Have you ever found yourself struggling to write the perfect email with a quotation? Perhaps you’re not sure how to phrase your request or how to convey the value of your product or service. Well, worry no more! In this article, we bring you some expertly crafted quotation email samples, which you can use as a starting point for your next email pitch. And the best part? You can edit them as needed to fit your unique situation! So, whether you’re a seasoned sales professional or a business owner looking to expand your customer base, these quotation email samples will help you win the hearts and minds of your prospects. So, without further ado, let’s dive in!
The Best Structure for a Quotation Email
If you want to get a potential client interested in your services or products, sending a quotation email can be an effective way to do it. However, the structure of the email can make or break it. Here is a guideline to help you create quotation emails that will catch the client’s attention and ultimately lead to a sale.
The Subject Line
The subject line is the first thing that the client will see, so make it count. It should be concise yet descriptive, so that the client can quickly understand what the email is about. Including a specific product or service in the subject line may pique the client’s curiosity and encourage them to open the email.
The Opening Paragraph
The opening paragraph should be friendly and personable, and should set the tone for the rest of the email. Start by thanking the client for their interest in your business, then introduce yourself and your company. Briefly explain what your company does and how you can help the client. Make sure to highlight any unique features or benefits of your products or services.
The Body Paragraphs
The body paragraphs should contain the bulk of the information about your products or services. Start by restating the client’s needs or requirements, as discussed in any previous email or conversation. Then provide a detailed description of the products or services that you can offer to meet those needs. Be clear and specific about the features, advantages, and benefits of your products, and explain how they can help the client address their needs. Include any relevant pricing and delivery information, as well as any warranties or guarantees that you offer. If possible, include a few customer testimonials or case studies that showcase the effectiveness of your products or services.
The Closing Paragraph
The closing paragraph is your opportunity to reinforce your message and encourage the client to take action. Include a clear call-to-action, such as asking the client to request a quote, schedule a call, or place an order. Provide your contact information, including phone number, email address, and website. Finally, thank the client again for their interest and express your enthusiasm for the opportunity to work with them.
In conclusion, by following this structured framework, you can create compelling and effective quotation emails that will help you close more deals and grow your business, while providing value to potential clients.
Quotation Email Samples
Quotation Request for Office Equipment
Dear [Supplier Name],
We are in need of office equipment for our growing business and we’re interested in purchasing them from your company. Can you provide us a quotation for the following items:
- 10 Desktop Computers, Intel Core i5, 8 GB RAM, 500 GB HDD
- 10 Computer Monitors, 21.5 inches
- 5 Laser Printers, black and white, Ethernet connectivity
- 5 Laser Printers, color, Ethernet connectivity
Please include the delivery time and method, payment terms, and warranty in your quotation. Let us know if you have any promotions or discounts for bulk orders. We appreciate your prompt response.
Thank you and best regards,
[Your Name]
Quotation Request for Catering Service
Dear [Catering Service Provider],
We are planning to hold a corporate event next month and we would like to request for your quotation for catering service. The event will be attended by around 100 guests and we prefer a buffet style with a mix of vegetarian and non-vegetarian dishes.
Please provide us with your menu options, prices per head, and any additional charges such as service fees, tableware, and decoration. Let us know if you have experience handling similar events and if you can provide us with references. We will appreciate it if you can also include the setup and cleanup services in your quotation.
We look forward to hearing from you soon.
Best regards,
[Your Name]
Quotation Request for IT Consulting Service
Dear [IT Consulting Firm],
We are interested in your IT consulting service and would like to request for a quotation for the following scope of work:
- Conduct an IT assessment and audit of our current infrastructure and systems
- Provide recommendations on how to improve our IT infrastructure, security, and compliance
- Assist us in the implementation of the recommended solutions
- Provide training for our IT staff on the new systems and processes
Please provide us with your hourly rate, estimated hours for each phase of the project, and the qualifications and experience of your team who will be working on our project. Let us know if you can also provide us with ongoing IT support and maintenance after the project completion.
We appreciate your prompt response and look forward to working with you.
Best regards,
[Your Name]
Quotation Request for Graphic Design Service
Dear [Graphic Design Company],
We are in need of graphic design service for our marketing materials and would like to request for a quotation for the following items:
- Logo design
- Brochure design
- Flyer design
- Business card design
Please provide us with your portfolio, your process and timelines, and the estimated cost for each item. Let us know if you have any recommendations on how to improve our brand identity and make it more visually appealing to our target audience.
We appreciate your time and effort and look forward to hearing from you soon.
