email cover letter for quotation

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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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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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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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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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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Table of Content

7 quotation email samples

Requesting an initial quote, requesting a revised quotation, requesting a quotation for cost details, requesting a quotation for a bulk purchase, requesting a quotation from a supplier, requesting a quotation from a vendor, responding to the request for a quotation, send professional and persuasive quotation letter with hix.ai, format for quote request emails, how to write a quotation email (format & samples included).

If you're in search of the perfect supplier who can provide the goods or services you need, it usually starts with asking for a quote that contains a detailed breakdown of the pricing structure, terms, and project scope. To do this, you might need to send a quotation email .

For your reference, this article provides 7 quotation email samples and a step-by-step guide to help you craft a captivating quotation mail format. You will be able to create a professional and effective quotation letter, which enables you and other companies to establish a business connection quickly.

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Create Perfect Quotation Emails Effortlessly

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This part provides 7 quotation email templates that cover various products, services, and situations. For a better understanding of quotation mail format, go through the given samples. Before deploying them in your business, remember to modify and adjust the content.

This is the most commonly used type of quotation email and is usually sent to multiple providers. When you first send an inquiry email to a service provider asking for a quote, you need to start by introducing yourself and explicitly telling the counterpart your main purpose of writing.

In the body of the initial quotation email, provide a vivid description of your desired products or services and ask for all wanted information such as itemized costs, quantity, delivery terms, payment terms, and any other relevant terms and conditions.

Dear [Recipient's Name],

I hope this email finds you well. I am writing to request an initial quote for [specific product/service].

As we are currently in the process of evaluating potential providers, we would appreciate it if you could provide us with a comprehensive quote that includes all necessary details such as pricing, delivery timeline, and any additional charges.

Furthermore, kindly inform us of any minimum order quantities or discounts that may be applicable to bulk orders.

Please send your quote to [email address] by [desired date]. If you have any questions or require clarifications, please feel free to reach out.

Thank you for your attention.

Best regards, [Your Name]

If the response you received doesn't cover all your requirements, or there are changes or adjustments to the original quotation files, you need to compose a quotation email requesting an updated version of a previously provided quotation.

In the revised quotation request email, you should clearly explain why you need a revision and what you specifically want to avoid misunderstanding.

I hope this email finds you well. Thank you for providing the quotation. However, upon reviewing it, I found that it does not cover all our requirements. There are some changes and adjustments that need to be made.

Could you please provide us with an updated version of the quotation that includes the necessary changes? We appreciate your attention to this matter.

Thank you for your prompt assistance.

This type of quote request is much simpler than other templates as you primarily focus on the pricing of a specific product or service, such as material prices, labor rates, transportation costs, and service fees.

Be sure to make a precise and detailed request so that you can receive accurate and informative quotations from suppliers.

I hope this email finds you well. I am writing to request a quotation for cost details. Specifically, I would like to inquire about the pricing for the following items: material prices, labor rates, transportation costs, and service fees.

Could you please provide me with a detailed breakdown of these costs? Additionally, if there are any discounts or special offers available, kindly include that information as well.

Thank you for your attention to this matter. I look forward to receiving the quotation at your earliest convenience.

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Read also: How to request something emails (5 samples & templates)

It is a common situation in business-to-business transactions that you are buying products in large quantities. This quote request template for bulk purchases can help you inquire about the details of any discounts or other special offers for which you might be eligible.

Then you may compare costs to discover the service or product that offers the best value and save budgets for your business.

I hope this email finds you well. We are currently planning a bulk purchase of [product name] for our company. We are interested in purchasing a large quantity of [product name] and would like to request a quotation from your company.

We would appreciate it if you could provide us with the following information:

1. Unit price for [product name] in bulk quantities (approximately [quantity])

2. Any available discounts for bulk purchases

3. Delivery timeframe and estimated shipping costs

4. Payment terms and options

Additionally, if there are any other special offers or promotions, please let us know.

We look forward to your prompt response and appreciate your attention to this matter.

Thank you and best regards, [Your Name]

Read also: 40+ Streamlined Thank You for Your Order Email Templates + Writing Tips

Requesting for quotation from suppliers is crucial to reduce costs and boost efficiency if your organization uses several upstream suppliers to manufacture its products or provide its services.

These supplier quotation emails are often customized for each item or service that different sellers supply. However, the inquiry should include the consistent information you are seeking to learn for comparison if you are sending it to sellers that offer the same material, goods, or service.

Hope this email finds you well. I am writing to request a quotation from your esteemed organization for the [product/service]. We are considering various suppliers in order to reduce costs and improve efficiency in our organization.

Kindly provide us with a detailed quotation including the pricing, terms and conditions, delivery timeline, and any other relevant information.

Please send the quotation to [email address] by [deadline]. Feel free to contact me if any clarification or additional information is required.

Thank you for your prompt attention to this matter.

Read also: How to ask for a reference in an email (5 samples & templates)

The selection of vendors (retailers and resellers) is crucial to the success of any business since they assist in expanding the market and increasing profitability.

Explain the requirements and expectations of the vendors in the vendor quotation email, and request quotes based on these criteria.

I hope this email finds you well. I am writing to request a quotation from your company for the following items:

Please provide us with a detailed quotation including the unit price, quantity discounts (if applicable), and any additional charges such as shipping or handling fees.

If you have any questions or require further information, please don't hesitate to contact me. We are looking forward to receiving your quotation by [Deadline].

Your business will also get quote inquiries from prospective customers as part of the supply chain. When writing to respond to a quotation request, it's important to provide a clear and comprehensive response that shows your gratitude for the opportunity and addresses each requirement.

