Are you tired of spending hours drafting a quotation email for your business but always end up with unsatisfactory results? Look no further, because we’ve got you covered. In this article, we bring you some of the best samples of business email quotations that you can use as a template for your next proposal.
These samples are fully editable, allowing you to tailor them to your specific requirements. Whether you’re a freelancer, a small business owner, or a corporate entity, these quotations have got you covered. Leverage the expertise of industry professionals to make the best out of your next email negotiation.
Sending a well-crafted quotation email builds a great first impression, and, in turn, helps establish a healthy business relationship with your potential clients. You don’t want to come off as unprofessional or lose out on potential business opportunities due to a poorly written quotation email.
Our business email sample quotations will help you get started in the right direction. Don’t shy away from tweaking the samples to align with your business offering, target audience, and market trends. With our help, your quotation email will be both convincing and comprehensive, leaving no room for doubts or misunderstandings.
So, what are you waiting for? Get a head-start in email negotiation and take your business to new heights with our Business email sample quotations.
The Best Structure for Business Email Sample Quotation
As a business owner or professional, sending out quotations to potential clients is a regular part of the job. This communication is critical to building valuable relationships with potential clients and ultimately closing deals. However, crafting a quotation email that is informative, concise, and professional can be challenging. Therefore, it is essential to understand the ideal structure for business email sample quotation.
The following is the best structure for a business email sample quotation:
1. Subject Line
The subject line should be clear and concise, indicating the purpose of the email. It should also include the client’s name and the quotation number if applicable. A good example is “Quotation for John Doe – Q1234.”
2. Greeting
The greeting should be courteous and professional. A good example is “Dear John Doe,”
3. Introduction
The introduction should provide context for the quotation. It should explain the request or inquiry made by the client and how you plan to address it in your quotation. A good example is “Thank you for considering our services. We have received your request for a quotation on a new website design.”
4. Scope of Work
In this section, you should describe the scope of work, including the services you will provide and any other details relevant to the project. Be sure to clarify the number of revisions, timelines, and any other conditions associated with the work. A good example is “The new website design will include four pages, and we will provide two rounds of revisions to ensure that it meets your requirements. The design will be completed within one month of the project’s start date.”
5. Cost Breakdown
It is essential to provide a clear and concise breakdown of the cost associated with the project. This will help the client understand the value of your services and make an informed decision. A good example is “The total cost for the website design is $5,000. This includes the cost of design, development, and testing, as well as any necessary licenses and fees.”
6. Conclusion
The conclusion should restate the key points of the quotation and include a call to action. Be sure to thank the client for their time and consideration and encourage them to contact you if they have any questions or concerns. A good example is “We hope that this quotation provides the information you need to make an informed decision. If you have any further questions or concerns, please do not hesitate to contact us.”
In conclusion, a well-structured business email sample quotation is essential for building valuable relationships with potential clients and closing deals. By following the structure outlined above, you can create a professional, informative, and concise quotation that impresses potential clients and sets you apart from the competition.
7 Sample Business Quotation Emails for Different Occasions
Quotation for Website Development
Dear [Client’s Name],
Thank you for considering our company for your website development needs. We are pleased to offer you a competitive quotation for the project, as follows:
- Design and Development: $XXXX
- Content Creation: $XXXX
- Maintenance and Update: $XXXX
- Total Cost: $XXXX
We assure you that the project will be completed within the agreed timeframe and with your satisfaction in mind. We look forward to partnering with your company.
Best regards,
[Your Name]
Quotation for Office Cleaning Services
Dear [Client’s Name],
It was a pleasure speaking with you regarding your office cleaning requirements. Our team is dedicated to delivering exceptional solutions and meeting all your expectations. Please find the following quotation for our services:
- General Cleaning: $XXX/hour
- Special Services (including window, floor, and carpet cleaning): $XXX/hour
- Total Cost: $XXXX/monthly
We are more than happy to provide additional services as needed and work with your schedule. We believe that our attention to detail and excellent customer service will make a difference in your office environment.
Thank you for your consideration.
Sincerely,
[Your Name]
Quotation for Catering Services
Dear [Client’s Name],
Thank you for considering our catering services for your upcoming event. We understand that every celebration is unique and tailor our services to match your needs. Please find our quotation for the event:
- Menu Selection: $XXXX
- Food and Beverage Service: $XXXX
- Catering Staff and Clean-up: $XXXX
- Additional Decorations and Rentals: $XXXX
- Total Cost: $XXXX
We specialize in providing an exceptional experience with delicious cuisine and excellent service. Please let us know if you have any special requests or dietary restrictions.
We look forward to working with you and making your event memorable.
Best wishes,
[Your Name]
Quotation for Advertising Campaign
Dear [Client’s Name],
Thank you for reaching out to us regarding your advertising campaign. Our team of experts is excited to help you stand out and reach the right market. Please review the following quote for our services:
- Advertising Strategy and Planning: $XXXX
- Content Creation and Copywriting: $XXXX
- Social Media and Digital Advertising: $XXXX
- Print and Traditional Media: $XXXX
- Total Cost: $XXXX
We will work closely with you to understand your objectives and create a customized plan that meets your budget and timeline. Our aim is to deliver measurable results and exceed your expectations.
Thank you for choosing our company as your partner in your advertising success.
