A formal letter to estimate the price for a product or service is called a Quotation letter. When a customer requests a quotation, a seller or service provider sends a quotation letter. You can use a quotation letter for many purposes. This can be used to estimate the cost and expenses involved in purchasing an item or multiple items, and for reimbursement by the company for the purchase of a product or service.
This article on the format of a quotation letter explains what elements it must include and gives examples of quotation letters you can refer to when you are drafting a quotation.
How to write a quotation letter?
A quotation letter, also known as a quotation mail, is an official correspondence sent to a distributor, manufacturer or other organisation that delivers the requested products or services. A request for quotation is a question about the availability and prices of products or services. A request for a quotation letter is primarily to determine if the product or service is affordable or within the buyer's budget.
Make sure you are clear about your requirements before you send out a request for a quote. If possible, list clearly the product/service required and the quantities. In case you are not sure about something, you can ask the distributor/manufacturer to provide details regarding the same. You can check for availability and inquire about shipping costs. Make sure you let your receiver know that they are expecting a reply within a certain time frame.
Sample Quotation Letters
To get a better understanding of how a quotation letter should be written, you can refer to the following sample letters.
quotation letter.
This article on letter writing outlines the various types of letter writing.
Sample Quotation Letter – Requesting for a Quotation Letter with the Fee Details of Various Courses
25 B, Pavilion Apartments
Anna Nagar
Chennai – 600023
21st August, 2021
The Managing Director
VITA Training Academy
39, Alangad Census Town
Paravur, Ernakulam – 683513
Subject: Enquiry about Selenium Automation with Java/Python and Selenium with Appium courses
Respected Sir/Ma’am,
I have been working as a Manual Tester for four years. I am looking for short-term certificate courses to upskill myself and to suit the growing needs of my company. I came across your institute and found it to be highly promising and efficient.
I would like to know the details about the fees and duration of the Selenium Automation with Java/Python and Selenium with Appium courses. It would be highly appreciated if you could provide me with a quotation of the fees applicable for each of the courses as I have to submit it to the management. Also, if there are other Automation courses that would be suitable, please let me know.
I request you to kindly send me the quotation letter as soon as possible so that I can start taking classes soon.
Thanking you
Yours faithfully,
Signature
SHANU SHYAM
Sample Quotation Letter – Responding to the Request for a Quotation Letter
VITA Training Academy
39, Alangad Census Town
Paravur, Ernakulam – 683513
23rd August, 2021
Mr. Shanu Shyam
25 B, Pavilion Apartments
Anna Nagar
Chennai – 600023
Subject: Reply to your request for quotation letter dated 21/08/2021
Dear Sir,
Thank you for your letter. We appreciate your interest in taking up certificate courses at our training centre.
We would like to point out that we offer hands-on training for all IT related courses. You will also be required to work on a real-time project for the successful completion of the course.
Given below are details regarding the various courses for your reference. We have also given the fee details for other courses related to Selenium automation.
S. No. | Course | Duration | Fee (INR) |
|---|---|---|---|
1. | Selenium with Java | 40 hours | 12000 |
2. | Selenium with Python | 45 hours | 15000 |
3. | Selenium with Appium | 40 hours | 18000 |
4. | Selenium with Rest API | 50 hours | 20000 |
Please feel free to contact us in case of any doubts or queries.
Yours faithfully,
Signature of the Managing Director
VIVIN CHRISTO
Managing Director, VITA Training Academy
Contact number: xxxxxxxxxx
Email id : name.name123@email.com
Sample Quotation Email Format – Requesting a Quotation for the Bulk Purchase of Products
Recipient’s email id: name.256@email.com
Subject: Request for a Quotation for the Bulk Purchase of Products
Dear Sir/Ma’am,
Following our discussions with your Sales and Marketing Manager, we are pleased to inform you that we would like to purchase the following products from your company.
S. No. | Product | Required Specifications | Quantity |
|---|---|---|---|
1. | Dell Inspiron 14 2-in-1 Laptop | 11th Generation Intel Core i3-1125G4 Processor (8MB Cache, up to 3.7GHz) | 25 |
2. | HP Chromebook MediaTek Kompanio 500 | 4 GB/64 GB EMMC Storage/Chrome OS 11.6 inch | 40 |
3. | IdeaPad Slim 3i | 10th Generation Intel Core i3, 256 GB M.2 2242 SSD, 15.6 inch | 45 |
4. | ASUS ZenBook 14 | Intel Core i5-1135G7 11th Generation, 14-inch | 25 |
We would be open to having a deal as we would like to buy these products in large quantities, if you have offers on bulk purchases. Kindly send us a quotation for the above-mentioned products so we can discuss and proceed with the order. Hope and trust that you will quote the most favourable terms and prices. We expect a reply from you by the 15th of January, 2022.
Please feel free to reach out to us in case you require any further clarifications. Looking forward to hearing from you.
Thank you very much
Sincerely,
STANLEY GEORGE
Contact number: xxxxxxxxxx
Email id : name.name@email.com
Sample Quotation Mail – Request for Information Regarding the Availability and Cost of Products
Receiver’s mail address: name.name1@email.com
Subject: Request for a Quotation
Dear Sir/Ma’am,
I am Sachin, the Marketing Executive of AND Clothing Pvt. Ltd. I am writing to request you a quotation for the following fabrics.
S.No | Fabric | Colours | Required (Mts) |
|---|---|---|---|
1. | Georgette | Maroon, Teal Green, Purple, Black | 200 |
2. | Double Georgette | Grape Vine, Lime Green, Turquoise Blue | 350 |
3. | Satin | Red, Blue, Pink, Pista Green | 100 |
4. | Crepe | Printed (Assorted Colours) | 500 |
5. | Silk Cotton | Red, Royal Blue, Green, Magenta, Yellow | 250 |
6. | Cotton | Printed (Assorted Colours) | 500 |
Kindly confirm if these products are available and also send us the per metre cost and the discounted wholesale price for the above-mentioned fabrics, including the shipping cost. We expect a reply within a week.
Feel free to call or write to us in case of any queries or clarifications. Looking forward to hearing from you.
Thank you for your time.
Sincerely,
ANUPAMA SRINIVASAN
Contact Number: xxxxxxxxxx
Email id : name.name123@email.com
Frequently Asked Questions on Quotation Letter Format
How do I write a quotation letter?
A quotation letter should follow the same format as a formal letter. It should include both the address of the sender and recipient. It should include the subject and date. It should start with a salutation, and end with the complimentary closing and signature. It should contain all details required by the buyer.
What's the point of a quote?
To determine if the price of the requested products/services is within the buyer's budget, a quotation must be provided or requested.
How do I write a quotation request mail?
To send a quotation mail, the recipient must provide their mail id as well as the subject. Be sure to include the items you are interested in knowing the price and availability. You should let the recipient know you expect a response within a certain time frame. Recognize the recipient's time.