It is highly advised that you use bullet points, tables, lists, links, and attachments to cover all the requested information and ensure accuracy and clarity.

Thank you for considering our company for your quote request. We appreciate the opportunity to provide you with our products/services.

In response to your request, please find attached our comprehensive quotation that addresses each requirement specified. We have ensured that all details and pricing are clearly outlined.

If you have any questions or require further clarification, please do not hesitate to reach out. We are available to discuss any aspect of the quotation that you may require.

Thank you once again for considering our company. We look forward to the possibility of working with you.

HIX.AI is an online ChatGPT-powered writing helper system with 120+ writing tools. Its AI email writer tool can help you compose and write an email for various uses. It utilizes advanced artificial intelligence techniques, particularly natural language processing and machine learning to automate and enhance your email communication.

How HIX.AI's email generator assists you in writing a quotation email

Automated email subject line generation . HIX.AI can generate a captivating and outstanding quotation email subject line according to your requested details.

Improved email content . HIX.AI can enhance your wording to better express your request, reasons, and expectations in a quotation letter.

Wide support of languages . HIX.AI can create and translate emails for a request of quotations in more than 50 languages, making email communication between your business and international partners and clients easy.

If you would like to write a quotation email from scratch, this part describes a proper quotation mail format. You can follow the structure and tips to create a compelling quotation email.

A quotation email should consist of three main components:

• Subject line
• Email closing

Quote request emails subject line

In a quotation email, use a clear and concise subject line that specifies the purpose of the email to demonstrate your professionalism. Meanwhile, the brief and to-the-point subject line helps the recipient identify the nature of the email immediately and prioritize it accordingly.

Avoid ambiguous or informal wording that may confuse the recipient and then slow down the communication. It is a good idea to include your company name in the subject line to ensure that the recipient recognizes the email fast.

Some examples of clear and concise subject lines for a quotation request email:

• Quotation Request: [Product/Service Name] - [Your Company Name]
• Urgent Quotation Needed: [Product/Service Name] - Request from [Your Company Name]
• Request for Quotation - [Your Company Name] - Deadline: [Date/Time]
• Inquiry about [Product/Service Name]

Quote request emails body

The body of a quote email contains all the requirements, reasons, explanations, and relevant supporting materials in detail that you want to send to a supplier. A complete quotation email structure should contain the following content. The layout can be modified to suit your needs.

• Greetings - Address the recipient by name with a polite salutation
• Introduction - Introduce yourself or your company to provide context for obtaining a quotation
• Request for quotation - Clearly state your request for a quotation
• Description of requirements - Clearly outline the products or services and specific details you are seeking a quotation for
• Attachments - Attach any supporting documents to provide additional information
• Deadline - Specify the deadline or timeframe by which you would like to receive the quotation

Quote request emails closing

At the end of a quotation letter, provide your contact details, including your name, position, company name, email address, and phone number for the recipient to easily reach out. It is also important to add a polite closing remark to appreciate the recipient's cooperation in advance. Sign your name, title, and company to end the email.

The goal is to enable suppliers and vendors to respond with an accurate and comprehensive quotation, so while writing a quotation email you should be clear and specific and maintain a professional and courteous tone throughout the email.

If you still find this task challenging, consider using the AI email writer by HIX.AI to help you create a formal quotation letter as well as construct a proper response to a quote request.

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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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How to Write Quotation Emails to Customers

Whether or not your quotations accomplish the intended goal depends in large part on how well-written they are. Everything you need to know about writing quotations in emails will be covered in this post.

Requests for Quotations (RFQ) were traditionally published in print media or sent out by formal letter to organizations to submit the requested quotations.  This entire process took so much time but with email services, the turnaround time on requesting and receiving quotations has been significantly reduced.  Though the act of requesting a quotation and responding to a request for quotation are both referred to as “writing quotation emails” the requirements and considerations are quite different.

An email requesting for a price quotation or specifications from an organization is quite straight forward and can be easily accomplished using your existing knowledge of good email writing skills and etiquette .  A request for quotation email simply:

• Introduces the requesting organization
• Clearly states the needed goods, services or quotations
• Provides some information/background on the need/request
• Provides any other relevant information or sets a timeline for feedback
• Ends with typical email pleasantries

Writing a quotation email in response to a request for quotation from a client is far more technical!  Geoffrey James in his article “ The Tricky Business of Giving Price Quotes ” referenced sales guru, Michael Pedrone of www.salesbuzz.com and accurately pinpoints the challenges in responding to quotation emails.  A client email requesting for a quotation could merely be “research”, the client may be asking other businesses or service providers to submit quotes and comparing prices, the requester may or may not be the key decision maker!  With all these variables and uncertainties, merely responding to this request like any other email and just sending the requested information, would be disadvantageous to your business.

Mr. James suggests going the extra mile to call or email the requesting party, before responding with your quotation, to ask clarifying/qualifying questions in order to ensure you respond with a quotation that accurately meets their needs and projects your organization as the best fit for the job.

Here are some tips to keep in mind when writing a quotation email to a customer that has requested a quotation:

Clarify the Client’s Requirements and Respond to Them

Before writing a quotation email to any client study the request for quotation carefully and contact the client for any necessary clarification.  Take the time to outline all the client’s requirements and identify your product/solution that meets their need.

The worst mistake you can make when responding to a request for proposal is to provide a quote that is unfit for the client’s purpose.  Customers will often provide some information/background of what they need and why.  Your ability to fully comprehend their desires and identify the product/solution that best meets their need communicates your expertise and competence to provide the required service.

It is never enough to simply send the client your price list.  Your complete price list should be an attachment to the email but identify the best options for the clients specified needs/requirements and detail them in your email response.

