cover letter quotation submission

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.
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Property tax name change application format

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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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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How to Write a Winning Proposal Cover Letter (Plus 5 Real Examples)

Senior Content Marketing Manager at Loopio

First impressions are important—especially in the world of proposals.

That’s why writing a good cover letter is an essential step towards winning a bid. In the request for proposal (RFP) process, this single-page letter marks your first opportunity to grab a prospect’s attention and make it clear that your company is uniquely positioned to solve their problem. So if you’re currently using boilerplate copy… Stop. Immediately .

In this blog, you’ll learn how to write custom proposal cover letters that grab a prospect’s attention and increase your chances of winning RFP responses . Plus, five examples of real proposal cover letters from industry pros.

In this article, you’ll learn:

What is a Proposal Cover Letter?

What to Include in a Proposal Cover Letter
How to Write a Proposal Cover Letter
5 Real Proposal Cover Letter Examples ⭐

Next Steps: Build Quality Proposals Faster

A proposal cover letter is a single-page document used to pitch your business offerings to a potential client. In it, the customer can tell whether you’re genuinely engaged and have done your research—or if you’ve simply copy and pasted generic language from past business proposals.

It’s also your first opportunity to convince a client to why they should continue reading your proposal. Considering the average team spends 32 hours writing a single RFP response , it’s critical that your proposal cover letter makes a good impression.

“This is the most important five paragraphs one can write as it’s the only part everyone will read. You must knock it out of the park or you’ll lose.”

Eileen Kent, President, Custom Keynotes LLC

What Should You Include in a Proposal Cover Letter?

Like any good cover letter, your proposal should open with a unique offer or positioning. It’s important to establish early on why your team is best suited to solve a client’s problem.

A strong proposal cover letter includes:

A greeting : Introduce your company and what you do.
Clear summary: Describe your value propositions at a high-level. Be sure to connect these points to your client’s needs. ( Also known as an executive summary. )
Personalized offer: Explain to the client what you can uniquely provide to solve their problem.
Relevant references: Help the prospect understand why they should choose you over competitors.
Visuals: If you have a designer on your team, include visuals that help emphasize the most important content on this page. For example, use callout boxes to make value propositions stand out for busy procurement teams who are skimming the page.

From the offer you present, to the visuals you include, the details in your proposal cover letter should be all about the client. The goal is to show how your company shines before they even get into the details of your proposal. Demonstrate the qualities that you bring to this potential customer by starting out your relationship on the right foot.

Jon Williams, Managing Director of Strategic Proposals , shares the key points you should concisely hit to be successful.

“Thank the customer, show enthusiasm, demonstrate senior sponsorship, briefly introduce win themes–and then shut up and leave the rest to a brilliant exec summary!”

How to Write a Winning Proposal Cover Letter

From reading the RFP thoroughly, to outlining a clear offer, there are six critical steps that seasoned proposal professionals recommend you take to craft a quality cover letter. ( Psst…you can fast-track these steps by using AI for proposal writing . )

Step 1: Read the RFP Cover to Cover

This step seems obvious, but it’s surprising how many teams skip it. You must read the RFP thoroughly, from cover to cover, before beginning your letter.

While reading, take note of any recurring themes from your prospect. Perhaps they focus on quality of design and ease of use. Or maybe they emphasize needing certain functionalities or features—whatever the case, Kori Warriner of KCI Technologies recommends you consider the following questions as you read through the request for proposal:

Questions to consider:

What is the client’s reason behind the project? (revitalization, aging infrastructure, etc.)
Where is the funding for the project coming from?
Does the client have any hot-button issues regarding the project?
What is the desired end-result?
What would speak to the client? (retirement-friendly, aesthetics, budget, etc.)

“You need to make the client feel as though you are speaking directly to them.”

While questions may differ by industry, the idea remains the same. Reading the RFP thoroughly helps you better understand the problems your prospect is facing. Which in turn help you paint a clearer picture of how your company can support them.