Best regards,
[Your Name]
Quotation for Translation Services
Dear [Client’s Name],
Thank you for considering our company for your translation needs. We provide a comprehensive range of language services and ensure accuracy and confidentiality. Please find below our quotation for your review:
- Translation: $XXXX/source word
- Edit and Review: $XXXX/source word
- Desktop Publishing and Formatting: $XXXX/hour
- Total Cost: $XXXX
We work with a team of experienced translators and linguists who understand your industry requirements and cultural sensitivity. Our goal is to help you communicate your message accurately and effectively.
We look forward to building a long-term partnership with your company.
Sincerely,
[Your Name]
Quotation for Transportation Services
Dear [Client’s Name],
Thank you for considering our transportation services for your business needs. We offer safe and reliable solutions that cater to all types and sizes of businesses. Please find our quotation for your review:
- Local Transportation: $XXXX/vehicle
- Out-of-Town Transportation: $XXXX/day
- Corporate Shuttle: $XXXX/employee/month
- Total Cost: $XXXX/monthly
We are committed to providing exceptional customer service and ensuring that you and your team arrive at your destination on time and in comfort. Our drivers are highly trained, and our vehicles are regularly maintained and renewed.
We hope to have the opportunity to serve your company soon.
Best wishes,
[Your Name]
Quotation for Graphic Design Services
Dear [Client’s Name],
Thank you for your interest in our graphic design services. We pride ourselves on providing creative and result-driven solutions tailored to your brand and vision. Please find our quotation for your review:
- Logo Design and Branding: $XXXX
- Marketing Collateral: $XXXX
- Web and Digital Graphics: $XXXX
- Total Cost: $XXXX
We believe that good design is not just aesthetically pleasing but communicates your message effectively. We work with you closely through a comprehensive design process to ensure that we deliver exactly what you need.
Thank you for considering our company. We look forward to creating beautiful designs for you.
Warm regards,
[Your Name]
Tips for Writing a Business Email Sample Quotation
When it comes to writing a business email sample quotation, there are a few important tips to keep in mind in order to effectively convey your message and provide accurate pricing information. Here are some tips to keep in mind:
- Start with a clear subject line: The subject line should clearly state what the email is about and grab the recipient’s attention. Use specific keywords such as “quotation”, “pricing”, or “proposal” to give the recipient an idea of what to expect in the email.
- Include a professional greeting: Always address the recipient by name and use appropriate titles, such as Mr., Mrs., or Dr. If you are unsure of the recipient’s gender or title, use their first name only.
- Introduce yourself and your company: Provide a brief introduction of yourself and your company, including your name, job title, and company name. This helps establish credibility and sets the tone for a professional business communication.
- Provide a clear description of the products or services: Describe the product or service that you are quoting for in detail. Include information such as the name of the product or service, its features and benefits, and any specifications or requirements that the customer needs to know about.
- Include a breakdown of costs: Clearly outline the cost of each product or service and provide a breakdown of any additional fees or charges, such as taxes or shipping costs.
- Provide payment and delivery options: Let the customer know what payment and delivery options are available and provide any relevant information on the process for completing an order.
- End with a professional closing: Use a formal closing such as “Best regards” or “Sincerely” and include your name, job title, and contact information.
By following these tips, you can write a professional and effective business email sample quotation that accurately conveys your pricing information and helps you win new business.
FAQs related to Business Email Sample Quotation
What should be included in a business quotation email?
A business quotation email should include a brief introduction, detailed quotation with pricing, payment terms, delivery details, and contact information.
What is the best format to send a business quotation email?
The best format to send a business quotation email is in PDF or Microsoft Word format to ensure that the formatting of the quotation remains intact.
How long should a business quotation email be?
A business quotation email should be concise and to the point. It should contain all the necessary details without being too lengthy. Ideally not more than 2 pages.
What is the purpose of a business quotation email?
The purpose of a business quotation email is to provide a potential customer with a detailed estimate of the cost and deliverables on the products or services being offered.
How soon should a business quotation email be sent after a request?
A business quotation email should be sent within 24 to 48 hours of receiving a request to keep the potential customer engaged and interested in the offering.
What should I do if the potential customer rejects the quotation?
You should thank the potential customer for considering your offer and leave the door open for future business opportunities and follow-ups.
Is bargaining acceptable in business quotation emails?
Bargaining is acceptable to a certain extent in business quotation emails, but it’s important to maintain professionalism, transparency, and fairness in the negotiation process.
Can I use a business quotation email as a legal document?
A business quotation email can be used as a reference and evidence of the offer made, but it’s recommended to have a formal and legally-binding contract signed by both parties before starting any work.
How often should I update my business quotation email template?
You should update your business quotation email template whenever there is a change in pricing, products or services, terms and conditions, or any other relevant information related to the offering.
What should I do if I don’t have the requested information for the business quotation email?
If you don’t have the requested information, be honest and upfront about it. Let the potential customer know when you will be able to provide the information and when they can expect to receive the quotation.
Thank You for Considering Our Quote
So there you have it, a simple and effective business email sample quotation that you can use to get started on your own. Remember to personalize it based on your client’s needs and budget, and always provide a breakdown of costs for better transparency. We hope you found this article beneficial and that it helps you secure more deals in the future. If you have any questions or feedback, feel free to drop a message in the comment section below. Don’t forget to book our page for more interesting content about the business world. See you soon!