Email Example for Writing Quotation Emails to Customers

For example, your organization is a software development firm that creates bespoke solutions for organizations.  A school owner has sent you an email requesting your quotation to develop a website.  She states in her email that she wants a website that people can visit to get information about her school and parents can use to complete the registration of their children/wards, check the reports/performance of their wards and make payments.

Responding with a generic email like the one below does not show an understanding of her needs and misses the opportunity to connect and create an impression on the client:

Sample of Poor Response

Sample of good response, ensure all preferences and requests are factored in.

Pay attention to conditions and service preferences mentioned in the client’s request for quotation and how such requests may affect your prices.  An example of some preferences to watch out for include:

Time Constraints : What is your typical turnaround time on delivery, installation or execution of your solutions? What is your standard operating procedure when a client requests a shorter time frame?

Holidays/Weekends: Do you work on weekends and holidays?  Do you charge extra for weekend and holiday deliveries/jobs?

Additional Features : As seen in the example above, if your product/service can be customized or features can be added on, clearly capture the various prices for each feature.

Make Your Response Client Specific

Resist the temptation to take the shortcut of editing old emails or copy-pasting content to send out to customers.  When writing a quotation email, personalize the content for the specific client. Use the opportunity to demonstrate your expertise in your field or an understanding of the client’s business or industry.   Consider all alternatives and options that can help the customer achieve their objectives as captured in their request for quotation, and demonstrate your knowledge by recommending solutions or options not captured in the original request.

By taking this consultative approach and demonstrating your understanding of the customer’s needs and business, you set yourself apart from your competitors.

How to Write a Quotation Sample Email

This section of this article will discuss how to write a quote for a job or service you render. We will cover everything you need to know to write a quotation sample to get approval.

Introduction

This is one of the most important parts of your email as it sets the tone for the rest fo your email. It explains the email and gives the client a taste of what to expect from your quotation.

This section should begin with you greeting the client. When greeting the client, do not make the mistake of addressing the email to literally anyone in the company. Ensure it is personalized.

Provide Context

This section of your letter ties into your introduction and takes it a step further by providing context to what the rest of the email is about. It should also mention anything the client should expect before the actual quote.

Present the Quotation

This is easily the most important part of your email. It should clearly list everything about the quotation for the services you’re rendering. This means:

• A list of the products or services.
• Prices of the products or services.
• Available discounts or tax information
• Payment terms and options
• Other relevant information related to the quote.

Call to Action

A call to actions tells the recipient what you expect them to do after reading your quote. Depending on the nature of your business and preferred mode of communication, you can ask the client to schedule a call, book a meeting or reach out to you to continue the conversation.

Also, mention that they can reach out to you if they have any questions or inquiries.

Thank the recipient for their time and consideration and sign off with a polite closing remark and your name.

Sample 1. Quotation Email to Make a Quote for A Client

Sample 2. quotation email to write a quotation for services, sample 3. quotation email to write a quote for a job.

Be professional and proactive when writing quotation emails to customers.  Your ability to present your quotation in a way that demonstrates your understanding of your customers’ needs and the competence of your organization to deliver will set you apart from the competition regardless of the actual price of your goods/service relative to that of your competition because ultimately smart individuals and organizations are looking for quality and value, not just low prices.

Check out more Email Templates and Samples for Writing Quotation Emails to Customers

About The Author

Chinazom Elizabeth Izuora

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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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Email template for quotation and best practices

Quotation emails are an essential part of the purchasing process for businesses.

They enable buyers to request price estimates from vendors and negotiate the terms of a sale. They also assist vendors in providing pricing information and clarifying transaction terms.

In this blog post, we’ll look at what is a quotation email, their different types, and every template possible for quotation emails . Understanding the role of quotation emails is critical to ensuring a smooth and successful transaction.

You can be a business owner looking to purchase goods and services or a vendor looking to provide quotations to potential buyers, you need quotation emails.

Table of contents 1. What is a quotation email? 2. Why to send a quotation email? 3. Best practices to send quotation emails 4. Each and every kind of a quotation email template 4.1 Request for quotation email template 4.2 Quotation offer email template 4.3 Revised quotation email template condition 1) 4.4 Revised quotation email template condition 2) 4.5 Acceptance of quotation email template 4.6 Rejection of quotation email template 5. Conclusion

What is a quotation email?

A quotation email is one that requests or provides pricing information for a product or service. Before making a purchase, quotation emails are commonly used in business to determine the cost of goods or services.

To request a quotation, a customer or buyer will typically send an email to a vendor or supplier outlining their requirements and asking for a price estimate.

The vendor will then reply with a quotation email that includes the cost of the requested goods or services, as well as any additional details such as delivery times and payment terms.

Quotation emails are an important part of the purchasing process because they assist buyers and sellers in negotiating and agreeing on sale terms. They also assist buyers in comparing prices and making informed decisions about which vendor to buy from.

Why to send a quotation email?

A person may send quotation emails for a variety of reasons, including:

To request pricing information:

Quotation emails are often used to request a price estimate for a product or service. This enables the buyer to compare prices and make informed purchases.

To negotiate terms:

Quotation emails can be used to negotiate the price, delivery time, and payment terms of a sale. This helps buyers and sellers come to an agreement that works for both parties.

To complete a purchase:

A quotation email can be used to formalise the purchase and confirm the details of the transaction once the terms of the sale have been agreed upon.

To track and manage purchases:

Quotation emails can be used to keep track of the products or services requested, as well as the associated prices. Budgeting and inventory management can benefit from this.

Overall, quotation emails are an important part of the purchasing process because they can help buyers and sellers effectively communicate and negotiate.