(It can also help spark ideas for win themes, or specific language, that truly resonates with the prospect—more on that later.)

“Instead of saying ‘we are pleased’ or other overused statements such as that, I introduce my company, and then switch back to talking about what we can do to help the client reach their goals,” Kori explains.

Step 2: Capture Your Prospect’s Attention Early

Chances are, your prospect is extremely busy. They’re likely to skim your proposal cover letter—which is why you should focus on making it memorable. Use it to create a connection to your prospect and capture their attention early in the proposal.

In the structure of a proposal , the first paragraph is the best place to earn your reader’s attention, shares Senior Proposal Consultant Kelly Allen.

“Try to capture the reader in the first paragraph by relating to them in some way. If they are a current client, leverage your relationship. If not, demonstrate a clear understanding of what they need.” Kelly Allen, Senior Proposal Consultant, UKG (Ultimate Kronos Group)

Step 3: Use Clear, Competitive Win Themes

Once you identify their distinct needs, you can formulate which key themes need to be identified in your cover letter. Then, narrow it down to the most persuasive reasons that your prospect should choose your proposal over a competitor. Eileen Kent, President of Custom Keynotes, explains that these are also known as “ win themes ”.

Win themes should be based on what the customer told you they wanted. Position yourself as the one company that can deliver exactly what your prospect is looking for. To do this well, it’s essential that you also understand what your competition is doing.

Here’s how to brush up on what your competitors are offering:

Review competitors’ websites
Read competitors’ financial statements
Look at review websites like G2 or Forrester reports including your competition
Ask if clients are willing to share competitors’ past RFPs (You never know, unless you ask)

At this stage, you’ll want to focus on how you can stand out from the competition. Eileen also recommends acknowledging any elephants in the room. By that, she means anything that the client may consider your team’s weakness.

She recommends addressing weak points head on to leave a good impression, “The elephant in the room could be your business size. Address it by talking about how you formed a tight team who have exceeded performance expectations, and worked together for years, so they see that as a strength instead,” she explains.

Step 4: Provide a Personalized Offer

Now that you’ve grabbed your prospect’s attention, you need to maintain it. Do this by outlining clear benefits, which speak directly to their pain points in an enticing and clear way.

You should outline how your product will positively impact the buyer and identify what they will get out of your partnership.

“Choose the top 3-5 features of your solution and describe how they will benefit your customer in a single line. Be direct: Here’s what we offer. Here’s how it will solve your problem.”

Cristina Miller, Proposal Writer, Gallup

Step 5: Use a Strong Closing Statement

Your closing statement should be concise, reiterate your capabilities, and highlight the value you deliver. But don’t forget that it’s also an opportunity to connect with your prospect through the proposal process.

“To build a connection, you have to ignore outdated writing advice and not be afraid to use real language” says Rebecca Baumgartner, Sr. Manager, Proposals, PFS .

“Whoever is reading your cover letter can immediately tell if you’re hiding behind jargon or parroting the language of the RFP because you don’t understand what they need,” she explains.

“But when you write authentically, you have the opportunity to show the client you’ve been listening.”

“A great cover letter isn’t stuffy or formal–it’s a conversation between real people, a chance to put aside the technical language of procurement and connect with the human being on the other side.”

Step 6: Add the Finishing Touches

When crafting your proposal cover letter, there are a few final checkpoints to leave your prospect with a good impression.

Graphics aren’t necessary for a proposal cover letter, but they can be helpful. For example: highlighting a quote from a customer in a different font, or using callout boxes to emphasize your key value propositions. Use visuals that help to emphasize your main points, not distract from them.

Here’s what Izane Cloete-Hamilton, CPP APMP, of nFold recommends.

Use a company letterhead
Address the letter to the individual specified in the RFP
Sign the cover letter from a senior person at your company
If the response is from a strategic partnership between two companies, use dual signatures
Ensure your letter is no longer than one page

“Sign the proposal cover letter from the highest-level person with signature authority, preferably someone that the customer knows personally.”

