Source templates.rjuuc.edu.np
Quotation sending mail is a process that involves four main entities: customers, sales representatives, quotation systems, and email servers. Customers initiate the process by requesting a quotation. Sales representatives create quotations using quotation systems and send them to customers via email servers. Email servers deliver the quotations to the customers’ inboxes, completing the process.
Salutation
- Always personalize the email with the recipient’s name.
- If you don’t know the recipient’s name, use a more general salutation such as "Hello there" or "Dear Sir/Madam".
Subject Line
- Be clear and concise about the purpose of your email.
- Avoid using generic subject lines such as "Quotation Request" or "Please Quote".
Body
1. Introduction
Also Read
- State the purpose of your email and provide a brief background.
- Example: "I am writing to request a quotation for a supply of office furniture for our new office."
2. Specifications
- Clearly outline the specifications of the products or services you need.
- Include as much detail as possible, such as quantities, dimensions, and any specific requirements.
3. Budget
- If you have a budget, include it in your email.
- This helps the supplier understand your expectations and focus their quote accordingly.
4. Timeline
- Specify your desired timeline for receiving the quotation.
- This helps the supplier prioritize your request and manage their workload.
5. Next Steps
- Indicate the next steps you would like the supplier to take.
- This could be a request for a formal quotation, a meeting, or a call to discuss the specifications further.
6. Contact Information
- Provide your full contact information so the supplier can reach you easily.
- Include your phone number, email address, and company name.
Attachments
- If necessary, attach relevant documents to your email.
- This could include specifications, drawings, or previous quotations.
Table for Multiple Items
If you are requesting a quotation for multiple items, consider using a table to present the information clearly:
| Item | Quantity | Specifications |
|---|---|---|
| Desk | 10 | 60" x 30" x 30", Mahogany |
| Chair | 20 | Upholstered, Black |
| Filing Cabinet | 5 | 3-drawer, Metal |
Professional Quotation Sending Email Samples
Request for Quotation Submission
Dear [Recipient Name],
I hope this email finds you well.
We are writing to request a quotation for the provision of [Services or Products]. We are currently in the process of evaluating different vendors and would appreciate receiving a detailed proposal from your company.
Please include the following information in your quotation:
- A detailed description of the services or products to be provided
- The proposed timeline for completing the project
- The total cost of the project, including any applicable taxes and fees
- Any additional information or documentation that may be relevant to our decision-making process
We kindly request that you submit your quotation by [Deadline].
Thank you for your time and consideration. We look forward to receiving your proposal.
Sincerely,
[Your Name]
Quotation Acceptance
Dear [Vendor Name],
Thank you for submitting your quotation for the provision of [Services or Products].
We have carefully reviewed your proposal and are pleased to inform you that your company has been selected as our preferred vendor.
We appreciate the competitive pricing and the detailed scope of work that you outlined in your quotation. We are confident that your company has the expertise and experience to meet our requirements.
We would like to proceed with the following:
- [Description of the agreed-upon project details]
Please confirm that you accept these terms and that you can commence work on [Start Date].
We look forward to working with you on this project and building a long-lasting partnership.
Sincerely,
[Your Name]
Quotation Declination
Dear [Vendor Name],
Thank you for submitting your quotation for the provision of [Services or Products].
We have carefully reviewed your proposal and appreciate the time and effort that you put into it.
After careful consideration, we have decided to award the contract to another vendor.
While your quotation was competitive, our decision was ultimately based on the following factors:
- [List of reasons for declining the quotation]
We appreciate your interest in our project and wish you all the best in your future endeavors.
Sincerely,
[Your Name]
Quotation Revision Request
Dear [Vendor Name],
Thank you for submitting your quotation for the provision of [Services or Products].
We have reviewed your proposal and have a few questions and clarifications before we can make a final decision.
Specifically, we would like to request the following revisions to your quotation:
- [List of requested revisions]
We kindly request that you submit a revised quotation by [Deadline].
Thank you for your understanding and cooperation.
Sincerely,
[Your Name]
Quotation Amendment Acceptance
Dear [Vendor Name],
Thank you for submitting the revised quotation for the provision of [Services or Products].
We have carefully reviewed your amended proposal and are pleased to inform you that we accept the revised terms.
We appreciate your willingness to accommodate our requests. We believe that this new agreement will result in a mutually beneficial partnership.
Please proceed with the project as outlined in the revised quotation. We look forward to working with you.
Sincerely,
[Your Name]
Request for Additional Information
Dear [Vendor Name],
Thank you for submitting your quotation for the provision of [Services or Products].
We have reviewed your proposal with interest. However, we require additional information before we can make a final decision.
Would you be able to provide us with the following information:
- [List of requested additional information]
We would appreciate it if you could provide this information by [Deadline].
Thank you for your attention to this matter. We look forward to hearing from you soon.
Sincerely,
[Your Name]
Quotation Withdrawal
Dear [Vendor Name],
Thank you for submitting your quotation for the provision of [Services or Products].
After careful consideration, we have decided to withdraw our request for quotation.
We understand that you may have invested time and resources into preparing your proposal, and we appreciate your efforts.
We wish you all the best in your future endeavors.
Sincerely,
[Your Name]
How to Send a Quotation via Email: A Comprehensive Guide
How to format a quotation email?
A quotation email should typically include the following information:
- Subject: Clearly state the purpose of the email as a quotation.
- Body: Begin with a formal greeting, address the recipient, and state the reason for the email.
- Quotation Details: Provide a detailed breakdown of the quotation, including itemized pricing, discounts, taxes, and any other relevant information.
- Terms and Conditions: Outline the payment terms, delivery arrangements, and any warranty or guarantee information.
- Call to Action: Clearly state what you would like the recipient to do, such as approve the quotation or schedule a meeting.
- Closing: End with a professional closing and signature.
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