all the details of the product/ service offered in the letter body.

From,
Your name
Organization name
Organization Address
Contact number
Email address

To,
Inquirer Name/ Company name
Address if available

Date: 

Subject: Quotation for Products/ Services in response to Inquiry No XYZ dated 12th December 2021

Dear Madam/ Sir,

Thank you for your inquiry for the supply of XYZ product to your esteemed organization.

Your company name is a reputed manufacturer/ supplier of high quality product name and has been in the market for over 20 years. Some of our esteemed clients include ABC Private limited, DEF group etc.

We are delighted to share our quotation for your requirement as requested. Please find below the details of the products that you are interested in and the corresponding pricing.

ItemUnitQtyPriceTax RateAmount

All our products carry a warranty of 1 year from the date of purchase. We also provide a very competitive payment term of 2% 14, Net 30, which is one of the best in the market.

I am also attaching a catalogue of our entire product line which might be useful for you to decide the exact product to meet your requirement.

I request you to kindly provide me the opportunity to meet you in person and understand your requirements and identify the best solution that we can offer. 

Kindly contact the undersigned if you need any further clarification or information regarding your requirement.

Expecting your positive response at the earliest,

Yours faithfully,
Your Name
Designation
Contact No and email

Sample Quotation Format Email Template

It may not be always practical to send all the product details in the letter body itself if there are many items in the quotation.

Therefore the best solution, in this case, is to create email response templates, attach the quotation as a PDF to the email and send it to your customer.

The following quotation format email response comes handy in this scenario.

From,
Your name
Organization name

Organization Address
Contact number
Email address

To,
Inquirer Name/ Company name
Address if available

Date:

Subject: Quotation for Products/ Services in response to Inquiry No XYZ dated 12th December 2021

Thank you for your inquiry for the supply of XYZ product to your esteemed organization.

Your company name is a reputed manufacturer/ supplier of high quality product name and has been in the market for over 20 years. Some of our esteemed clients include ABC Private limited, DEF group etc.

We are delighted to share our quotation for your requirement as requested. Please find attached our quotation as per your requirement along with this email. I am also attaching a catalogue of our entire product line which might be useful for you to decide the exact product to meet your requirement.

I request you to kindly provide me the opportunity to meet you in person and understand your requirements and identify the best solution that we can offer. 

Kindly contact the undersigned if you need any further clarification or information regarding your requirement.

Expecting your positive response at the earliest,

Yours faithfully,
Your Name
Designation
Contact No and email

Software for managing Quotations

Sending a detailed and well-drafted quotation format mail may not be practical if your staff are not very skilled in responding via email or you have to create a large number of quotations.

In this case, you can use our free online sales management tool to create quotations and send it to your customers using predefined email templates.

Learn how you can create and send quotations using Zenys.

Download Free Quotation format in Word, Excel and PDF

Choosing the right quotation format will clearly outline the details of products and services you are offering and also other important information to your customers. We have also included the links to download free quotation formats in word, excel and pdf. Download them and start customizing.

Why is a quotation letter required?

It is indeed common that customers to reach out to multiple suppliers to get quotes over email. For some companies, this might be a part of the purchase process. 

Or in case it could be that the customer is urgently looking for a purchase and they currently don’t have a suitable vendor.

Once you receive such a request the next step is to send an official email reply to the inquirer with all the details and quickly close the deal.

Today, most of such communication happens over email. But there may be some cases such as Government organizations that might insist on sending a quotation letter in hard copy or as a scanned copy over email. (You can use the above format for quotation letter to draft your email.)

Information required in quotation format letter

Let’s see what information you should capture in a quotation letter.

  • To start with the details of your business such as organization name, address and contact information should be provided for future reference. 
  • Then the details of the customer to whom you are sending the quotation
  • Subject of the letter
  • The details of products and services including the pricing and also any additional charges
  • Any discounts and promotional schemes that you are offering
  • Terms of placing the order such as minimum quantity
  • Payment terms that you are offering
  • Lastly whom to contact for clarifications or placing the order

You can also modify these quotation letter formats in word, or in google sheets as per the context and reply to your customers.

Summing it up

It is very important to send error free and professional quotation letters to your customers. You can also use the format for quotation letters provided in this article or use Zenys to send quotation letters as emails using predefined quotation format mail templates.

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