Proposal Cover Letters (5 Real Templates)

Now that you know what steps to follow, it’s time to look at some real examples of business proposal cover letters. While you don’t want to copy a boilerplate letter, these templates may provide helpful guidance for your next proposal.

Here are the types of proposal cover letter examples you’ll see above:

Real proposal cover letter example from a security company
Example proposal cover letter for an amusement park
Real proposal letter & executive summary from an enterprise design consultancy
Winning cover letter example from KCI technologies
Another proposal cover letter example from a security company

Looking for a sample grant proposal cover letter? Check out this article .

“Remember, your cover letter isn’t about you, it’s about your client. Let them know that you understand them. Then you can talk about how your company can solve their potential challenge.”

To make more time for writing winning proposal cover letters, you’ll need to make some efficiency gains in your overall RFP process. Start by setting your team up with a proposal software that can improve speed and collaboration amongst your team.

Take Aspen Medical for example. Their business development team started using Loopio’s proposal platform in October of 2019. Within a few short months, they were putting together proactive proposals in just 15-30 minutes and seeing a big return on investment (ROI).

In fact, a survey of 165 companies RFP ROI found that those who consistently use proposal software have achieved results of:

51% more RFP responses
42% less time spent answering proposal questions
85% of companies win more business

If you’re looking to improve the pace of your next proposal, try Loopio’s software.

Improve Your Proposal Writing 📝

Want to learn how to master your craft? Read more about proposal writing skills or how to craft a repeatable RFP response template .

The best proposal software for 2024 (top four tools), the raci chart: how to respond faster to security questionnaires, 51 fascinating rfp statistics on the state of bidding in 2023.

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Example of Cover Letters for Proposal & Price Quotes

[tab name=’Guidelines’]

Guidelines : Example of Cover Letters for Proposal & Price Quotes

Cover Letters for Proposals or Price Quotes

Guidelines and Alternate Phrases

Begin with an overview statement of what you are proposing or what pricing information you are providing.
Thank you for the opportunity to quote Bordelon products for use in the Shnook laboratories.
This proposal outlines a comprehensive plan for training all management and supervisory staff at the headquarters location.
The pricing information provided covers the computer needs you outlined in your August 6 request: installation, maintenance, and training. We are proposing to install 39 Model 30s, a comprehensive maintenance plan, and two days’ training for 42 operators.
We are pleased to propose to you….
We are submitting our proposal for….
Thank you for allowing us to bid on the linen needs for your hotel chain. We are suggesting an arrangement whereby we would….
We have detailed below the pricing information you requested on the Buggrin furnishings for your field office at Luzanne.
Summarize the key benefits in doing business with your company. If you are selling on price–low price being your key strategy–highlight that in your cover letter. This overview may be the only part of the proposal the key decision-maker reads.
We believe this arrangement will allow you maximum use of your currently installed machines.
We think this decision is a sound one because of the….
Our proposal will allow you to take advantage of your own in-house expertise in the design phase.
We offer low prices, volume discounts, and free delivery.
This system should virtually eliminate your check-back authorization problem.
I don’t think you’ll find anything currently manufactured that will meet your needs at such a low price.
From our experience with clients in similar situations, we expect you will be able to decrease your processing time by 38 to 45 percent.
We don’t think it’s unrealistic at all for you to expect a productivity increase of 20 percent in all four lines.
Improved reliability, lower maintenance cost, and superior quality–all are good reasons to adopt this new way of handling your transactions.
We can promise improved efficiency, clearer work orders, and high-impact visuals.
Ask for the order, or at least suggest the next action in the buying process.
May we go to work for you?
May we begin installation?
We’re ready to order the materials as soon as you give us the go-ahead.
If you think it appropriate, I will be happy to meet with your committee as they review and discuss this proposal. Perhaps I can help to alleviate their concerns about availability dates.
We are eager to work with you on this project. When may we expect a decision?
With our receipt of your signed agreement, we will begin the scheduling process immediately.
Simply sign the enclosed agreement page, and we will begin preparing the formal contracts.
I’ll phone next week to see where you are in the review process.
As we discussed in your office, we will be more than happy to present the proposal to your managers as a group. I’ll phone Friday to talk about that possibility.
Thank the reader for the opportunity to quote prices or prepare a proposal, mentioning any help they provided in supplying information.
We appreciate your allowing us to quote Canary products for your needs.
Thank you for your help in supplying the data about your operations so necessary to an accurate price quote.
We appreciate the time your staff took in showing us your operations there at Seaside. Their comments were quite informative. As a result, we think we have provided a comprehensive plan of attack. Thank you for the opportunity to study your situation and the improvements you want to make.
Please pass on my regards to Tim Trimmer, who provided all the model and serial numbers for your equipment. We do appreciate all your efforts in allowing us to quote prices.
We were pleased you included us on your bidders list.
Please keep us in mind for other similar projects and thank you for allowing us this chance to show you what we can do.
No proposal is completely satisfied that does not include key customer data such as you were able to provide us. We appreciate your efforts in helping us prepare a quality plan of action.
Thank you for thinking of Westheimer for your cleaning needs.
We hope you’ll find this proposal thought-provoking, immediately practical, and cost-effective. Thank you for your part in its preparation.