Best practices to send quotation emails

Here are some best practices to follow when sending quotation emails:

• Use a clear and concise subject line : Make it easy for the recipient to understand what the email is about.
• Use a professional greeting: Start the email with a formal greeting, such as “Dear [Name]” or “Hello [Name].”
• Introduce yourself: If you’re not familiar to the recipient, introduce yourself and your company.
• Provide a brief overview of the project: Explain what the project is and why you are offering a quote.
• Include details of the quote: Clearly outline the scope of work, the cost, and any terms and conditions.
• Use bullet points: Break down the quote into easy-to-read bullet points to make it easier for the recipient to understand.
• Provide a timeline: Let the recipient know when the work will be completed and when payment is due.
• Include contact information: Make it easy for the recipient to reach out to you with any questions or concerns.
• Use a professional closing: End the email with a formal closing, such as “Sincerely” or “Best regards,” and include your name and contact information.
• Proofread: Double-check the email for spelling and grammar errors with an AI grammar checker before sending it.

Each and every kind of a quotation email template:

There are several types of quotation emails that businesses might use, depending on their needs and the context of the request. Some examples of quotation emails are:

Request for Quotation (RFQ):

This type of quotation email is sent by a buyer to a vendor, requesting a price estimate for a specific product or service. The RFQ typically includes details about the quantity and specifications of the items being requested.

Request for quotation email template

Here is a template you can use when sending a request for quotation email:

Quotation offer:

A vendor will send this type of quotation email in response to a request for quotation. It includes the price and any additional information for the requested items, as well as any sale terms and conditions.

Quotation offer email template

Here is a template you can use when sending a quotation offer email :

Revised quotation:

This type of quotation email is used to modify or update an existing quotation. It may be used in 2 conditions. 1) If the buyer requests additional items or changes the quantity of items purchased, or. 2) If the vendor needs to adjust the price due to changes in material or labour costs.

Revised quotation email template condition 1)

Here is a template you can use when sending a revised quotation email as a buyer:

Revised quotation email template condition 2)

Here is a template you can use when sending a revised quotation email as a seller:

Acceptance of quotation:

A buyer sends this email to a vendor to accept the terms of a quotation and proceed with the purchase.

Acceptance of quotation email template

Here is a template you can use when sending an acceptance of quotation email:

Rejection of quotation:

A buyer sends this type of quotation email to a vendor to decline a quotation. The buyer can use it if they decide to purchase from a different vendor or if the quotation’s terms are unacceptable.

Rejection of quotation email template

Here is a template you can use when sending a rejection of quotation email:

Quotation emails are used in business to request or provide information about the price of a product or service.

They can be used to request a price estimate, negotiate the terms of a sale, formalize a purchase, or track and manage purchases.

Quotation emails are an important part of the purchasing process, helping buyers and sellers communicate and come to an agreement about the terms of a sale.

We at SafeMailer can help you choose from the different email templates that you need for your email campaigns.

Safemailer is a free email automat software that sends your marketing emails in waves. Instead of sending 1000 emails at once it sends them over several days, 1-2 minutes apart much like a real human would. Thus it bypasses spam filters .

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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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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 samples.

Letter Templates , Budget Templates , Quotation Templates

12 Business Quotation Letter Templates (Editable)

Quotation Templates

Free Quotation Letter / Email Templates

Free quotation templates for small businesses.

Business Templates , Quotation Templates

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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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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Quotation Cover Letter

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• Background:  briefly discuss their general criteria in the background. An illustration would be a company that wanted to link all of the computers in their office to a local area network so they could share printers and storage space and run tape backups automatically.
• Scope:  Explain in depth how you plan to address each item in the RFP. To demonstrate your configuration, use diagrams. This will be your proposal's longest part and most likely feature numerous subsections.
• Schedule:  When do you plan to begin? How long will each project require? Make a table outlining your anticipated timeline for finishing the project.
• Staff:  This paragraph is optional. Some businesses are curious about the project's team members. With regard to government projects, this is more crucial. Send up your resumes here.
• Cost:  Breakdown the cost by equipment and labor time to come up with your expected budget. Include all the relevant payment terms, INCO terms, discounts for early-bird, and other cost or payment information. 
• Supporting Information:  Add any supporting info here (for example, if you're trying to convince them to use a specific type of networking technology, back up your reasoning here with third-party quotes, research, test results, etc.). You can also add information about similar projects you have completed for other firms and what the results were of those.
• Testimonials:  Include testimonials from clients, clippings from news papers, etc.
• Write a text and imagine like you are a customer;
• Immediately clear about your company, introduce products/services in an attractive way;
• The structure is standard: introduction, body, and conclusion, but you must apply AIDA ; principles (Attention – Interest – Desire – Action);
• Use a comfortable to read conversation style;
• Use headlines to capture the attention of customers and get readers interested;
• use short clear sentences and compose the text in short paragraphs;
• Brief, preferably one page in length;
• Edit and re-edit your text until it’s satisfying for 110%;
• Clean, error-free, and easy to read;
• Structured and written to highlight your strengths.

DISCLAIMER Nothing on this site shall be considered legal advice and no attorney-client relationship is established.

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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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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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Quotation Letter with Format and Samples

Table of Contents

What is Quotation Letter

A quotation letter, also known as a price quotation letter, is a formal document used in business to provide pricing details for products or services. It follows a specific quotation letter format and is essential in various business scenarios, including responding to request for quotation letters and sending quotation letters to customers . These letters help businesses communicate pricing, terms, and conditions clearly, fostering effective relationships and facilitating transactions.

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A quotation letter, often referred to as a price quotation letter or quotation letter format , is a formal written document used in business communication. It is a response to a request for information about pricing, products, or services. This document is a key part of the quotation letter format for business and plays a crucial role in quotation letter meaning in Hindi and other languages.

