Quotation Letter: How To Write (with Format & Samples)

A Quotation Letter is written by a company with the intent of providing a quotation for their products or services. A quotation letter should clearly describe the products or services being quoted so that the recipient can make an informed purchasing decision. For example, your recipient can make a better decision knowing the exact materials of the pipes you intend to install in a home. When a potential customer is comparing three plumbing quotes, knowing the material involved is as important as knowing the price.

Your quotation can be simple or complex. You might consider offering higher-quality materials at a higher price, and standard materials at a standard price. For example, offering a wooden privacy fence with metal pole supports or with wooden post supports allows the customer several options at different prices. Allowing choice increases the likelihood your company will secure the job.

Things to Consider When Writing a Quotation Letter

You can offer your quote by mail (letter) or by email. Either way, it should contain your company name and logo, address, and contact information.

A quotation letter is a professional document, and it should be written in a formal tone. Offer your products or services in a clear and easy-to-read letterhead format. The use of bullet points and tables is common in quotation letters because they make it easy to understand the differences between the services you provide or point down your product qualities.

Your materials, services, or products should be described in as much detail as possible, without making the quote sound like an advertisement. Your potential customer already knows something about what they need. Be clear but don’t create a sales pitch.

What to Include in a Quotation Letter

Your quotation needs to have certain elements to be effective. Here is what you need to include:

  • Basic company information
  • A show of gratitude for being considered
  • List of products and/or services
  • Your quotation price(s)
  • Total package price
  • Options, if possible
  • Guarantee information
  • Contact information

Tip: A show of gratitude is one of the most essential elements in any professional correspondence. Always let your customer know you appreciate them

Quotation Letter Format

{your name}

{your company’s name and logo}

{your company’s address}

{your email address}

{date}

{recipient name}

{recipient address}

Dear {recipient}:

Thank you for considering us for your {product or service} needs. Here is the quote you requested.

Quote for {products or services}

{product or service}DescriptionQtyPriceTotal
       
       

{This area can be used for guarantee information and disclaimers, if any}

I am happy to discuss this quote with you and answer any questions you might have. You can reach me on my cell phone at {phone number}, or by email at {email address}.

Thank you again for your quote request.

Sincerely,

{your signature}

{your name}

Sample Quotation Letter

Here is a sample letter based on the above basic format. The quoting company does part manufacturing. They are bidding for a contract for multiple parts, which they will create using their waterjet machining facility.

Jason Mitford

Allied Manufacturing, Inc.

2000 West Highland

Bedford, MI 90776

mitfordj@alliedmfg.com

June 25, 2022

Jessica Morant

Total Aircraft Manufacturing, Inc.

3046 South Ford Street

Bedford, MI 90775

Dear Jessica:

Thank you for considering us for your waterjet machining needs. Here is the quote you requested.

Quote for Manufacturing Aircraft Parts

ProductDescriptionQtyPriceTotal
Titanium Part“Rear Brace” per your drawing no. 78996 and specs82$47.00$3,854.00
Titanium Part“Front Brace” per your drawing no. 78997 and specs82$47.00$3,854.00
Stainless Steel Part“Left Detail” per your drawing no. 89564 and specs46$26.00$1,196.00
Stainless Steel Part“Right Detail” per your drawing no. 89565 and specs46$26.00$1,196.00
Total Price$10,100.00

We will supply the raw materials per your specifications. Each part is subject to quality control approval in your facility.

Note: We have not included any finishing requirements other than those specified in your drawings.

I am happy to discuss this quote with you and answer any questions you might have. You can reach me on my cell phone at (382) 977-6558, or by email at mitfordj@alliedmfg.com. I can easily stop by to see you and talk about your manufacturing needs.

Thank you again for your quote request.

Sincerely,

Jason Mitford

Important:

As you can see, this sample letter contains an implied warranty on the parts – “Each part is subject to quality control approval in your facility.” If a part is rejected, the recipient may send it back to be reworked or scrapped at no cost to the recipient.

The company has also noted that no finishing requirements other than those on the supplied drawings are included. In other words, if any of the parts need to be painted, anodized, or finished in any other manner than specified in the drawings, this finishing is not included in the quote.

Quotation Letter Template

A Quotation Letter Template is a blank format for a quotation or a bid for products or services. The template should contain a table or a bulleted list for parts, descriptions, quantities, costs, and totals. We have provided a basic format above for a quotation letter that can easily work for your company’s professional quotes.
Details
File Format
  • MS Word

Product Price Quotation Letter

A Product Price Quotation Letter is a professional letter written to provide a quote for a product or products. This letter should include clear information about the product(s) being quoted and their price(s). It should also demonstrate gratitude for the opportunity to bid on the products and clear contact information.
Details
File Format
  • MS Word

Service Price Quotation

A Service Price Quotation is a professional document outlining the cost for a particular service or services. If your company is providing parts required in the service, note the cost of the parts as well as your labor cost. For example, if you need to replace a switch on a washer, list the switch’s cost and your labor. Use part numbers when applicable. Clearly state your hourly service rates as well.
Details
File Format
  • MS Word

Quotation Request Letter

A Quotation Request Letter is a letter written to obtain a quote for products or services. This type of letter is commonly used by companies seeking bids or quotes for services or products. For example, a company might request quotes for annual air conditioning maintenance and repair.
Details
File Format
  • MS Word

Conclusion

All companies should have a format, or template, to use for quotations. The format above works for quotations for services or products. The most important parts of any quotation letter are a show of gratitude and a willingness to discuss the quote. Products and services and their prices, should be clear, descriptive, and easy to understand.

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