Example 1: Cover letters for price quotes

Company Name or Letterhead Address City, State Zip

Addressee Address City, State Zip

Dear Mr. Zortzman:

Enclosed is our proposal for the computer-controlled chemical irrigation systems for your Plano site. Specifically, we are proposing our Model D-440.

The immediate benefits will be a reduction in the staff needed to care for the property and improved efficiency of operations. Also detailed in the proposal, the $300-per-month lease price should easily be recovered through the chemical savings alone. You’ll notice measurable maintenance savings as well.

A signed lease agreement is all we need to put the system in service. I’ll phone you next week to see when you may be ready to schedule the installation.

Thank you for your help in supplying the maintenance records and the tours provided by your staff as we gathered the necessary information for this proposed work.

Enc: proposal

manufacturer’s spec sheets [/tab][tab name=’Example 2′]

Example 2: Sample of proposal cover letter

Dear Dr. Everett:

Thank you for requesting our bid on support services for the 784 Cartmands at your location. We are offering to maintain your equipment under the terms and conditions outlined in the attached service agreement. Briefly, a Hitachi customer engineer will repair any and all contracted units, including parts, labour, and materials that have been taken to your specified site.

The total monthly price is $2,983. This pricing is valid for 30 days and subjects to change thereafter without notice.

Please review the enclosed servicing information carefully. We require 30 days lead time to guarantee that parts and services will be available to accommodate your immediate service needs.

If the pricing, terms, and conditions meet your approval, please sign and return both copies to me for further processing. We’ll return an original to you for your files.

Finally, enclosed is a listing of the models and serial numbers required for identification purchases. Please complete these forms.

If I can answer questions, Dr. Everett, about this pricing information, I’ll be available at 330-0909.

Enc: service agreement–2 copies

Example 3: Sample letter for quotation

Dear Mr. Werner:

We have prepared the medical equipment rental price quote you requested on May 16, 19–. We also offer several service contracts on the three items you requested, all of which can be added to the monthly base price of the equipment. Service plans include the following three options: breakdown through no fault of the user, accidental breakage, and breakage due to normal wear and tear. You may choose any combination of the three options if you so desire.

The base price of the equipment is $ 4,000.00 a month. Increases in monthly pricing with options are as follows (these are approximate, as we do not know which specific options you will use):

One option – app. $ 4,050.00 Two options – app. $ 4,100.00 Three options – app. $ 4,175.00

Monthly rental costs can be offset by many insurance providers (check with your company), Medicaid, Medicare (if you are already covered by these services), Champ VA, Campus, and several non-profit organizations (we can provide you with a list).

