A quotation email can be a game-changer, keeping your business at the forefront of sales success as it acts as the bridge between your offerings and your potential clients.
In this article, we will take you through a detailed journey of crafting an effective quotation email that gets your prospects to sit up and take notice.
Plus, we’ve added 7 inspirational samples that will help you write compelling quotation emails for your business.
Note: Struggling to get replies or book meetings with prospects that fit in your ICP? We’ll help you get 6 SQLs or book 6 meetings with prospects that are ready to buy for only $999/month. Book a 15-minute consultation now.
A quotation email is a business email sent by an individual service provider or a business to a potential customer to provide details on the price for certain goods, products, or services. It’s generally a response to a quote request from a potential client.
So, as per the client’s requirements, it typically includes specific details such as the nature of the goods or services, quantity, fixed price per unit, total cost, payment terms, delivery details for the entire process, and other relevant information.
A quotation email is not just important because it helps you detail your pricing and service terms for your customers. There are key business reasons why you should always use quotation emails in business procedures.
Here are some of the main reasons you should always use them:
That said, you probably have a pricing page on your website. So, you’re probably thinking that you can’t just keep whipping up quotation emails whenever somebody stops by your business; you’re right. Here are some situations that demand a quotation email:
These are the key components of an excellent quotation email. Keep in mind that they’ll also serve as the stages you’ll have to go through as you write your quotation email.
The subject line is what the recipient sees first in the inbox. This is not an email to sell. So, you need to make your intentions in the subject line clear and simple so that your recipient understands that you are coming to them with a quote.
For instance, your subject line could be “Request for a quote” or “Quote for [service or product’s name].”
Start the email with a professional and polite greeting such as “Hello + name” or “Good morning + name.”
You’ll most likely know their name. If it happens that you don’t know the person’s name, omit the name, but still greet them politely. A simple “Hello” or “Good morning” can help to set a friendly tone for the email.
The next thing to do is to give a vivid description of the products or services (to be) purchased. It enables your client to identify what they want to purchase. A detailed description can be the product name, a picture if need be, and a product identification code or something similar — based on the system of identification you have at your company.
Ensure you list the products or services you’re quoting as line items. Include a vivid description of the items, quantities, unit price, and total price per item. You can separate the products and services’ pricing details.
Furthermore, make sure to differentiate the labor from the material cost. Also, state what the cost doesn’t cover. You should also indicate details about shipping and delivery fees. This helps you to stay organized when breaking down the cost in the email.
This is where you state the possible variations in your business. Whatever terms or conditions you have at your business that might influence the costs mention it. Or add a link to a page that covers them very well. You should detail things like:
In addition, let them know about the payment option and when you want to be paid. Whether it is through direct deposit, checks, credit cards, or full or installment payments, let them know to avoid confusion.
You should let your client know the different variations that can affect the cost. For instance, they should know the amount of value-added tax they are paying on a specific item. Or you can let them know if any discounts apply to them and any other disclaimers associated with your business.
Just as the greeting, you must end your email politely. Closing statements such as “We’re looking forward to hearing from you” can help your recipient understand that you expect a reply within a specific timeframe.
Ensure you include your details in the email. This enables your recipient to reach out to you if they have inquiries or want to clarify the details to you. Your contact information can include business name, address, phone number, email address, and job title.
Here are some email tips you can consider for the proofreading and refining process.
Every quotation email must address their client’s needs. Think of it like a guide to enable them to make an informed purchasing decision.
So, as a foundational step, take the time to map out everything you should include in the email but, more importantly, what they’ll need to know.
Keep in mind that it will all depend on your service or product and the needs of the customer in your particular context.
A quotation email is professional. Be sure to be polite and friendly throughout your correspondence.
Write a detailed list of each item. You can use bullet points to help you stay organized and list the quote for each item.
You should break down the cost of each item to your recipient. You must also let them know about any additional fees such as VAT, shipping and delivery fees, discount, and everything else.