In the context of sample quotation letter format in Word , a quotation letter provides comprehensive details regarding pricing, specifications, and terms and conditions. It serves as a sample quotation letter for services or products and outlines the quotation letter format in Word (DOC) for easy editing and customization.

A quotation letter is typically used in various business scenarios, including requesting a quotation letter with product details or requesting a quotation letter with fee details for services. It’s also essential when writing a quotation letter for tender to participate in competitive bids and procurements.

Quotation Letter Format

The quotation letter format is a structured template used in business communication to provide clear and organized pricing information. It plays a pivotal role in various business contexts, such as responding to request for quotation letters and sending quotation letters to customers. This format includes essential details like pricing, product specifications, and terms and conditions, ensuring professionalism in quotation letter format for business and making it easier to understand for all parties involved.

(Your Company Name) (Your Company Address) (City, State, ZIP Code) (Your Phone Number) (Your Email Address) (Date)

(Recipient’s Name) (Recipient’s Title) (Recipient’s Company Name) (Recipient’s Company Address) City, State, ZIP Code

Dear [Recipient’s Name],

I hope this letter finds you well. We are pleased to provide you with a quotation for the [product/service] you have requested. We understand the importance of this request and have prepared a detailed quotation to meet your requirements.

Here are the details of the quotation:

• Product/Service Description: [Provide a clear and concise description of the product or service.]
• Quantity: [Specify the quantity of the product or service.]
• Price per Unit: [Indicate the price for each unit of the product or service.]
• Total Cost: [Calculate and state the total cost, considering quantity and price per unit.]
• Delivery/Payment Terms: [Explain the delivery schedule and payment terms, including any deposits or milestones.]
• Validity Period: [Specify the period during which this quotation is valid.]
• Additional Information: [Include any other relevant information or terms, such as warranties or customization options.]

We believe that our quotation letter format in Word (DOC), which can be easily customized, will meet your requirements effectively.

If you have any questions or need further clarification, please do not hesitate to contact us at [Your Contact Information].

Thank you for considering our quotation. We look forward to the opportunity to serve you.

(Your Name) (Your Title) (Your Company Name) (Your Contact Information)

Letter to Editor Format

Quotation Letter Sample

(Recipient’s Name) (Recipient’s Title) (Recipient’s Company Name) (Recipient’s Company Address) (City, State, ZIP Code)

Subject: Quotation for (Briefly Describe the Product/Service)

Dear (Recipient’s Name),

We appreciate your interest in (product/service) and are pleased to provide you with a detailed quotation for your requirements. Our team has carefully reviewed your request, and we are confident in our ability to meet your needs effectively.

Here is the breakdown of the quotation:

• (Product/Service Description): (Provide a clear and concise description of the product or service.)
• (Quantity): (Specify the quantity of the product or service.)
• (Price per Unit): (Indicate the price for each unit of the product or service.)
• (Total Cost): (Calculate and state the total cost, considering quantity and price per unit.)
• (Delivery/Payment Terms): (Explain the delivery schedule and payment terms, including any deposits or milestones.)
• (Validity Period): (Specify the period during which this quotation is valid.)
• (Additional Information): (Include any other relevant information or terms, such as warranties or customization options.)

Please note that this quotation is valid until (Validity Date).

If you have any questions or need further clarification, please do not hesitate to contact us at (Your Contact Information).

We value your consideration of our quotation and the opportunity to serve your needs. We look forward to the possibility of working together.

How to Write a Quotation Letter

Writing a quotation letter can seem daunting, but with the right approach, you can create a professional and effective document. Follow these steps to craft a compelling quotation letter for your business needs:

• Understand the Request: Before you start, fully grasp the client’s request or inquiry. This includes understanding the quotation letter format they prefer and the specific details they require.
• Gather Information: Collect all necessary information about the product or service you’re quoting. This includes product descriptions, pricing, and any additional terms and conditions.
• Choose the Right Format: Select an appropriate quotation letter format that aligns with your industry and the client’s expectations. This might include quotation letter format in Word (DOC) or a custom template.
• Begin with a Salutation: Address the recipient courteously. Use their name and title if available, such as “Dear Mr. Smith” or “Dear [Recipient’s Name].”
• Introduce Your Company: Start the letter by introducing your company briefly. Include your name, company name, address, contact information, and any relevant credentials.
• Describe the Product or Service: Provide a clear and detailed description of the product or service you’re quoting. Highlight its features and benefits.
• Specify Pricing: Include the pricing information, such as the price per unit and any discounts. Calculate the total cost, considering quantities and any additional charges.
• Outline Payment and Delivery Terms: Clearly state the payment terms and any deposit requirements. Explain the delivery schedule, including estimated delivery dates.
• Add a Validity Period: Mention the period during which the quotation is valid. This helps prevent misunderstandings if market conditions change.
• Include Additional Information: If necessary, provide other relevant details, such as warranties, customization options, or special terms and conditions.
• Provide Contact Information: Ensure the recipient knows how to reach you for questions or clarifications. Include your contact information prominently.
• Close Professionally: Conclude the letter with a polite closing statement expressing gratitude for considering your quotation. Invite the recipient to reach out for further discussion or action.
• Sign the Letter: Sign the letter with your name and title, if applicable. Include your company name and contact information once more.

By following these steps and utilizing a suitable quotation letter template, you can create a well-structured and professional quotation letter that effectively communicates your pricing and terms to potential clients or partners.

