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.
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.
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:
In each of these situations, your quote emails should follow a similar structure – so let's outline what that is!
If you're writing a quote email to a supplier, vendor, or partner, here are 8 tips you should always follow.
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:
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:
Let's delve into the details!
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:
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.
Now they've got the price, finish with a positive message about the future with a focus on building a relationship.
Set out the following steps, and include any quote conditions.
Always personalize and customize every email to each recipient, reflecting who they are and the company they work for.
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.
Always add a polite sign-off (kind regards, best regards, etc.), proofread, and then hit send!
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
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.
Hi (Recipient's name),
My name is (your name), and I work at (company). We're looking for a new partner to provide (what you're seeking a quote for).
Are you interested in providing a quote for this work?
We've asked several companies to provide us with a quotation and have a deadline of (date) for all replies. Please provide us with a quote (detail the format).
You can contact me to ask any questions or clarify details on (contact details).
We look forward to receiving your quote.
Kind regards,
(Your name)
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.
Hi (Recipient's name),
Thank you for your recent quotation (provide details, such as the quote number).
We have reviewed our requirements and need to make some changes. Can you revise your quotation?
To make it as easy as possible, I've listed out all changes to deliverables in the table below.
(Insert table, bullet points, or a paragraph outlining changes.)
Please review our request and let me know if you have any questions. Apologies if this causes you any inconvenience; however, we have to ensure we're getting the products/service we need.
I look forward to receiving your revised quotation.
Many thanks,
(Your name)
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.
Hi (Recipient's name),
I'm contacting you from (company name). We're interested in purchasing (number) of (product). (You should add how many of each, the product number, etc.)
Can you please provide us with a quote?
As part of your quote, can you provide details of any incentives and bulk buy discounts we may be entitled to?
We're contacting several suppliers and have set a deadline for responses of (insert date). Can you provide your terms and conditions, delivery schedule, and price?
I look forward to hearing from you.
Best regards,
(Your name)
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!
Hi (Recipient's name),
I'm contacting you from (company name). We're looking to appoint a new supplier to provide (whatever it is you want them to supply).
I've heard great things about your business and am excited about working together.
Many thanks,
(Your name)
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.
Hi (Recipient's name),
We're searching for a new partner to sell our products. Could this be you?
Vendors play a critical role in our success, and we love what you do. Can you provide us with a quotation for carrying our products?
At this stage, we're simply looking for a price. If it works for us both, we can take the conversation further.
Looking forward to hearing from you.
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.
Hi (Recipient's name),
Thank you for inviting us to quote for your project. We’ve reviewed your request and are pleased to present our response.
The total price for all deliverables is (price). We’ve broken this down in the table below, so you can see what each individual part costs.
Insert a table or bullet points here.
We would welcome the opportunity to discuss this quote, and provide answers to any questions you may have. All of us (company name) are excited about the potential of working with you.
We hope that you find our cost schedule acceptable and select us as your partner for this exciting project. I’m sure we can achieve great things together!
(Your name)
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!
Hi (Recipient's name),
My name is (your name), and I'm contacting you from (company name). We want to request a quote from your company for (insert details).
I've provided a breakdown of our exact requirements here:
(Insert table, bullet points, or links to resources.)
Why would you want to work with us? We're a fast-growing business with a long-term plan to grow! (Put some blurb about your business here.)
If you have any questions on our quotation request or require additional information, contact me at (insert details).
We're speaking with several companies and are looking to appoint a partner ASAP. Our deadline for response is (date). We would love to receive your quote!
We look forward to receiving your proposal.
Many thanks,
(Your name)
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:
Writing quotation request emails can save you time and secure you the best deal. Following our tips, using the correct format, and focusing on the outcome will see you get results.
The simplest approach is to adapt our samples and template, but you should aim to develop your own style. For the easiest quote emails, there's always Flowrite!
Supercharge your communication with Flowrite
Write emails and messages faster across Google Chrome.
Email format guide — 6 examples & templatesLearn how to format emails and get your point across in a professional manner by checking out these 6 common email formats.
How to write a follow-up email with 8 samples and templateLearn how to write a follow-up email after no response with the help of our follow-up email samples and template.