Please obtain quotes from the other medical rental businesses in the area. We feel confident we can provide you with the lowest prices and the most comprehensive service plans.

Enclosures: Quote Service plan brochures Service plan pricing [/tab][tab name=’Example 4′]

Example 4: Covering letters

Dear Mr. Mapp:

Enclosed please find our bid for editing your company’s employee manual. Our bid covers the following:

1. Conceptual editing 2. Proofreading 3. Page layout and illustrations 4. Cover art and design 5. Binding services (heavy paper stock covers requested)

As we have discussed, we will submit the necessary documents at each stage of production to ensure they meet with your approval. Binding will not be scheduled until you have approved the sample manuscripts.

Our bid for this project is $ 5,000.00. We have provided an estimated cost sheet detailing labour and materials costs.

We look forward to doing business with you.

Example 5: Proposal letter sample

Dear Ms. Callenda:

Enclosed is our quote for a bulk shipment of the replacement part LCB-490037. The LCB series also features a 480037 and a 470037. You may want to have your plant manager re-check your machinery, as the Leader Brand 412 and 413 usually require all three replacement parts in the series. In the event your Leader machines do require all three, I have prepared quotes for each, as well as a blanket quote for all three. Freight allowed on all bulk offers.

A. LCB-490037 (three pallets) $ 6,300.00

B. LCB-480037 (three pallets) $ 21,000.00

C. LCB-470037 (three pallets) $ 900.00

D. Blanket (one pallet of each) $ 8,000.00

We offer a free service contract covering items damaged in shipment and service calls. I have provided a copy of the contract for you.

Thank you for allowing us this opportunity to offer our services to you.

Enclosures: Spec sheet for LCB-490037 Spec sheet for LCB-480037 Spec sheet for LCB-470037 Quote sheet Service contract [/tab][end_tabset]

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Cover Letter for a Cost Quotation Template

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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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Quotation cover letter

Basically, a quotation cover letter will cover what’s known as a formal quotation or a contract. Usually, when a signature is required by a customer so that an order can begin being processed, this is what will be required.

This is simply just a protocol to begin working and building a stable business relationship.

Starting to Write

Let the reader know that the quotation is enclosed for the job to begin and they must sign it.

Ask the reader if the quotation matches their specifications or needs and if business is ready to begin.

Encourage the reader to apply now while prices are low.

If the terms have an ending date, then be sure to specify them.

Sample quotation cover letter

Dear Mr. Coffey,

We discussed this last week, and I’m here to present the quotation for the computer system as discussed. Hopefully, this quotation reflects everything that we covered during the meeting. If there’s something that needs a revision, then please let us know.

We need to know how to proceed if everything is quoted as described. What we would prefer to do is to lease out the system with low monthly payment, but it’s up to you of course. While we do offer the system for an outright purchase, that isn’t a common option that people like to take as it can be expensive. I would hurry though, because we don’t control the market for the pricing and once the manufacturer’s pricing goes up, so does ours. These prices are only going to last for 30 days, so I would act fast.

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Tender Submission Covering Letter

We submit tenders to those organizations that are in search of contractors or service providers. The tenders submitted by contractors let them know how much they are ready to charge and under what conditions they are willing to work.

Tender submission is a crucial process everyone has to go through to whoever wants to be in a new business agreement. These days, in addition to working on tenders, contractors are putting effort into writing covering letters also.

What is a tender submission cover letter?

It is a basic introductory letter that acts as a cover letter. The purpose of this letter is to give the introductory details regarding the bid document the contractor is going to submit.

Importance of the covering letter for tender submission:

Cover letters are not mandatory to write and no one asks you to write one while you are about to submit your bid. However, when a person writes the cover letter, it implies that he shows good manners and makes it easy for the companies to read their tenders.

Tender documents are generally very long as they contain a lot of information. Just as a person trying to buy a book cannot read a complete book and judge it by its cover, a bid document is also judged by the content provided in the cover letter. The use of the covering letter is an indication that the contractor values the time of the tender recipient and gives his best in an attempt to make his tender more readable and easy to understand.