How to Write Application Letter

Construction Quotation Sample Letter

(ABC Builders Pvt. Ltd.) (123 Construction Street) (New Delhi, 110001) (Phone: +91-XXX-XXXXXXX) (Email: [email protected]) (Date: October 15, 2023)

(Mr. Rajesh Sharma) (Procurement Manager) (Sharma Enterprises) (456 Supply Avenue) (Mumbai, 400001)

Subject: Construction Quotation for Residential Project

Dear Mr. Sharma,

We are delighted to provide you with a comprehensive quotation for the construction services you require for your upcoming residential project. At ABC Builders Pvt. Ltd., we are committed to delivering high-quality construction solutions tailored to your needs.

Here is the breakdown of the construction quotation:

• Project Details: Construction of a new residential building, including foundation, structure, and finishing.
• Project Size: – 5,000 square feet
• Price per Square Foot: INR 2,500
• Total Cost: INR 12,500,000
• Construction Timeline: Start Date: November 1, 2023 Completion Date: April 30, 2024
• Payment Terms: 30% upfront upon project commencement 40% upon reaching the halfway construction milestone 30% upon project completion
• Validity Period: This quotation is valid until November 15, 2023.
• Additional Information: Our quotation includes all labor, materials, and equipment required for the project. It also encompasses a 2-year structural warranty.

Should you have any questions or need further information, please feel free to contact our project manager, Mr. Sanjay Verma, at +91-XXX-XXXXXXX.

We appreciate your interest in ABC Builders Pvt. Ltd. and the opportunity to serve your construction needs. We look forward to the possibility of working together on your prestigious residential project.

(Sanjay Verma) (Project Manager) (ABC Builders Pvt. Ltd.) (Phone: +91-XXX-XXXXXXX) (Email: [email protected])

Quotation Letter Example

Quotation Letter Format for Business

ABC Services Pvt. Ltd. 456 Business Street New York, NY 10001 Phone: (555) 555-5555 Email: [email protected] Date: October 20, 2023

Mr. John Smith Procurement Manager XYZ Corporation 789 Enterprise Avenue Los Angeles, CA 90001

Subject: Quotation for Office Cleaning Services

Dear Mr. Smith,

We appreciate your interest in our office cleaning services and are pleased to provide you with a detailed quotation for your business needs. ABC Services Pvt. Ltd. is committed to delivering high-quality cleaning solutions tailored to your requirements.

• Service Description: Comprehensive office cleaning, including daily cleaning, trash removal, and disinfection.
• Square Footage: 10,000 square feet
• Price per Square Foot: $0.15
• Total Monthly Cost: $1,500
• Cleaning Schedule: Daily, Monday to Friday
• Payment Terms: Monthly billing with a 30-day payment window.
• Validity Period: This quotation is valid until November 20, 2023.
• Additional Information: Our quotation includes all cleaning materials and equipment required for the service. We also provide a 100% satisfaction guarantee.

Please feel free to contact us at (555) 555-5555 or via email at [email protected] if you have any questions or require further clarification.

We appreciate the opportunity to serve XYZ Corporation and look forward to the possibility of providing our exceptional cleaning services to your organization.

Jane Doe Sales Manager ABC Services Pvt. Ltd. Phone: (555) 555-5555 Email: [email protected]

Sample Quotation Letter to a Customer

XYZ Electronics Pvt. Ltd. 123 Tech Avenue San Francisco, CA 94101 Phone: (555) 555-5555 Email: [email protected] Date: October 20, 2023

Mr. David Johnson CEO TechCo Enterprises 456 Innovation Road Seattle, WA 98101

Subject: Quotation for Bulk Purchase of Laptops

Dear Mr. Johnson,

We hope this letter finds you well. We are pleased to provide you with a detailed quotation for your bulk purchase of laptops. At XYZ Electronics Pvt. Ltd., we are dedicated to delivering high-quality electronics products to our valued customers.

• Product Description: Laptops (Model: XYZ-123) Intel Core i5, 8GB RAM, 256GB SSD
• Quantity: 100 units
• Unit Price: $800 per unit
• Total Cost: $80,000
• Delivery Terms: Delivery within 14 days from the date of order confirmation.
• Payment Terms: 50% upfront upon order confirmation. 50% upon delivery.
• Additional Information: Our laptops come with a 2-year warranty and free technical support.

If you have any questions, need further information, or wish to proceed with the order, please do not hesitate to contact our sales team at (555) 555-5555 or via email at [email protected].

We value your business and look forward to the possibility of fulfilling your technology needs. Thank you for considering XYZ Electronics Pvt. Ltd. as your electronics supplier.

Alice Smith Sales Manager XYZ Electronics Pvt. Ltd. Phone: (555) 555-5555 Email: [email protected]

Letter Writing Types, Format and Examples in English

Quotation Letter in English

ABC Exports Pvt. Ltd. 789 Trade Avenue London, WC1X 0DG Phone: +44 (0)20 XXXX XXXX Email: [email protected] Date: October 25, 2023

Mr. James Wilson Procurement Manager Global Imports Inc. 456 Commerce Street New York, NY 10001

Subject: Quotation Letter in English for Export of Electronics

Dear Mr. Wilson,

We trust this letter finds you in good health. It is our pleasure to provide you with a comprehensive quotation letter in English for the export of electronics products. At ABC Exports Pvt. Ltd., we take pride in delivering high-quality electronic goods to our esteemed clients worldwide.

Here is the breakdown of the quotation in English:

Product Description: Electronics Products, including laptops, tablets, and smartphones. Various models and specifications available.

Quantity: Flexible, based on your requirements.

Pricing: Competitive pricing based on product selection and volume.

Delivery Terms: Worldwide shipping options available with reliable carriers.

Payment Terms: Flexible payment terms to accommodate your financial preferences.

Validity Period: This quotation in English is valid until November 25, 2023.

Additional Information:

Our products come with international certifications and warranties for quality assurance.

