There are very few things more intimidating than staring at a blank screen, wondering how to craft the perfect email that is sure to impress the receiver but still sounds authentic. Especially when it comes to adding a quotation to your email, it can be challenging to strike the right tone and balance of words that convey your message.
But fret no more! In this article, we provide you with a quotation email sample that you can use as a guide to compose a well-crafted email easily. Not only do we offer you a quote to use, but we also provide customizable examples that you can edit as required.
Whether you are reaching out to a potential client and want to add an inspiring quote that resonates with your message or congratulating an acquaintance and looking for a unique way to express your admiration, we have got you covered.
So sit back, relax, and let us take you through a comprehensive guide on how to create the perfect quotation email that will impress the recipient and set you on the path to success.
The Best Structure for Quotation Email Sample
Have you ever written a quotation email and wondered what the best structure is? It can be a challenging task to craft a successful quotation email that not only clearly presents your pricing but also persuades the recipient to take action. In this article, I’ll share with you the best structure for a quotation email, using the writing style of Tim Ferriss.
The first paragraph should be a brief introduction to the email and why you’re sending it. You can begin by thanking the recipient for their interest and expressing your excitement at the opportunity to provide them with a quotation. Here’s an example:
Dear [Recipient],
Thank you for your interest in our products/services. We’re excited to have the opportunity to provide you with a quotation that meets your needs.
The second paragraph should be a concise overview of the quotation and what it includes. Be sure to highlight the most important aspects of your offer and emphasize the unique value it provides. Here’s an example:
In our quotation, we’ve included [specifics of your offer]. Our product/service has been designed to address [specific problems or pain-points of your ideal client] while offering a high level of [specific benefits].
In the third paragraph, you should provide more detailed information about your product/service and how it will benefit the recipient. This could include features, benefits, or testimonials from satisfied clients. Be sure to highlight the unique advantages of your offer that differentiate it from others on the market. Here’s an example:
Our product/service offers [specific features and benefits], which have been proven to [benefit the client in a specific way]. Our clients have reported [testimonials or case studies that prove your value proposition]. We believe that our product/service is the best choice for [specific use cases or industries].
The fourth and final paragraph should include pricing details, terms and conditions, and a call to action. Be transparent about your pricing and any other costs, as this will instill trust in the recipient. Additionally, make sure to include a clear call to action that encourages the recipient to take action. Here’s an example:
You’ll find our pricing details below. Please let us know if you have any questions or require clarification on any of the terms. To get started, simply click on the link below and follow the prompts. We look forward to hearing from you soon.
[pricing details or any other relevant information].
[call to action – example: “Start your free trial today and experience the benefits of our product/service firsthand.”]
In conclusion, these are the four essential parts of a successful quotation email – introduction, overview, details, pricing and terms, and call to action. By using this structure, you can create a persuasive and compelling quotation that will help you win more business.
Quotation Email Samples
Quotation for Office Cleaning Services
Dear [Name of the Company],
I hope this email finds you well. We would like to inquire about the cost and availability of your office cleaning services. Our office is located at [Address] and we require cleaning services twice a week.
Could you please provide us with a quotation for your services? We are looking for a reliable and efficient cleaning service provider who can work with our schedule and deliver high-quality results.
Thank you for your time. We look forward to hearing back from you soon.
Best regards,
[Your Name]
Quotation for Catering Services
Dear [Name of the Catering Company],
Our company is hosting a corporate event on [Date] and we are interested in your catering services. We will need food and drinks for approximately [Number of Guests] guests. Could you please provide a quotation for your services?
We are looking for a catering company that can provide us with high-quality food and professional service. We would also appreciate it if you could include any additional services you offer, such as tableware and decorations, in your quotation.
Thank you for your attention to this matter. We look forward to receiving your quotation soon.
Best regards,
[Your Name]
Quotation for Graphic Design Services
Dear [Name of the Graphic Design Company],
We are interested in your graphic design services for our company’s new brochure. Could you please provide us with a quotation for your services?
We are looking for a creative and experienced graphic designer who can help us create a professional and visually appealing brochure. We would appreciate it if you could provide us with some examples of your previous work, as well as any suggestions or ideas you may have for our project.
Thank you for your time. We look forward to hearing back from you soon.
Best regards,
[Your Name]
Quotation for Website Development Services
Dear [Name of the Website Development Company],
We are interested in your website development services for our company’s new website. Could you please provide us with a quotation for your services?
We are looking for a reliable and experienced website developer who can help us create a modern and user-friendly website. We would appreciate it if you could provide us with some examples of your previous work, as well as any suggestions or ideas you may have for our project.
