How to Write a Quote: Quotation Email Best Practice (Templates & Tips)

Key principles for writing quotations

Every effective quotation email follows a set of core principles:

• Clarity and transparency: Aim to itemize your quotation details. List products, services, and costs so there’s no confusion.
• Professional formatting: Use a simple table, headings, or bullet points so your email quotation is easy to read.
• Conciseness: Keep sentences short and direct. The recipient should get the full picture without extra filler.
• Professional tone: Polite, approachable, and confident. Balance formality with warmth.
• Next steps for the recipient: Close with an action — whether you’re asking the client to approve, submit feedback, or confirm acceptance.

Quotation email templates for every need

When you’re under pressure to respond quickly, having the right words ready makes all the difference. These quotation email templates cover the most common situations—whether you’re sending a company quotation, requesting a quote from a supplier, or confirming acceptance. Each one is structured, professional, and easy to adapt so you can focus on the work, not the wording.

1. Basic quotation email

Subject line: Quotation for [Project/Service Name]

Dear [Recipient Name],

Thank you for your request for a quote regarding [specific context].

[Example Service A] [Short description] [Quantity] [Unit price] [Total]
[Example Service B] [Short description] [Quantity] [Unit price] [Total]

This quotation is valid for [30] days. Payment terms: [50% upfront, 50% on completion].

Please confirm acceptance by replying to this email, or let me know if you require a revised quotation.

Kind regards,

[Your Full Name]
[Your Job Title / Company] [Contact Information]

Template 2: Sending a quotation (from supplier to client)

Subject: Quotation for IT Support Services

Dear [Name],

As requested, please find our company quotation below for IT support services:

[Insert quotation details]

This quotation is valid until [date]. To proceed, kindly confirm acceptance of this quotation by replying to this email.

Best regards,
[Your Name]

Template 3: Requesting a quotation (RFQ)

Subject: Request for a Quote – Office Cleaning Services

Dear [Name],

We are seeking suppliers for ongoing office cleaning at [location]. Please submit quotation details covering service frequency, scope, and pricing. A quotation sample or quotation format letter is attached for your reference.

We would appreciate receiving your quotation by [deadline].

Thank you,
[Your Name]

Template 4: Revised quotation (updated scope or pricing)

Subject: Revised Quotation for Marketing Campaign

Dear [Name],

Following our recent discussion, please find attached the revised quotation with updated deliverables and adjusted pricing.

Let me know if this meets your requirements or if you’d like any further adjustments before accepting quotation.

Kind regards,
[Your Name]

Template 5: Quotation acceptance email

Subject: Quotation Acceptance – Web Design Services

Dear [Name],

We are pleased to confirm quotation acceptance for the web design services outlined in your quotation letter dated [date]. Please proceed as per the agreed scope.

Thank you,
[Your Name]

Template 6: Quotation rejection with alternative proposal

Subject: Response to Your Quotation – Alternative Proposal

Dear [Name],

Thank you for submitting your quotation details. After review, we will not be accepting quotation in its current form. However, we’d be open to considering a revised quotation with adjusted terms [e.g., delivery timeline, cost, or scope].

Best regards,
[Your Name]

Template 7: Follow-up on a submitted quotation

Subject: Follow-up on Submitted Quotation

Dear [Name],

I wanted to follow up on the company quotation submitted on [date]. Please let me know if you require any clarification or a revised quotation to move forward.

Looking forward to your response,

[Your Name]

Sending, following up, and closing the loop on email quotes

Getting the content right is one part. How you send your quotation email and follow up matters just as much:

• Timing: Send quotes as soon as possible after a request for a quote. If no reply within 3–5 business days, follow up politely.
• Format: For formal engagements, attach a PDF with a letter with quotation details. For smaller jobs, a structured email quotation is fine.
• Negotiation: If asked for changes, respond promptly and share a revised quotation without delay.
• Tracking: Use email tools or CRM to confirm receipt and log responses. This helps improve quotation acceptance rates.

Common mistakes to avoid when writing a quotation email

Even a small slip in a quotation email can cost you credibility — or worse, the deal. Keep an eye out for these pitfalls:

• Vague or incomplete details: Missing prices, quantities, or scope only creates confusion and back-and-forth. Be specific from the start.
• Skipping validity dates, payment terms, or conditions: Without these, your price quotation looks unfinished and leaves room for disputes later.
• Hiding costs: Extra charges that appear later damage trust. Always state the full amount upfront, even if optional items are listed separately.
• Overloading with jargon: Dense, technical paragraphs make it harder for the recipient to act. Keep it clear and structured.
• Forgetting to follow up: If you don’t hear back, a polite reminder matters. Silence doesn’t always mean rejection.
• Ignoring the client’s format: If they’ve sent an RFQ email template or asked for a specific quotation format letter, match it. It shows you can follow instructions.
• Typos or sloppy formatting: Errors in numbers, names, or dates undermine your professionalism instantly.
• Unclear next steps: Never assume the recipient knows how to proceed. Make it obvious how to accept, reject, or request a revised quotation.
• Using the wrong tone: Too casual can sound careless, while too formal can feel cold. Adjust to the context and relationship.
• Slow responses: Taking too long to send or update a quotation signals disorganization. Timely replies give you an edge.

Quotation emails that build trust and win work

A well-written quotation email does more than outline costs. It signals credibility, strengthens relationships, and helps deals move forward without friction. Whether you’re submitting a company quotation, sharing a revised quotation, or confirming acceptance, the fundamentals don’t change: be clear, professional, and action-oriented.

With the right structure and templates on hand, you’ll save time, reduce mistakes, and feel confident every time you hit send.