A quotation letter is a vital document in business transactions. It provides potential clients with a detailed breakdown of the costs associated with products or services. Whether you’re requesting a quotation or responding to one, clarity and professionalism are essential. This article will guide you through the process of writing effective quotation letters and emails, providing samples for various scenarios.

How to Write a Quotation Letter?

When writing a quotation letter, follow these guidelines:

• For Requesting a Quotation:
  • Include your company’s information (name, address, contact details).
  • Specify the products or services you require.
  • Provide detailed specifications, quantities, and any specific requirements.
  • Request a breakdown of costs, including materials, labor, and taxes.
  • Mention the desired delivery or service completion date.
  • Ask for payment terms.
  • State your deadline for receiving the quotation.
• For Responding to a Quotation Request:
  • Include your company’s information.
  • Reference the client’s request.
  • Provide a detailed breakdown of costs.
  • Specify payment terms, delivery timelines, and any applicable terms and conditions.
  • Maintain a professional and clear tone.
  • State the validity of the quote.

Sample Quotation Letters

Sample Quotation Letter – Requesting a Quotation Letter with the Fee Details of Various Courses

[Your Company/Individual Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]

[Recipient's Name/Company Name]
[Recipient's Address]

Subject: Request for Quotation – Fee Details of Various Courses

Dear [Recipient's Name],

I am writing to request a detailed quotation for the fee structure of the following courses offered by your institution:

* [Course 1 Name]
* [Course 2 Name]
* [Course 3 Name]

Please include a breakdown of all costs, including tuition fees, materials, and any additional charges. I would also appreciate information regarding the duration of each course and the available schedules.

Kindly provide this quotation by [Date].

Thank you for your prompt attention to this matter.

Sincerely,

[Your Signature]
[Your Typed Name]

Sample Quotation Letter – Responding to the Request for a Quotation Letter

[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]

[Client's Name]
[Client's Company Name]
[Client's Address]

Subject: Quotation for [Products/Services]

Dear [Client's Name],

Thank you for your inquiry regarding [Products/Services]. We are pleased to provide you with the following quotation:

* [Product/Service 1]: [Description] - [Price] per unit/hour
* [Product/Service 2]: [Description] - [Price] per unit/hour
* Total Estimated cost: [Total Price]
* Taxes: [Tax Amount]
* Grand Total: [Grand Total Price]

Payment Terms: [Payment Terms]
Delivery/Completion: [Delivery/Completion Timeframe]
This quotation is valid for [Number] days.

Please do not hesitate to contact us if you have any questions.

Sincerely,

[Your Signature]
[Your Typed Name]

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

Subject: Quotation Request – Bulk Purchase of [Product Name]

Dear [Supplier's Name],

We are [Your Company Name] and are interested in purchasing [Quantity] units of [Product Name].

Please provide us with a detailed quotation including:

* Unit price
* Bulk discount (if applicable)
* Delivery charges
* Estimated delivery time

We require the quotation by [Date].

Thank you.

Regards,
[Your Name]
[Your Company Name]
[Your Contact Number]

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

Subject: Inquiry Regarding Availability and Cost of [Product Name]

Dear [Supplier's Name],

We are interested in purchasing [Product Name] and would like to inquire about its availability and cost.

Please provide us with information on:

* Current stock availability
* Price per unit
* Minimum order quantity

Thank you for your prompt response.

Sincerely,
[Your Name]
[Your Company Name]
[Your Contact Information]

FAQs on Quotation Letter Format

Q: What information should be included in a quotation letter?

A: Include your company’s information, a detailed description of the products/services, costs, payment terms, and delivery timelines.

Q: How long is a quotation typically valid?

A: The validity period varies, but it’s essential to specify it in the letter. Common validity periods range from 30 to 90 days.

Q: Should I send a quotation letter via email or mail?

A: Email is generally preferred for its speed and efficiency. However, a formal letter may be required for certain transactions.

Q: How do I request a discount in a quotation request?

A: Clearly state your interest in a discount, especially for bulk orders, and ask the supplier to include it in their quotation.