Should you have any inquiries, require further information, or wish to proceed with discussions, please do not hesitate to contact our international sales team at +44 (0)20 XXXX XXXX or via email at [email protected].

We highly value your interest in ABC Exports Pvt. Ltd. as your trusted export partner for electronics. Thank you for considering us, and we eagerly await the possibility of serving your global import requirements.

John Anderson International Sales Manager ABC Exports Pvt. Ltd. Phone: +44 (0)20 XXXX XXXX Email: [email protected]

Writing a Quotation Follow-Up Letter

ABC Marketing Solutions 789 Sales Street Chicago, IL 60601 Phone: (555) 555-5555 Email: [email protected] Date: October 25, 2023

Mr. Robert Davis Purchasing Manager XYZ Corporation 456 Procurement Avenue Houston, TX 77001

Subject: Follow-Up on Quotation for Office Furniture

Dear Mr. Davis,

I hope this email finds you well. I wanted to follow up on the quotation we provided for office furniture on October 10, 2023. As part of our commitment to excellent service, we aim to ensure your complete satisfaction and address any questions or concerns you may have.

Quotation Details:

• Product: Office Furniture (Keyword: office furniture)
• Quoted Amount: $12,000 (Keyword: quotation)
• Delivery Timeline: Within 2-4 weeks (Keyword: delivery)

Since our initial communication, we haven’t received confirmation regarding the acceptance of our quotation. We understand that evaluating proposals and making decisions can take time, but we are eager to move forward with your order and provide you with top-quality office furniture.

If you require any additional information, have specific customization requests, or need further clarification on our **quotation acceptance letter** (Keyword: quotation acceptance letter), please do not hesitate to reach out to our dedicated sales representative, Ms. Emily Harris, at (555) 555-5555 or via email at [email protected].

We value your business and appreciate the opportunity to serve XYZ Corporation. Your satisfaction is our priority, and we are here to assist you in any way we can.

Thank you for considering ABC Marketing Solutions as your office furniture provider. We look forward to your response and the possibility of working together.

Warm regards,

John Smith Sales Manager ABC Marketing Solutions Phone: (555) 555-5555 Email: [email protected]

Inviting Quotation Letter

ABC Procurement Services 789 Sourcing Lane Chicago, IL 60601 Phone: (555) 555-5555 Email: [email protected] Date: October 25, 2023

Mr. Michael Brown Sales Manager XYZ Suppliers Pvt. Ltd. 123 Vendor Street Houston, TX 77001

Subject: Invitation to Submit Quotation for Office Furniture

Dear Mr. Brown,

I hope this letter finds you well. ABC Procurement Services is in the process of renovating our office space, and we are inviting suppliers to submit quotations for the supply of office furniture.

Here are the details of our requirements:

Office Furniture Description: Desks, chairs, conference tables, and cabinets for a modern office setup.

We require furniture for a 10,000 square foot office space.

Delivery Requirements:

Delivery should be made by December 15, 2023.

Quotation Submission Deadline:

Please submit your quotation by November 15, 2023.

We kindly request you to provide a detailed quotation for the specified items. Your quotation should include unit prices, total costs, delivery terms, and any additional terms or conditions that apply.

Your experience in providing quality office furniture aligns well with our needs, and we look forward to receiving your quotation.

If you have any questions or need further information, please feel free to contact our procurement team at (555) 555-5555 or via email at [email protected].

We appreciate your consideration of our invitation to submit a quotation. Thank you for your attention to this matter.

John Anderson Procurement Manager ABC Procurement Services Phone: (555) 555-5555 Email: [email protected]

Rate Quotation Letter

ABC Logistics Pvt. Ltd. 789 Shipping Lane Houston, TX 77001 Phone: (555) 555-5555 Email: [email protected] Date: October 25, 2023

Ms. Emily Davis Supply Chain Manager Global Goods Inc. 123 Imports Boulevard Miami, FL 33101

Subject: Rate Quotation for Freight Services

Dear Ms. Davis,

We trust this letter finds you in good health. ABC Logistics Pvt. Ltd. is pleased to provide you with a rate quotation for our freight services. Our team is committed to delivering efficient and cost-effective shipping solutions to meet your transportation needs.

Here is the breakdown of the rate quotation:

Service Description: International Freight Shipping from Houston to Miami

Cargo Type: General Merchandise

Shipping Volume: 500 cubic meters

Rate Quotation: $300 per cubic meter

Total Cost: $150,000

Delivery Terms: Delivery within 7 business days from the date of cargo pickup.

Payment Terms: 30% upfront upon booking. 70% upon cargo delivery.

Validity Period: This rate quotation is valid until November 25, 2023.

Additional Information: Our rate quotation includes cargo insurance, customs clearance, and tracking services. We ensure safe and on-time delivery of your merchandise.

If you have any questions, require further details, or would like to proceed with our services, please do not hesitate to contact our logistics experts at (555) 555-5555 or via email at [email protected].

We appreciate the opportunity to serve Global Goods Inc. and look forward to providing reliable and efficient freight services for your business.

John Williams Logistics Manager ABC Logistics Pvt. Ltd. Phone: (555) 555-5555 Email: [email protected]

Cover Letter for Quotation

ABC Manufacturing Solutions 789 Industry Drive Houston, TX 77001 Phone: (555) 555-5555 Email: [email protected] Date: October 25, 2023

Mr. Michael Wilson Procurement Manager Tech Innovators Inc. 123 Tech Park San Francisco, CA 94101

Subject: Cover Letter for Quotation Submission

We hope this letter finds you in good health. On behalf of ABC Manufacturing Solutions, I am pleased to submit our quotation for your consideration. As a leader in the field of industrial equipment and technology, we are confident in our ability to meet your specific requirements effectively.