What are some important components of the tender cover letter?

Some organizations cannot give individual attention to each and every bid document. Therefore, they completely rely on the cover letter. If they find anything worthy of their attention, they consider reading the entire tender document. So, it is important to be careful as to what you are including in this letter. Below are some major components of this letter:

Introductory information:

Every cover letter possesses an introductory part that gives the introduction of the bid document. After this section, the reader should be able to understand everything about the bid document you have submitted. Make sure that you give preference to the tender you are targeting.

Enlist the main elements of the document:

Since you are trying to cover the entire bid document in this one-page cover letter, make a list of main headings that you have included in your tender submission. This will make the reader know what you have focused on in your cover letter.

Give details of attachments:

Further, brief the reader about what you have attached with the letter and what was your purpose behind it. If you have attached the copy of the contract, inform him that you are optimistic that your bid will get approval, and therefore, you have attached the contract you are ready to sign. Also mention that it will be totally fine for you if your letter does not get the desired outcomes.

To write a compelling covering letter, there is a sample letter given below.

Sample letter:

Ref No. ___________

Name of the organization: Address:

Subject: Covering letter for tender submission

Dear Sir/Madam,

It is to notify you that we are submitting the document comprising our bid of the tender that you advertised on behalf of your organization. The tender number we are targeting is 23532.

Our tender document includes the following information:

Notice soliciting tenders
Bid of price
Clauses of the agreement
Letter of undertaking
Bank guarantee

We acknowledge the fact that your organization holds all the right to reject our bids without giving any solid reason. We also accept that your company is not bound to accept a bid that is too low. We are ready to sign the contract with you in case you show a willingness to accept our bid and work with us. The draft of the contract is also attached to this letter.

We are hopeful that you will consider our bid. We assure you that our staff will show strong commitment towards the work it is committed to doing.

Looking forward to your kind response.

File: Word (.docx) & iPad Size 22 KB

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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.

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How To Write An Appealing Cover Letter?

How to write the perfect cover letter? We provide the best professional, formal and basic letter of cover templates for you, which you can send together with for example your: Resume, Quotation, Memo, Contract, etc.

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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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Home » Letters » Office Letters » Cover Letter for Quotation to Client – Quotation Cover Letter

Cover Letter for Quotation to Client – Quotation Cover Letter

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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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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!

Supercharge your communication with Flowrite

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Need to purchase something essential for your business? Or you plan to purchase some scientific instruments that are essential for your research or your consultancy? The first thing you need to do here is to get a quotation for these high-cost units. Quotation letter templates are the basics for a planned purchase. You may also see more different types of quotation letters in Word from our official website template.net.

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Step 1: Describe the Product

Step 2: estimate cost roughly, step 3: estimate add-ons, step 4: decide who gets the letter, step 5: frame the letter.

