Quotation Letter Format and Sample Quotation Letters

Quotation Letter Format :  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.

Quotation Letter Format and Sample Quotation Letters

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,



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


Managing Director, VITA Training Academy

Contact number: xxxxxxxxxx

Email id :

Sample Quotation Email Format – Requesting a Quotation for the Bulk Purchase of Products

Recipient’s email id:

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

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



Contact number: xxxxxxxxxx

Email id :

Sample Quotation Mail – Request for Information Regarding the Availability and Cost of Products

Receiver’s mail address:

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.



Contact Number: xxxxxxxxxx

Email id :

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.

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