Best regards,
[Your Name]
Quotation Request for Training Program
Dear [Training service provider],
We are interested in your training program and would like to request for a quotation for the following course:
- Project Management Professional Certification Preparation Course
Please provide us with the course details including the course duration, training venue, course materials, instructor qualifications, and the cost per participant. Let us know if you have any promotions or discounts for group registrations. We will appreciate it if you can also provide us with the schedule for the next available class.
We look forward to hearing from you soon.
Best regards,
[Your Name]
Quotation Request for Photography Service
Dear [Photography Service Provider],
We are planning to hold a company event next month and we would like to request for your quotation for photography service. The event will be attended by around 50 guests and will be held in an outdoor venue.
Please provide us with your hourly rate, the number of photographers and equipment that you will bring, and any additional charges such as transportation and accommodation (if necessary). Let us know if you have experience in covering similar events and if you can provide us with references. We will appreciate it if you can also include the editing and digital rights of the photos in your quotation.
We appreciate your time and effort and look forward to hearing from you soon.
Best regards,
[Your Name]
Quotation Request for Translation Service
Dear [Translation Service Provider],
We are in need of translation service for our legal documents and would like to request for a quotation for the following items:
- Translation of a company agreement from English to Spanish
- Translation of a lease agreement from Korean to English
Please provide us with your rate per word or page, the estimated time for the completion of each translation, and the qualifications and experience of your translators for the specific languages. Let us know if you have any quality assurance process and if you can provide us with samples of your previous works.
We appreciate your time and effort and look forward to hearing from you soon.
Best regards,
[Your Name]
Tips for Writing a Great Quotation Email Sample
When sending a quotation email sample, it is important to ensure that your message is clear and professional. Here are some tips to help ensure your message is well-received:
- Be specific: Provide details on the product or service you are quoting. Include quantities, features, and any special requests from the client.
- Highlight benefits: Show the client why your product or service is the best choice for them. Highlight features that will benefit them the most, such as cost savings, quality, or efficiency.
- Be clear on pricing: Ensure that your pricing is transparent and easy to understand. Provide a breakdown of costs and any potential additional charges, such as shipping or handling fees.
- Set a clear timeline: Include in your quotation email sample the timeline for the delivery of the product or service, as well as the payment terms and expected completion date.
- Personalize the message: Address the client by name and mention any previous conversations or interactions you’ve had.
- Include a call to action: End your email with a clear call to action, asking the client to confirm their acceptance of the quote, or inviting them to contact you with any questions or revisions they may have.
- Check for errors: Before sending your quotation email sample, double-check that there are no spelling or grammatical errors. Run your email through a spell-checker and have someone else proofread it if possible.
By following these tips, you can create a professional and effective quotation email sample that will help you win more business and build stronger client relationships.
FAQs on Quotation Email Sample
What is a quotation email sample?
A quotation email sample is a pre-built template that outlines how quotations should be presented and formatted in an email.
Why do I need to use a quotation email sample?
A quotation email sample ensures consistency in presentation, tone, and professionalism. It also saves time and effort in formatting quotations for every email.
How do I access a quotation email sample?
You can find quotation email templates online or create one yourself. Most email clients also offer options to save templates that you can reuse.
What elements should be included in a quotation email?
A quotation email should have a clear subject line, introduction, brief summary of the request, itemized list of products or services, total cost, payment terms, and contact information.
How do I personalize a quotation email sample?
You can add a personal touch by addressing the recipient by name, using a friendly and polite tone, and customizing the introductory or closing remarks.
What are some common mistakes to avoid in a quotation email?
Avoid vague or incomplete descriptions, errors in calculations or pricing, using informal language or jargon, and neglecting to include payment terms or contact information.
Can I attach files or images to a quotation email?
Yes, if necessary. It is recommended to keep attachments to a minimum and ensure they are relevant and compatible with the recipient’s device.
How do I follow up on a quotation email?
You can send a polite reminder after a few days or follow up with a call to discuss the quotation further. Remember to be persistent, but not pushy or aggressive.
Should I include a call to action in a quotation email?
Yes, it is important to provide clear instructions on how to proceed, such as a deadline for acceptance or how to place an order.
How can I make my quotation email stand out?
You can make your quotation email more attractive and memorable by using visual elements, such as headers, bullet points, and logos, and focusing on the benefits and value of your products or services.
Sending Your Quotation Emails Made Easy Peasy!
Hope you found the quotation email samples helpful! Remember to personalize them according to your business and potential client’s needs. And if you still have any doubts, feel free to reach out to us anytime by commenting below. Now that you have your quotation email templates, you can focus on impressing your clients with your professional services. Thanks for reading and be sure to come back for more informative and engaging content!