How to Write a Professional Asking Quotation Email Sample

Are you tired of drafting countless emails requesting quotations and not hearing back from suppliers? Do you find yourself struggling to compose the perfect message that will catch their attention and get them to respond? It’s a common problem for many business owners and purchasing professionals who want to streamline their procurement process.

Fortunately, we’ve got you covered. We know just how crucial it is to articulate your needs and request for quotations in a clear and concise way. That’s why we’re offering you a selection of asking quotation email samples that you can use, edit, and personalize as needed, depending on your industry, product or service, and ideal suppliers.

From introductory emails to follow-up messages, our asking quotation email samples are designed to help you get the responses you need from potential suppliers. We understand that everyone’s needs are different, which is why we’ve provided a range of templates to suit every requirement.

So if you’re ready to bid farewell to frustrating emails and usher in a new era of seamless procurement, take a look at our asking quotation email samples. With just a little bit of tweaking, you’ll soon be well on your way to receiving the quotes you need to make informed decisions for your business.

The Best Structure for Asking Quotation Email Sample

Asking for a quotation via email can be intimidating, especially if you’re not sure how to structure your message. However, with a bit of preparation, you can write an email that clearly communicates what you need and prompts the recipient to respond promptly with a detailed quotation.

Here’s what I’ve found to be the best structure for asking quotation email sample:

Step 1: Introduction

Start your email with a proper introduction. Briefly introduce yourself and your company (if relevant) and explain why you are contacting the recipient. For example:

Hello [Recipient’s Name],

I hope this email finds you well. My name is [Your Name], and I’m writing from [Your Company Name]. We are interested in [the product/service you seek a quotation for] and would like to request a quotation from you.

Step 2: Provide Context

Give the recipient a brief context as to why you need the quotation and what type of quote you want. Here’s an example:

We are planning to [state the purpose of your purchase], and we require a quotation for the following products/services. Could you please provide us with the following information:

Step 3: List the Required Details

Prepare a list of specific details that you need from the recipient to include in the quotation. Be as detailed as possible, and ensure that you include key information such as price, delivery time, minimum order quantity, and payment terms. Here’s an example:

  • Product/Service name
  • Quantity needed
  • Price per unit
  • Delivery time
  • Minimum order quantity
  • Payment terms

Step 4: Call-to-Action

Conclude the email with a clear call-to-action that prompts the recipient to provide the quotation. Be polite but assertive, and make it clear when you are hoping to hear back from them. For example:

Could you please provide us with the requested information as soon as possible? We would appreciate receiving your quotation no later than [include your deadline]. If you have any questions or need additional information from us, please do not hesitate to ask.

Step 5: Closing

End the email with an appropriate closing and a polite sign off. Here’s an example:

Thank you for your time and consideration. We look forward to hearing back from you soon.

Best regards,

[Your Name]

By following this structure, you can ensure that your email stands out and prompts the recipient to respond with a detailed quotation. Keep in mind that maintaining a professional and courteous tone throughout the message is important. Good luck and happy emailing!

7 Samples of Email Asking for Quotation

Request for Quotation for Office Supplies

Dear Supplier,

We are currently in need of office supplies for our company. We kindly request for your best quotation for the following items:

  • 500 reams of A4 paper
  • 100 boxes of ballpoint pens
  • 50 units of staplers

We appreciate your prompt response and look forward to doing business with you.

Thank you and regards,

[Your Name]

Request for Quotation for Catering Services

Dear Caterer,

We are interested to avail of your catering services for our company event on [Date]. Can you please provide us with your quotation for the following:

  • Lunch buffet for 150 persons
  • Snacks and refreshments for 150 persons
  • Tables, chairs, linens, and utensils

We will appreciate your timely response and hope for your favorable consideration.

Thank you and best regards,

[Your Name]

Request for Quotation for Printing Services

Dear Printer,

We need your services for the printing of our company’s brochure, flyers, and business cards. Can you please send us your quotation for the following:

  • 500 copies of 4-page brochure
  • 1,000 pieces of flyers (double-sided)
  • 250 business cards

Kindly include a breakdown of the costs and the expected turnaround time for the project. We appreciate your prompt response.

Thank you and warm regards,

[Your Name]

Request for Quotation for IT Services

Dear IT Services Provider,

We are in need of your IT services for our company. Kindly send us your quotation for the following services:

  • Network installation and maintenance
  • Server management and support
  • Email hosting and maintenance

We would appreciate a detailed breakdown of the costs and the scope of the services included. Thank you for your time and attention to this matter.

Best regards,

[Your Name]

Request for Quotation for Event Planning

Dear Event Planner,

We are organizing a company event on [Date] and would like to avail of your event planning services. Can you please provide us with a quotation for the following:

  • Conceptualization and planning of the event
  • Venue selection and arrangement
  • Catering, sound, and lighting services

We hope for your favorable response and look forward to partnering with you for this important event.

