Are you tired of composing emails requesting quotations from suppliers and getting no reply? Have you ever sent a quotation request email but received an insufficient quote for your needs? If you’re nodding your head in agreement, then this article is for you.
In this article, we’ll provide you with a plethora of asking quotation email samples that you can use as a template for your next email. These samples can be easily edited to align with your business’s specific needs.
We all know that composing a quotation request email can be tedious and time-consuming, especially when you’re not sure about what to include. However, with these pre-written samples at your disposal, you’ll be able to quickly and effectively request quotes without any hassle.
From the tone of the email to the words used in them, our asking quotation email sample will guide you on how to put together an email that suppliers will respond positively to. So, whether you’re a seasoned business owner or a newbie, these samples will help you create an email that is sure to get you the best quotations for your business.
Don’t let the fear of crafting a quotation request email hold you back, use our sample templates and watch your business grow.
The Best Structure for Asking for Quotation Email Sample
Asking for a quotation is a crucial part of any business transaction. The success of your business depends on getting the best deals, and having an effective email structure is imperative. Following the right structure can help you achieve your goals, impress your potential supplier or vendor, and make your email stand out. In this article, we will share with you the best structure for asking for a quotation email sample.
Subject Line
Your subject line is the first thing the recipient will see, and it can make or break your email. Keep it short, specific, and to the point. Your subject line should clearly state what you’re asking for. For example, “Request for Quotation for XYZ Product” or “Price Inquiry for ABC Service.” Avoid using generic subjects like “Hi” or “Hello.”
Introduction
Start by introducing yourself and your company. A brief introduction will give the recipient an idea of who you are and what your company does. It’s essential to establish a professional tone and make a good first impression. You can mention the reason why you’re reaching out, for example, “I’m writing to inquire about the pricing of your products/services.”
Request for Quotation
In this section, be specific and detailed about what you’re looking for. Provide the supplier or vendor with a clear description of the product or service you require. Be sure to include all essential details such as the quantity, size, color, or any other relevant information. This section helps the supplier or vendor understand your needs.
Additional Information
Here, you can provide any additional information that the supplier or vendor may need. If there are any specific delivery requirements or payment terms, mention them in this section. Providing additional information shows that you’re serious about doing business with the supplier or vendor.
Closing
End your email with a call to action. A call to action asks the recipient to take action, such as sending a quotation. You can use phrases like “Please send me a quotation at your earliest convenience.” or “I look forward to hearing from you soon.” Be polite and thank the supplier or vendor for their time and consideration.
Signature
Sign off your email with a professional signature. Include your name, job title, and contact information such as phone number and email address.
In conclusion, an effective structure for an email requesting a quotation is essential for any business transaction. You need to make sure your email stands out and communicates your needs clearly. By following the structure we have outlined, you can be sure that you will get a response from your potential supplier or vendor.
Request for Quotation – Catering Services
Greetings,
We are organizing an event for our company and would like to request for a quotation for catering services. The event will take place on the 20th of October 2021, from 10am to 3pm, at our office located in Manhattan, New York. We are expecting around 100 guests to attend the event.
We are looking for a catering service that can provide us with a variety of dishes, including vegetarian and gluten-free options. We would also like to have servers who will assist us in setting up, serving the food, and cleaning up the area after the event. Could you please provide us with a quotation that includes the cost per head for the catering service and servers?
Thank you for your time and consideration. We look forward to hearing from you soon.
Best regards,
John Smith
Request for Quotation – Office Supplies
Dear Sir/Madam,
We are an IT solutions company based in California and we are in need of office supplies for our daily operations. We would like to request for a quotation for the following items:
- 300 packs of printer paper
- 50 black and white toners
- 50 color toners
- 50 sets of pens and pencils
- 50 note pads
We would appreciate it if you could provide us with your best quotation for the mentioned items including the taxes applicable. Also, please include the delivery charges and an estimated delivery time for the items mentioned above.
Thank you for your prompt response.
Sincerely,
Jane Doe
Request for Quotation – Furniture
Dear Supplier,
We are interested in purchasing furniture for our new office space located in Texas. We would like to request for a quotation for the following items:
- 25 office chairs – black leather
- 5 glass conference tables
- 50 visitor chairs – leather
- 10 filing cabinets – 2 drawers, metal, grey
Please provide us with your best quotation for the items mentioned above, including the taxes applicable. Moreover, we would like to know the estimated delivery time and shipping charges for the items. Do let us know if you provide any after-sales services.
We look forward to hearing from you soon.
Thank you very much.
Best regards,
Jack Williams
Request for Quotation – Janitorial Services
Dear Sir/Madam,
We are looking for a reliable janitorial service provider for our commercial property. We would appreciate it if you could provide us with a quotation for the following services:
- Cleaning the offices, restrooms, and pantry area
- Dusting and cleaning the windows and doors
- Vacuuming and mopping the floors
- Emptying the trash cans and disposing of the waste properly
Please provide us with your best quotation for the mentioned services including the relevant taxes. We would also like to know the availability of your services and the frequency of visits to maintain the cleanliness of our building.
