Source semioffice.com
Quotation emails are a vital part of the sales process, businesses, and customers. They provide a formal record of the products or services being ordered, the price, and the delivery terms. Waiting for a quotation email can be frustrating, especially if you’re on a tight deadline. However, there are several steps you can take to follow up and get the quotation you need quickly.
The Ideal Structure for a Waiting for Quotation Email
Crafting an effective email to request a quotation can make a significant difference in the timely and accurate feedback you receive. Here’s a comprehensive breakdown of the best structure to follow:
Also Read
Opening
- Subject Line: Keep it concise and clear, indicating the purpose of the email (e.g., “Quotation Request for [Product/Service]”)
- Salutation: Address the recipient by name, using “Dear [Recipient Name]” or “Hi [Recipient Name].”
- Introduction: Briefly introduce yourself and your company, expressing your interest in their products/services.
Request for Quotation
- Quantities and Specifications: Clearly state the quantities and specific requirements for the products/services you’re requesting a quote for.
- Delivery Address: Provide the delivery address or location where the products/services will be used.
- Preferred Timeframe: Indicate your desired delivery or implementation timeframe.
Additional Information
- Budgeted Amount: If applicable, mention your budgetary constraints to help the vendor align their quotation accordingly.
- Payment Terms: Outline your preferred payment terms, such as net-30, COD, or invoice upon delivery.
- Attachments: Include any relevant attachments, such as technical specifications, drawings, or samples.
Follow-Up Details
- Contact Information: Provide your email address and phone number for easy follow-up.
- Deadline: Set a specific deadline for the vendor to submit their quotation.
- Call-to-Action: Politely request the vendor to provide the quotation by the specified deadline.
Sample Template
| Section | Content |
|---|---|
| Subject Line | Quotation Request for [Product/Service] |
| Salutation | Dear [Recipient Name], |
| Introduction | My name is [Your Name] from [Your Company]. We are interested in obtaining a quotation for [Product/Service]. |
| Request for Quotation | We require [Quantity] units of [Product/Service Name] with the following specifications: [Specifications]. The products should be delivered to [Delivery Address] within [Delivery Timeframe]. |
| Additional Information | Our estimated budget for this purchase is [Budgeted Amount]. We prefer [Payment Terms]. |
| Follow-Up Details | Please submit your quotation to [Your Email Address] before [Deadline]. We are available at [Your Phone Number] for any clarifications. |
7 Examples of Waiting for Quotation Emails
Thank you for your recent inquiry
Dear [Recipient Name],
Thank you for your recent inquiry regarding our [product/service] services. We appreciate your interest in our company.
Our team is currently working on preparing a detailed quotation that outlines our proposed solution, pricing, and payment terms. We expect to have this information ready for you within [number] business days.
In the meantime, please feel free to contact me if you have any questions or require additional assistance.
Thank you for your patience and understanding.
Best regards,
[Your Name]
Quotation delayed due to unforeseen circumstances
Dear [Recipient Name],
We hope this email finds you well.
We’re writing to inform you that we’re experiencing a slight delay in providing you with the quotation for our [product/service] services.
Unfortunately, we have encountered some unforeseen circumstances that have slowed down our quotation preparation process.
We understand that this may be inconvenient, and we apologize for any delay it may cause. We expect to have the quotation ready for you within an additional [number] business days.
Thank you for your patience and understanding.
Best regards,
[Your Name]
Requesting additional information
Dear [Recipient Name],
Thank you for your inquiry regarding our [product/service] services.
In order to provide you with an accurate quotation, we would appreciate it if you could provide us with some additional information:
- [List of specific information requested]
Once we have this information, we will be able to prepare a detailed quotation that meets your specific requirements.
Please let us know if you have any questions or concerns.
Thank you for your cooperation.
Best regards,
[Your Name]
Following up on a pending quotation
Dear [Recipient Name],
I hope this email finds you well.
I’m writing to follow up on the quotation request that you submitted on [date].
I understand that you’re interested in our [product/service] services, and we’re keen to provide you with the information you need to make an informed decision.
Please let us know if you have any questions or require additional assistance. We’re here to help.
Thank you for your business.
Best regards,
[Your Name]
Quotation will be sent soon
Dear [Recipient Name],
Thank you for your patience as we finalize your quotation.
We’re pleased to inform you that your quotation is almost complete. We expect to have it ready for you within [number] business hours.
We appreciate your interest in our [product/service] services and are confident that we can provide you with the solution you need.
Please let us know if you have any urgent inquiries.
Thank you for your business.
Best regards,
[Your Name]
Quotation sent but not received
Dear [Recipient Name],
We hope you’re having a productive day.
We recently sent you a quotation for our [product/service] services, but we haven’t received a response.
We understand that emails can sometimes end up in spam or junk folders. Please check these folders and let us know if you’ve received the quotation.
If you haven’t received it, please let us know and we’ll resend it to you.
Thank you for your time.
Best regards,
[Your Name]
Requesting feedback on received quotation
Dear [Recipient Name],
I hope you’re satisfied with the quotation we recently provided you for our [product/service] services.
We value your feedback and would appreciate it if you could take a few minutes to review the quotation and provide us with your thoughts.
Your feedback will help us improve our services and ensure that we’re meeting the needs of our customers.
Please let us know if you have any questions or if there’s anything else we can assist you with.
Thank you for your time.
Best regards,
[Your Name]
What should you do if you are waiting for a quotation email?
If you’ve requested a quotation and are still waiting for a response, it’s best to follow up and make sure they have received your request. You can use email, phone, or chat to get in touch. When following up, it’s important to be polite and professional. You can start by thanking them for their time and following up on your previous request for a quotation. If you haven’t received a response after a few days, you may want to try contacting them again.
What information should you include in a quotation request email?
When requesting a quotation, it’s important to include as much information as possible to help the supplier provide an accurate estimate. This information includes the product or service you’re interested in, the quantity, delivery date, and payment terms. It’s also important to include your contact information and preferred method of communication.
What if you need a quotation urgently?
If you need a quotation quickly, it’s important to let the supplier know in your request. You can also try to contact them by phone or chat to see if they can provide a faster response. If the supplier is unable to provide a quotation by your deadline, you may need to consider looking at other suppliers.
That’s all for now, my friend! Hopefully, this article has given you some helpful insights into crafting the perfect “waiting for quotation” email. Remember, the key is to be polite, clear, and concise. If you follow these tips, you’ll be sure to get a prompt response from your recipient. If you enjoyed this article, be sure to visit our site again soon for more helpful email templates and writing tips. Thanks for reading, and have a great day!