Sending a quotation is a crucial step in any business transaction. It's your chance to clearly outline the services or products you offer, the associated costs, and the terms of engagement. This article provides a comprehensive guide and a readily available Send Quotation Email Sample to help you create professional and effective proposals that win clients.
Understanding the Anatomy of a Send Quotation Email Sample
A well-crafted quotation email is more than just a price list; it's a professional document that builds trust and sets expectations. The primary purpose of a Send Quotation Email Sample is to clearly communicate value and professionalism.
This section will delve into the essential components of a strong quotation email.
Understanding these elements is vital for ensuring your proposals are not only informative but also persuasive.
Here's a breakdown of what to include:
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Clear Subject Line
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Personalized Greeting
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Introduction of Your Company/Service
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Detailed Description of Services/Products
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Breakdown of Costs
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Terms and Conditions
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Call to Action
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Contact Information
Consider this basic table as a starting point for your cost breakdown:
|
Item/Service
|
Description
|
Quantity
|
Unit Price
|
Total Price
|
|
Product A
|
High-quality widget
|
5
|
$10.00
|
$50.00
|
|
Service B
|
Consultation hours
|
2
|
$75.00
|
$150.00
|
Send Quotation Email Sample for a New Client Inquiry
Subject: Quotation for [Client Company Name] - [Your Company Name]
Dear [Client Name],
Thank you for reaching out to [Your Company Name] regarding your interest in [product/service]. We were pleased to receive your inquiry and are excited about the possibility of working with you.
Following our discussion/your request, please find below a detailed quotation for the [product/service] you are interested in. We have outlined the scope of work and the associated costs to ensure complete transparency.
Please review the attached document for the full quotation. We are confident that our [product/service] will meet and exceed your expectations. We look forward to your feedback.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Send Quotation Email Sample for a Repeat Customer
Subject: Follow-up Quotation - [Client Company Name] - [Your Company Name]
Dear [Client Name],
It was a pleasure assisting you with your previous order. As requested, please find attached a revised quotation for [specific product/service] based on our recent conversation.
We value your continued business and have incorporated the adjustments discussed. We believe this updated proposal accurately reflects your current needs.
Please take a moment to review the attached quotation. We are happy to answer any questions you may have.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Send Quotation Email Sample for a Customized Project
Subject: Customized Project Quotation for [Client Company Name] - [Your Company Name]
Dear [Client Name],
Thank you for providing us with the details of your custom project, [Project Name]. We have carefully reviewed your requirements and are delighted to present this tailored quotation.
This proposal outlines our understanding of the project scope, the proposed solutions, and a detailed cost breakdown for delivering exceptional results.
Please find the comprehensive quotation attached. We are excited about the opportunity to bring your vision to life.
Warmly,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Send Quotation Email Sample for a Product Order
Subject: Quotation for Your Product Order - [Client Company Name] - [Your Company Name]
Dear [Client Name],
Thank you for your interest in our [Product Name(s)]. We are pleased to provide you with a quotation for your order.
Below is a summary of the items and their respective costs. For a detailed breakdown, please refer to the attached document.
We are committed to providing you with high-quality products and efficient service.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Send Quotation Email Sample for a Service Agreement
Subject: Service Agreement Quotation - [Client Company Name] - [Your Company Name]
Dear [Client Name],
Following our discussion about your ongoing service needs, we are pleased to submit this quotation for a comprehensive service agreement.
This document details the services we will provide, the agreed-upon terms, and the associated investment. Our goal is to ensure your operations run smoothly and efficiently.
We believe this agreement offers significant value and support. Please review the attached quotation.
Regards,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Send Quotation Email Sample with a Discount Offer
Subject: Special Offer Quotation for [Client Company Name] - [Your Company Name]
Dear [Client Name],
We're excited to offer you a special quotation for [product/service]! As a token of our appreciation for your interest, we've included a [discount percentage]% discount.
This special offer makes our [product/service] even more valuable. Please find the detailed quotation, reflecting this discount, attached.
This is a limited-time offer, so we encourage you to review it at your earliest convenience.
Kind regards,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Send Quotation Email Sample for a Tender Response
Subject: Tender Response Quotation for [Tender Name] - [Your Company Name]
Dear [Contact Person at Tender Issuing Authority],
In response to your invitation to tender for [Tender Name], we are pleased to submit our comprehensive quotation.
[Your Company Name] has carefully reviewed the tender requirements and is confident in our ability to deliver [briefly mention key benefits]. Please find our detailed proposal attached.
We are eager to demonstrate our capabilities and contribute to your project's success.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Send Quotation Email Sample After a Meeting
Subject: Following Up: Quotation for [Client Company Name] - [Your Company Name]
Dear [Client Name],
It was a pleasure meeting with you on [Date of Meeting] to discuss [topic of discussion]. As promised, please find attached a detailed quotation for [product/service] based on our conversation.
We believe our proposed solution aligns perfectly with your objectives. The quotation includes all the aspects we discussed, including [mention a key point from the meeting].
We are available to discuss this further at your convenience.
Best,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Send Quotation Email Sample with Terms and Conditions
Subject: Quotation with Terms - [Client Company Name] - [Your Company Name]
Dear [Client Name],
Thank you for your interest in our [product/service]. Please find attached a detailed quotation for your review.
Along with the pricing, we have also included our standard terms and conditions to ensure a clear understanding of our business practices. These cover aspects such as payment terms, delivery schedules, and warranty information.
We encourage you to read through the entire document carefully. If you have any questions, please do not hesitate to ask.
Respectfully,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Conclusion
Mastering the art of sending a quotation email is essential for any business. By using a clear, professional, and detailed Send Quotation Email Sample, you can significantly improve your chances of securing new business and maintaining strong client relationships. Remember to always tailor your quotations to the specific needs of your client and to present your offer in a way that highlights the value you bring.