Thank you and regards,

[Your Name]

Request for Quotation for Construction Services

Dear Construction Company,

We are in need of your construction services for the renovation of our company office. Can you please provide us with your quotation for the following works:

  • Carpentry and painting works
  • Electrical and plumbing services
  • Installation of office partitions and fixtures

We request for a detailed breakdown of the costs and a timeline for the completion of the project. Thank you for your time and consideration.

Best regards,

[Your Name]

Request for Quotation for Translation Services

Dear Language Service Provider,

We have a need for translation services for our company documents in various languages. Can you please provide us with your quotation for the following:

  • Translation of a company presentation into Chinese, Japanese, and Korean
  • Translation of company policies and manuals into French, German, and Spanish

We appreciate a detailed breakdown of the costs and the expected turnaround time for the project. Thank you for your attention to this matter.

Thank you and warm regards,

[Your Name]

The Art of Asking for Quotation: Tips and Techniques

When you’re looking to purchase a product or engage a service, one of the most crucial parts of the process is asking for a quotation. Done right, this simple email could save you a lot of hassle and money. However, asking for a quotation is a delicate process that requires tact, professionalism, and preparation. In this article, we’ll explore some tips and techniques to help you draft the perfect email asking for a quotation.

Understand Your Requirements

The first step to drafting an effective email requesting a quotation is being clear about your requirements. Review what you need in detail and consider factors like budget, delivery time, payment terms, and any other relevant information necessary to get an accurate quote. Knowing precisely what you need will help you ask the right questions, receive accurate quotations, and avoid unpleasant surprises down the road.

Be Clear and Specific

When writing an email requesting a quotation, be as clear and specific as possible. Avoid using ambiguous terms or industry jargon that might confuse or mislead the vendor. Use bullet points to highlight the essential details and include any relevant files, specifications, or images to support your request. Ensure that you provide precise details to receive an accurate quotation.

Don’t Hesitate to Ask Questions

If you’re unsure about certain details or need more clarification, don’t hesitate to ask questions in your email. Ask the vendor to provide more information about their products or services, pricing, or any other concerns that you might have. Asking questions ensures that you get a clear understanding of what you’re getting, what you’re paying for, and whether or not the vendor is the right fit for your needs.

Be Professional and Courteous

In writing an email requesting a quotation, professionalism is key. Use a polite and courteous tone, and address the vendor by name where possible. Focus on the value proposition of the products or services you’re interested in rather than offering to beat down the vendor’s price. Always thank the vendor for their time and effort in preparing the quotation, even if you decide not to pursue the transaction.

Follow-Up and Follow-Through

After sending your request for a quotation, it’s essential to follow-up in a timely manner. If you don’t receive a reply, send a polite reminder after a few days. Once you receive the quotation, review it carefully and ensure it meets your requirements before making any commitment. If you do decide to go ahead with the transaction, ensure that you follow through on your commitments and pay on time, as agreed.

Asking for a quotation may seem like a straightforward process, but it requires preparation, clarity, and professionalism. By following these tips, you can ensure that you receive accurate quotations, make informed purchasing decisions, and build positive relationships with vendors.

FAQs about Asking for Quotation Email Sample

What should I include in my email when asking for a quotation?

You should include a clear description of the product or service that you need a quotation for, the quantity you require, any specific customization or requirements that you have, and the timeframe for delivery or completion. It’s also a good idea to provide some background information about your company and your industry.

How do I address the recipient of my email?

You should address the recipient of your email by their name and title if you know it. If you’re not sure, you can use a generic title like “Dear Sir/Madam” or “To Whom It May Concern”.

What’s the best way to follow up after sending an email asking for a quotation?

You can follow up by phone or email a few days after sending your initial request. Be polite and professional, and reiterate your request for a quotation while thanking them for their time and consideration.

How long should I wait for a response before following up?

A good rule of thumb is to wait 3-5 business days before following up. If you haven’t received a reply after a week, it’s alright to send a polite reminder email.

Is it appropriate to ask for sample pricing in my initial request?

Yes, it’s perfectly fine to ask for sample pricing in your initial request for a quotation. This can help you determine if the vendor’s pricing is within your budget.

Should I provide a budget range when asking for a quotation?

It’s not necessary to provide a budget range when asking for a quotation, but it can be helpful if you want to ensure that the vendor’s pricing aligns with your expectations. Keep in mind that providing a budget range may limit your bargaining power.

What should I do if I receive a quotation that’s higher than my budget?

You can ask the vendor if they can offer any discounts or if there’s any room for negotiation. If the price is still higher than your budget, you may need to consider other vendors or adjust your requirements to fit within your budget.

Time to hit ‘send’!

And there you have it, a simple yet effective way to ask for a quotation through email. Remember, it’s important to provide the necessary details and be courteous in your approach. Now that you have a grasp of the basics, why not give it a try? Thank you for reading and please visit us again for more helpful tips! Till next time, happy quoting!