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The Ultimate Quotation Confirmation Email Structure
As an HR Manager, I’ve learned the importance of sending clear and concise quotation confirmation emails. Here’s a detailed guide to help you craft effective quotation confirmation emails:
Essential Components
- Subject Line: Clearly state the purpose of the email, e.g., “Quotation Confirmation for HR Services.”
- Opening Salutation: Greet the recipient professionally, e.g., “Dear [Recipient Name].”
- Introduction: Briefly introduce yourself and the purpose of the email, e.g., “I am writing to confirm the quotation for HR services that you requested.”
- Quotation Summary: Include a table or bulleted list summarizing the key details of the quotation:
| Service | Quantity | Unit Price | Total Price |
|---|---|---|---|
| Talent Acquisition | 10 | $1,000 | $10,000 |
| Performance Management | 20 | $500 | $10,000 |
- Terms and Conditions: Clearly outline the terms and conditions, including payment terms, delivery timelines, and any applicable cancellation policies.
- Call to Action: Encourage the recipient to take the next step, such as signing a contract or making a payment.
- Contact Information: Provide clear contact information for any inquiries or clarifications.
Sample Quotation Confirmation Emails
Request for Quotation (RFQ) Response
Dear [Client Name],
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Thank you for reaching out regarding your RFQ for [product/service]. We are delighted to provide you with a quotation that meets your requirements.
Please find the attached quotation for your review. We have carefully considered your specifications and have included all the necessary details and pricing information.
Should you have any questions or need further clarification, please do not hesitate to contact us.
Thank you for your time and consideration.
Best regards,
[Your Name]
Quotation Accepted
Dear [Client Name],
We are pleased to confirm the acceptance of your quotation for [product/service].
We understand the importance of this project and assure you that we will strive to meet your expectations.
Our team will commence work on [start date] and aim to complete the project by [end date].
We will keep you updated throughout the project’s progress and provide you with regular reports.
Thank you for entrusting us with this opportunity.
Sincerely,
[Your Name]
Quotation Revision
Dear [Client Name],
Upon further review, we would like to revise the quotation we provided for [product/service].
After considering your feedback and additional requirements, we have made the following changes:
- [List of changes]
We believe these changes better align with your needs and expectations.
Please review the revised quotation and let us know if you have any concerns.
We appreciate your understanding and support.
Regards,
[Your Name]
Quotation Decline
Dear [Client Name],
We have carefully reviewed your request for a quotation for [product/service].
While we appreciate your interest in our services, we regret to inform you that we cannot accept your quotation at this time.
Our current workload and business priorities do not allow us to take on new projects at this time.
We hope you will consider us in the future should your needs change.
Thank you for your understanding.
Best regards,
[Your Name]
Quotation Amendment
Dear [Client Name],
We are writing to request an amendment to the original quotation for [product/service].
Due to unforeseen circumstances, we must make the following changes to the quotation:
- [List of changes]
We understand that these changes may affect your project, and we apologize for any inconvenience this may cause.
Please review the amended quotation and let us know if you have any questions or concerns.
Thank you for your continued support.
Sincerely,
[Your Name]
Quotation Extension
Dear [Client Name],
We are writing to request an extension for the quotation we provided for [product/service].
Our current schedule has been impacted by [reason for extension]. As a result, we require an additional [number] days to complete the project.
We have reviewed the impact of this extension on the project plan and have taken steps to minimize any delays.
Please let us know if you agree to the extension request.
Thank you for your understanding.
Regards,
[Your Name]
Quotation Withdrawal
Dear [Client Name],
We regret to inform you that we must withdraw the quotation we provided for [product/service].
After careful consideration, we have determined that we are unable to meet your requirements within the proposed budget and timelines.
We understand that this news may be disappointing, and we apologize for any inconvenience it may cause.
We hope you will consider us for future projects where our expertise may be better suited.
Thank you for your understanding.
Sincerely,
[Your Name]
What is a quotation confirmation email?
A quotation confirmation email is an electronic message sent by a supplier to a customer to confirm the details of a quotation that has been requested. The email typically includes the following information:
- The date of the quotation
- The quotation number
- The customer’s name and contact information
- The supplier’s name and contact information
- A description of the goods or services being quoted
- The price of the goods or services
- The terms of payment
- The delivery date
- Any other relevant information
A quotation confirmation email is a binding contract between the supplier and the customer. Once the customer has accepted the quotation, the supplier is obligated to provide the goods or services as specified in the email.
What should a quotation confirmation email include?
A quotation confirmation email should include the following information:
- The date of the quotation
- The quotation number
- The customer’s name and contact information
- The supplier’s name and contact information
- A description of the goods or services being quoted
- The price of the goods or services
- The terms of payment
- The delivery date
- Any other relevant information
What is the purpose of a quotation confirmation email?
A quotation confirmation email serves several purposes, including:
- Confirming the details of the quotation to the customer
- Providing the customer with a record of the quotation
- Binding the supplier to the terms of the quotation
- Allowing the customer to accept or reject the quotation
Thanks for reading! I hope this guide has helped you better understand quotation confirmation emails and how they can benefit your business. If you’re still unsure about anything, feel free to ask any questions you may have. We’re always here to help. Until next time, stay tuned for more articles like this that can assist you in managing your business.