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Sample Cover Letter for Quotation Submission
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 ...
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What should be included in the covering letter for quotation submission? The covering letter should briefly introduce the proposal, mention the date of discussion, and express gratitude for the opportunity. ... how to write covering letter for quotation submission; sample cover letter for sending quotation format; Post navigation. Internship ...
Sample Quotation Cover Letter ,Quotation Cover Letter Template
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 ...
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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 ...
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Step 1: Read the RFP Cover to Cover. This step seems obvious, but it's surprising how many teams skip it. You must read the RFP thoroughly, from cover to cover, before beginning your letter. While reading, take note of any recurring themes from your prospect. Perhaps they focus on quality of design and ease of use.
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Example 4: Covering letters. Company Name or Letterhead Address City, State Zip. Date. Addressee Address City, State Zip. Dear Mr. Mapp: Enclosed please find our bid for editing your company's employee manual. Our bid covers the following: 1. Conceptual editing 2. Proofreading 3. Page layout and illustrations 4. Cover art and design 5.
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Cover Letter for a Cost Quotation Template
Business in a Box templates are used by over 250,000 companies in United States, Canada, United Kingdom, Australia, South Africa and 190 countries worldwide. Quickly create your Cover Letter for a Cost Quotation Template - Download Word Template. Get 3,000+ templates to start, plan, organize, manage, finance and grow your business.
Template: Cover Letter for Quotation
Template: Domain Name Inquiry for Purchase. Template: B2B Letter asking for Product Details and Pricing. Template: Asking Customer for Feedback regarding Customer Support Experience. Template: Requesting a Customer for a Review about our Products or Services. Template: Apology to Customer for Faulty Product Delivery.
Quotation cover letter
Starting to Write. 1. Let the reader know that the quotation is enclosed for the job to begin and they must sign it. 2. Ask the reader if the quotation matches their specifications or needs and if business is ready to begin. 3. Encourage the reader to apply now while prices are low. 4. If the terms have an ending date, then be sure to specify them.
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 ...
Tender Submission Covering Letter
Address: Subject: Covering letter for tender submission. Dear Sir/Madam, It is to notify you that we are submitting the document comprising our bid of the tender that you advertised on behalf of your organization. The tender number we are targeting is 23532. Our tender document includes the following information: Notice soliciting tenders.
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A "Cover Letter Quotation" typically refers to a specific type of cover letter that accompanies a formal quotation or a price proposal sent by a business or vendor to a prospective client or customer. The purpose of a cover letter quotation is to introduce the quotation or proposal, provide context, and establish a professional and courteous ...
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Download Quotation Cover Letter. Microsoft Word (.docx) Or select the format you want and we convert it for you for free: Other languages available: This Document Has Been Certified by a Professional. 100% customizable. This is a digital download (24.69 kB) Language: English. We recommend downloading this file onto your computer.
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Cover Letter for Quotation to Client
By lettersdadmin April 27, 2020. When crafting a cover letter for a quotation to a client, it's essential to maintain clarity and politeness throughout the communication. Begin with a formal salutation addressing the recipient by their appropriate title. Reference any previous correspondence or inquiry from the client to establish context.
How To Choose a Quote for Your Cover Letter (With Example)
4. Select a quote that matches your style. To choose the quotation you plan to use in your cover letter, consider the attitude you want to project. Here are some examples of what quotes might imply: Confidence: These quotations typically come from well-established leaders in a particular industry.
How to write a cover letter for journal submission
Avoid too much detail - keep your cover letter to a maximum of one page, as an introduction and brief overview. Avoid any spelling and grammar errors and ensure your letter is thoroughly proofed before submitting. Click to enlarge your PDF on key information to include in your cover letter.
Cover Letter for a Cost Quotation
Take advantage of this Cover Letter for a Cost Quotation template and discuss your product, price, and proposal in a professional way. This template is user-friendly and allows you to resize, reposition, remove, and replace the content according to your need using any file formats of your choice. We guarantee downloading it will be worth your ...
Quotation email
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!
How To Write a Letter Requesting for a Company Quotation
Here are some steps you can follow when writing your own letter or email requesting a company quotation: 1. Address the sales representative by name. The first step when writing a quotation request letter is to do some research on the company with which you're trying to do business to determine the sales representative 's name.
11+ Quotation Letter Templates in Google Docs
Step 3: Estimate Add-ons. Estimate the cost for the add-on services like additional parts, special requirements, maintenance, etc. That can determine the cash inflow as well as the outflow. For a wider selection of Formal Letter Templates, check out more options here.
PDF Riyadh, Saudi Arabia May 15, 2022 Dear Prospective Offeror: Subject
The subject line of all emails must, at a minimum, read: "Request for Quotations - 19SA7024Q0019". It is important to make sure the submission is made in specific size and format such as MS-Word 2007/2010, MS-Excel 2007/2010 or Adobe Acrobat (pdf file). In addition, file sizes must not exceed 30MB.

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Effective Sample Cover Letter for Quotation to Client: How to Craft a Winning Proposal

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