We look forward to hearing from you.
Best regards,
Robert Johnson
Request for Quotation – Website Design
Dear Web Design Company,
We are planning to create a website for our business and would like to request for a quotation for the website design. We would like the website to have the following features:
- Responsive design for mobile and desktop
- Integration with social media platforms
- Easy navigation and user interface
- Online forms, signups, and payments functionality
Please provide us with your best quotation for the website design. Also, kindly let us know the number of pages you will design and develop for the website and the duration required to complete the project. We would appreciate it if you could also mention the maintenance services you provide and their respective charges.
Thank you for your time and consideration.
Best regards,
Emily Parker
Request for Quotation – Photography Services
Dear Photographer,
We are organizing an event and would like to request for a quotation for your photography services. The event will take place on the 5th of November, 2021, from 2pm to 6pm, at our resort located in Miami, Florida. We are expecting around 200 guests to attend the event.
We would like to have a professional photographer to take candid shots, portraits, and group photos of the guests during the event. Please provide us with your best quotation for the photography services, including the cost of processing and editing the images.
We look forward to hearing from you soon.
Best regards,
Samantha Williams
Request for Quotation – Electrical Services
Dear Electrical Contractor,
We would like to request for a quotation for electrical services to install electrical connections to our newly built office space located in Seattle. The work that needs to be done includes:
- Wiring and installation of electrical switches and sockets
- Installation of lighting fixtures
- Installation of electrical panels and circuit breakers
- Grounding and earthing the building system
Please provide us with your best quotation for the mentioned services including the relevant taxes. Furthermore, we would like to know the duration required to complete the work, the availability of your services, and whether you provide any after-sales services.
Thank you for your time and attention.
Best regards,
David Lee
Tips for Asking for a Quotation in an Email
Asking for a quotation in an email can be a tricky task – you don’t want to come off as too pushy and you want to make sure you’re getting the best price possible. Here are some tips to keep in mind when crafting your email:
- Be specific about what you need – When you’re asking for a quotation, be as clear and detailed as possible about what you’re looking for. This will help the vendor come up with a more accurate and relevant proposal.
- Highlight any deadlines – If you have a specific deadline in mind, make sure to let the vendor know. They may be able to work with you to meet your timeline or suggest alternatives if necessary.
- Provide a budget range – If you have a budget in mind, share it with the vendor. This will help them tailor their proposal to your needs and come up with options that fit within your budget.
- Ask for references or case studies – If you’re working with a new vendor, it can be helpful to ask for references or case studies from previous clients. This will give you a better sense of their capabilities and track record.
- Be courteous and professional – Remember to be polite and professional in your email. This will help build a good relationship with the vendor and increase the chances of getting a favorable response.
Overall, the key to getting a good quotation is to be clear about your needs, provide relevant information, and maintain a professional demeanor. With these tips in mind, you should be able to craft an effective email that gets the response you want.
Asking for Quotation Samples FAQs
What is a quotation email?
A quotation email is a type of formal email that requests a quote or price estimate for products or services from a supplier or vendor.
What should be included in a quotation email?
A quotation email should include a clear and concise request, relevant details about the products or services being requested, desired delivery date, and any specific requirements or terms and conditions.
How should I start a quotation email?
You should begin a quotation email with a polite greeting and introduction, and clearly explain your request for a price estimate or proposal.
How can I make sure I get an accurate quotation?
To ensure an accurate quotation, provide as much detailed information about your products or services as possible and be clear about any specific requirements or standards that must be met.
How soon can I expect a response to my quotation email?
The response time may vary depending on the supplier or vendor, but typically you can expect a response within 24-48 hours.
Should I provide any additional information in my quotation email?
You may include any supporting documentation or relevant information that may assist the supplier or vendor in providing an accurate quotation.
How should I end a quotation email?
You should conclude a quotation email with a polite closing and a request for confirmation of receipt and acknowledgement of your request.
What if I need to make changes to my quotation request?
If you need to make changes to your quotation request, promptly communicate the changes to the supplier or vendor and clearly outline the revised requirements or criteria.
Is it necessary to follow up on a quotation email?
If you have not received a response within a reasonable time frame, it is polite to follow up with a reminder email to reinforce your interest and prompt a response.
Sending Out Your Next Quotation Email? Here’s the Sample You Need
And that’s it, folks! You now have an idea of how to write a quotation email that will be well-received by your clients. Remember to personalize it, keep it simple, and always highlight the value of your product or service. Thanks for reading, and feel free to come back for more tips and tricks on effective communication in the business world. Until then, happy quoting!