Thank you for your attention to this matter. We look forward to hearing back from you soon.
Best regards,
[Your Name]
Quotation for Translation Services
Dear [Name of the Translation Company],
We are looking for a translation company to help us translate some documents from English to [Target Language]. Could you please provide us with a quotation for your services?
We are looking for a professional and accurate translation service, as the documents are important legal documents. We would appreciate it if you could provide us with some information about your translators and their qualifications and experience.
Thank you for your attention to this matter. We look forward to hearing back from you soon.
Best regards,
[Your Name]
Quotation for Printing Services
Dear [Name of the Printing Company],
We are interested in your printing services for our company’s new brochure. Could you please provide us with a quotation for printing [Number of Copies] copies of our brochure?
We are looking for high-quality printing services that can deliver our brochure in a timely manner. We would appreciate it if you could provide us with some information about the paper quality and printing techniques you use, as well as any additional services you offer such as binding and finishing.
Thank you for your time. We look forward to hearing back from you soon.
Best regards,
[Your Name]
Quotation for Legal Services
Dear [Name of the Law Firm],
We are interested in your legal services for our company. Could you please provide us with a quotation for your services?
We are looking for a law firm that can provide us with reliable and professional legal advice on various matters, such as contracts and regulations. We would appreciate it if you could provide us with some information about your experience and expertise in these areas.
Thank you for your attention to this matter. We look forward to hearing back from you soon.
Best regards,
[Your Name]
Tips for Writing Effective Quotation Emails
Being able to write a successful quotation email is an essential skill for any business professional. A quotation email is a document that outlines the pricing and the specifics of any goods or services that you may be offering to a prospective client. Here are a few tips to craft a successful quotation email-
- Begin with a Proper Introduction – Introduce yourself and your company at the beginning of the email. This not only creates a good impression but also adds a level of professionalism to your communication.
- Keep it Simple and Clear – The quotation email should be easy to understand and free from any jargons. It is essential to create a straightforward and easy-to-understand proposal. Make use of bullet points to highlight the important details, which makes it easy for the recipient to scan through the email quickly.
- Offer Relevant and Detailed Information – The quotation email should contain all the relevant information that a client might need to make an informed decision. Explain the products or services in detail, including the specifications and benefits. Also, include add-ons and options that the client could choose from.
- Clearly State Pricing – The pricing of products or services should be transparent and easy to understand. Outline the costs, taxes, and discounts (if any) in a clear and concise manner.
- Include Contact Information – Make sure to include contact details such as phone number and email address, so that the client can easily reach out if they have any queries or clarifications.
- Proofread and Edit – Before sending the email, ensure that it is proofread and edited. Also, consider using a grammar-checking tool to catch any typos or errors in the email.
In conclusion, writing an effective quotation email requires careful planning, clear communication, and attention to detail. By following these tips, you can create an impressive and professional proposal that can help you close more deals and ultimately grow your business.
Quotation Email Sample FAQ
What is a quotation email?
A quotation email is a document that contains information about the prices, products, or services offered by a seller to a buyer. It is sent to a potential customer to give them guidance on pricing and the availability of the products.
What should be included in a quotation email?
A quotation email should include details such as product or service description, pricing, delivery method, payment terms, and any other relevant information that the buyer might need to make an informed purchase decision.
What is the purpose of sending a quotation email?
The purpose of sending a quotation email is to provide potential customers with a clear and accurate idea of the cost of products or services offered, which makes it easy for them to decide whether to make a purchase or not.
How long should a quotation email be?
A quotation email should be short, concise, and precise. It should include all the necessary details about the products or services offered by the seller. It should not be too long as this may cause the recipient to lose interest or attention.
Should a quotation email include discounts?
It is always a good idea to include any discounts or special offers in your quotation email to make your offer more attractive to potential customers. However, it is not always necessary to include discounts, especially if your pricing is already competitive.
Should a quotation email be personalized?
Personalizing your quotation email can make it more effective, especially if you are targeting specific customers or industries. Adding the recipient’s name, company, or any other relevant information can make the email more relatable and help build a stronger relationship with the potential customers.
What should be the tone of a quotation email?
A quotation email should be professional, courteous, and friendly. The tone should be warm and inviting, but not pushy or aggressive. It should be written in a way that shows the seller values the potential customer and is willing to work with them to meet their needs.
Wrapping It Up
Well, folks, that’s it for our sample quotation email. We hope that this article has been helpful in giving you an idea of how to craft your own email filled with quotes and prices. Remember, the key is to keep it straightforward yet informative. And always, always triple-check the figures before hitting the send button! We want to thank you for reading this article and do come back for more tips and tricks on various topics. Have a great day ahead!