Our quotation includes the following key details:

• Product Description: (Specify the product or equipment being quoted, e.g., “Advanced Industrial Machinery Model A123”)
• Quantity: (Indicate the quantity required, e.g., “100 units”)
• Unit Price: (Provide the unit price per item, e.g., “$10,000 per unit”)
• Total Cost: (Calculate and state the total cost, e.g., “$1,000,000”)
• Delivery Terms: (Explain the delivery schedule and terms, e.g., “Delivery within 30 days from order confirmation”)
• Payment Terms: (Outline the payment terms, e.g., “50% upfront upon order confirmation, 50% upon delivery”)
• Validity Period: (Specify the period during which this quotation is valid, e.g., “This quotation is valid until November 25, 2023.”)
• Additional Information: (Include any other relevant information or terms, e.g., “Our machinery comes with a 3-year warranty and free installation services.”)

We believe that our comprehensive **cover letter for quotation** along with the detailed pricing and terms outlined in the attached quotation document (enclosed) demonstrate our commitment to providing exceptional products and services to Tech Innovators Inc.

Should you have any questions, require further clarification, or wish to discuss the quotation in detail, please do not hesitate to contact us at (555) 555-5555 or via email at [email protected].

Thank you for considering our quotation. We look forward to the opportunity of serving your industrial equipment needs and forging a successful partnership.

Jane Anderson Sales Manager ABC Manufacturing Solutions Phone: (555) 555-5555 Email: [email protected]

Quotation Letter Writing Tips

Clear Introduction: Start with a polite greeting and introduce your company. Express appreciation for the opportunity to provide a quotation.

Recipient’s Details: Include the recipient’s name, title, company name, and address. Personalize the letter to demonstrate professionalism.

Subject Line: Use a concise subject line that indicates the purpose of the letter, e.g., “Quotation for [Product/Service].”

Product/Service Description: Provide a detailed description of the product or service you’re quoting. Specify specifications, features, and any customization options.

Pricing Details: Clearly outline the pricing structure, including unit prices, total cost, discounts, and taxes where applicable.

Payment and Delivery Terms: Specify payment terms, due dates, and any required deposits. Describe the delivery schedule and related conditions.

Validity Period: Mention the period during which the quotation is valid to prevent misunderstandings.

Additional Information: Include relevant details, such as warranties, guarantees, or special promotions, if applicable.

Contact Information: Provide your contact details, including phone number and email address, and encourage recipients to reach out for questions or clarification.

Polite Conclusion: Conclude the letter politely, expressing gratitude for the opportunity. Use a professional closing, followed by your name and title.

Quotation Letter to Customer: Best Practices

Personalization:

Begin the letter by addressing the customer by their name and acknowledging your previous interactions if applicable.

Clear Subject Line:

Use a clear and concise subject line that indicates the purpose of the letter, such as “Quotation for [Product/Service].”

Introduction:

• Start with a friendly and professional greeting.
• Express appreciation for the customer’s interest in your products or services.
• Briefly introduce your company and its expertise in the industry.

Detailed Quotation:

Provide a clear and itemized breakdown of the quotation, including product or service descriptions, quantities, unit prices, and total costs. Ensure that all pricing and terms are transparent and easy to understand. Mention any discounts, if applicable, and specify the conditions for eligibility.

Delivery and Payment Terms:

Clearly outline the delivery schedule and payment terms. Specify any upfront payments, milestones, or deposit requirements. Include information on payment methods accepted.

Validity Period:

State the period during which the quotation is valid to set expectations regarding price stability.

Include any relevant information that adds value to the customer’s decision-making process. For instance, mention warranty details, after-sales support, or customization options.

Enclose Relevant Documents:

If applicable, attach supporting documents such as product brochures, spec sheets, or service agreements to provide more information.

Professional Language:

• Use clear, concise, and professional language throughout the letter.
• Avoid jargon or technical terms that the customer may not be familiar with.

Contact Information:

Provide multiple contact options, including phone numbers and email addresses, so the customer can easily reach out with questions or clarifications.

Frequently Asked Questions on Quotation Letter

What is a quotation letter.

A quotation letter is a formal written document used in business to provide pricing information for products or services. It serves as an official offer, detailing the cost, specifications, and terms. This letter allows customers to understand the expenses involved in purchasing specific items or services.

How do you write a letter of quotation?

Writing a letter of quotation involves presenting product or service details clearly. Include descriptions, quantities, unit prices, total costs, delivery terms, payment terms, and a validity period. Ensure professionalism and clarity in your communication.

What is a quotation format?

A quotation format is a structured template for organizing pricing information in a quotation letter. It ensures that key details are presented consistently, making it easier for customers to understand the offer.

What is the purpose of a quotation?

The primary purpose of a quotation is to inform customers about the costs and specifics of products or services. It helps customers make informed decisions and facilitates transparent transactions.

What are the features of a quotation letter?

A quotation letter typically includes product descriptions, quantities, unit prices, total costs, delivery and payment terms, a validity period, and contact information. These features provide comprehensive details to customers.

How do you write a quote letter to a customer?

When composing a quote letter to a customer, ensure you provide clear and complete information about the product or service, pricing, and any relevant terms or conditions. This helps customers understand the offer thoroughly.

Is a quotation letter a business letter?

Yes, a quotation letter falls under the category of business letters. It is an official document used for business transactions and proposals, providing pricing and proposal details.

How do you write a customer price quote?

When writing a customer price quote, include a detailed description of the product or service, specify the pricing, outline payment terms, and provide any additional information the customer may need. This ensures transparency and clarity in your communication with the customer.

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