Inform your recipients about the payment options as well as the time of payment. Is it direct deposit, check, or credit card? One-time payment or installment payment? This will enable the client to know if the options match the form of payment.
Here, you’ll find 7 samples of quotation emails you can use to answer your client’s requests. Simply copy, paste, and edit them in a way that suits your needs and your branding styles.
The price quotation email is the simplest quotation email. It provides two simple things — the price and details for your prospective clients. You can do this by outlining the items first and then the price. Or you can outline the price and make a comparison with your competitors. Here is a template that can work out for you.
Subject: Quotation request response — [your company name]
Please note that these prices are exclusive of shipping and handling charges. You’ll receive a shipping estimate once we receive the shipping address details.
Our prices are highly competitive, and we strive to provide high-quality products. Rest assured, our products pass stringent quality checks and come with the necessary warranties.
The quotation is valid for 30 days, and the delivery timeline will be approximately 4-6 weeks from the date of order confirmation.
Our terms of payment are 50% advance upon order confirmation and the remaining 50% before shipment.
We hope to have the opportunity to serve your needs. If you have any questions or require further information, please feel free to contact me directly at [your email] or [phone number].
Thank you once again for considering [Your company name]. We look forward to the possibility of working with you.
Best regards,
[Your name]
[Your signature]
If one of your clients is loyal or is buying in bulk from you, this is a good reason to send a quotation email. A quotation email with a discount informs your clients about a special discount.
When writing this type of email, ensure you use the right tone and be clear. An effective quotation email must be easy to read and find information quickly (discount code/coupon).
Subject line: Special IBM discount offer for [client’s company name]
A revised quotation email is written by a company that has quoted a price for an order and is revising it. When sending a revised quotation email, ensure you precisely state what your clients need. Here is a template that can help.
Subject line: Revised quotation for your requested products
If you have some additional services or products that weren’t listed in the initial email, you can send another quotation email. Ensure that the tone and language are appropriate when communicating with the client. Here is a template that can guide you.
Subject: Quotation request response — [your company name]
After having a discussion or meeting with your clients about your products or services, you can send them a quotation email.
Your email shows you’re interested in doing business with them and also acts as a follow-up email or even a reminder email to give them a nudge, taking them a step closer to purchase. Here is a template that can work for you.
Subject line: Detailed overview post discussion
Epson EcoTank ET-4760 All-in-One Supertank Printer
10
$500
$5000
Epson Pro EX9240 3-Chip 3LCD Full HD 1080p Wireless Projector
5
$800
$4000
Epson FastFoto FF-680W Wireless High-Speed Photo and Document Scanning System
15
$600
$9000
Epson DS-780N Network Color Document Scanner
20
$700
$14000
Total
$37000
Note: The provided prices include delivery charges but do not cover applicable taxes. This quote remains valid for a period of 30 days from the date of this email.
Should you decide to move forward or if you need further clarification on our products or services, please feel free to get in touch.
Once again, we are grateful for your interest in Epson. We are thrilled at the prospect of partnering with you and look forward to your response.
Best regards,
[Your name]
[Your signature]
If you have sent a previous email to your client, but they are yet to respond, you can send a follow-up quotation to hear from them. Here is a sample that can help you out.
Subject line: Your recent IKEA quotation request
For these selections, your total comes to $1,145 before taxes and shipping. If you would like to add or remove any items or explore further customization options, please feel free to let us know.
If you have any questions or require additional information, please don’t hesitate to respond to this email or call us directly at our customer service hotline at (123) 456-7890.
Looking forward to your response and the opportunity to serve you.
Best regards,
[Your name]
[Your signature]
Wanna write an email to request a quote from a business but know where to get started? Here is the perfect template for a client email requesting a quotation. See it as a formal letter to a sales rep to request all the details about products you’re interested in.
Subject: Quotation request response — [your company name]
Note: Struggling to get replies or book meetings with prospects that fit in your ICP? We’ll help you get 6 SQLs or book 6 meetings with prospects that are ready to buy for only $999/month. Book a 15-minute consultation now.
