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Finding the right quotation email sample can be a challenge. However, with the right resources, you can find a sample that meets your needs. There are many different types of quotation email samples available online, including samples for sales, marketing, and customer service. You can also find samples that are specific to your industry or niche. Once you have found a few samples that you like, you can tailor them to your specific needs. Be sure to include all of the relevant information, such as your company name, contact information, and the products or services that you are offering. You should also proofread your email carefully before sending it to ensure that it is error-free.
Crafting an Effective Quotation Email: The Ultimate Structure
When it comes to business communication, a well-structured quotation email can make a world of difference in securing deals and building relationships. Follow this comprehensive guide to craft a professional and persuasive quotation that will impress your clients.
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1. Subject Line
- Clear and concise, summarizing the purpose of the email
- Use keywords to optimize for search results
- Example: “Quotation for HR Consulting Services”
2. Opening Paragraph
Introduce yourself, state the purpose of the email, and reference any previous conversations or discussions.
Example: “Dear [Client Name], I hope this email finds you well. I am writing to follow up on our recent conversation regarding HR consulting services. I have prepared a quotation outlining our proposed solution, as discussed.”
3. Product/Service Description
- Provide a brief and clear description of the products or services offered
- Highlight key features and benefits
- Use specific details to demonstrate your expertise
4. Quotation Details
Item | Quantity | Unit Price | Total Price |
HR Consulting Fee | 10 hours | $100 | $1,000 |
Travel Expenses | 2 days | $200 | $400 | Subtotal | $1,400 |
GST/VAT (if applicable) | $140 | ||
Total | $1,540 |
Notes:
- Use a professional and easy-to-read format
- Break down the quotation into individual line items
- Clearly indicate any applicable taxes or surcharges
5. Terms and Conditions
- Outline any payment terms, including payment due date and methods
- Include any terms related to delivery, warranty, or cancellation
- Keep it concise and easy to understand
6. Call to Action
Encourage the client to take the next step by:
- Requesting them to review the quotation and contact you with any questions
- Offering to schedule a call or meeting to discuss further
- Thanking them for their time and consideration
7. Signature
End the email with your professional signature, including your name, job title, company name, and contact information.
Sample Quotation Emails for Various Purposes
Customized Quotation for Software Development
Dear [Client Name],
Thank you for your inquiry regarding our software development services. We have carefully reviewed your requirements and are pleased to provide you with a customized quotation tailored to your specific needs.
- **Software Development:** $ [Cost]
- **Project Management:** $ [Cost]
- **Testing:** $ [Cost]
- **Deployment:** $ [Cost]
This quotation includes all necessary resources, timelines, and deliverables. We are confident that our expertise and commitment to delivering high-quality solutions will exceed your expectations.
Expedited Quotation for Urgent Request
Dear [Client Name],
We have received your urgent request for a quotation. We understand the time-sensitive nature of your project and have prioritized our efforts to provide you with a swift response.
Based on your requirements, we propose the following solution:
- **Product Sourcing:** $ [Cost]
- **Expedited Shipping:** $ [Cost]
- **Custom Packaging:** $ [Cost]
We are available to discuss this quotation further at your earliest convenience.
Negotiated Quotation for Large-Scale Project
Dear [Client Name],
Thank you for considering our proposal for the large-scale project. We appreciate the opportunity to collaborate with you on this significant undertaking.
Following our recent negotiations, we are pleased to offer you a revised quotation that reflects the agreed-upon terms:
- **Project Scope:** $ [Original Cost]
- **Negotiated Discount:** $ [Discount]
- **Final Price:** $ [Revised Cost]
We believe this quotation provides an exceptional value proposition, enabling you to achieve your project objectives within budget.
Competitive Quotation for Services Package
Dear [Client Name],
Thank you for reaching out regarding our services package. We are committed to providing our clients with comprehensive solutions at competitive prices.
We have analyzed your requirements and have put together a quotation that includes the following:
- **Strategy Development:** $ [Cost]
- **Implementation Support:** $ [Cost]
- **Performance Monitoring:** $ [Cost]
Our package offers a cost-effective approach to achieving your business goals. We are confident that our expertise and dedication will exceed your expectations.
Quotation for Pro Bono Services
Dear [Client Name],
We are pleased to offer our services on a pro bono basis. We believe in the importance of giving back to the community and supporting worthy causes.
Our team of professionals is committed to providing high-quality services, including:
- **Consulting:** Free
- **Mentoring:** Free
- **Training:** Free
We are available to discuss the details of our services further at your convenience.
Follow-Up Quotation for Previous Inquiry
Dear [Client Name],
I hope this email finds you well. I wanted to follow up on our previous conversation regarding your inquiry for [Product/Service].
We have reviewed your requirements and have developed a tailored quotation that includes:
- **Product:** $ [Cost]
- **Shipping:** $ [Cost]
- **Warranty:** $ [Cost]
We understand the importance of making informed decisions. Please let us know if you have any questions or if you would like to schedule a demonstration.
Quotation for Multiple Options
Dear [Client Name],
Thank you for your inquiry regarding our services. We are pleased to provide you with a comprehensive quotation that includes multiple options to suit your specific needs.
Here is a breakdown of the available packages:
- **Basic Package:** $ [Cost]
- **Standard Package:** $ [Cost]
- **Premium Package:** $ [Cost]
Each package includes a different level of services. Please review them carefully and select the option that best aligns with your requirements.
What is a send quotation email sample?
A quotation email sample is a prewritten email template that a salesperson can use to send a quotation to a potential customer. It typically includes the following information:
- The customer’s name and contact information
- The date the email is being sent
- A reference to the customer’s request for a quotation
- The products or services being quoted
- The price of the products or services
- The payment terms
- The delivery time
- The warranty or guarantee
Quotation email samples can be helpful for salespeople because they save time and ensure that all of the necessary information is included in the email. They can also be used to track the status of quotations and to follow up with customers.
Well, there you have it, folks! I hope this article has helped you craft some killer quotation emails that will land you those precious deals. Remember to keep it clear, concise, and persuasive. And never hesitate to ask for help from your colleagues or a writing assistant if you’re feeling stuck. Thanks for reading, and be sure to drop by again for more business-writing tips and tricks! Stay sharp and keep sending those winning quotes!