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Quotation Letter: Format and Samples

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Quotation Letter: Format and Samples

How to Write a Quotation Letter: A Complete Guide with Examples

A quotation is a formal letter document used to provide the price for a product or service when a customer requests. Sellers or service providers send it, and it helps them understand the cost involved in buying items or services. Quotation letters are useful for evaluating expenses and can also assist in claiming reimbursements from companies.

Table of Content

1. How to Write a Quotation Letter: A Complete Guide with Examples

2. How to Write a Quotation Letter?

3. Format for Quotation Letter

4. Samples for Quotation Letter

4.1

Sample Quotation Letter 1: Request for Quotation on Fabrics

4.2

Sample Quotation Letter 2: Request for Quotation on Office Supplies

4.3

Sample Quotation Letter 3: Request for Quotation on Catering Services

4.4

Sample Quotation Letter 4: Request for Quotation on IT Equipment

4.5

Sample Quotation Letter 5: Request for Quotation on Building Materials

5. Test Your Knowledge: Writing a Quotation Letter

5.1

Task 1: Product Quotation

5.2

Task 2: Service Quotation

5.3

Task 3: Equipment Quotation

5.4

Task 1: Product Quotation

5.5

Task 2: Service Quotation

5.6

Task 3: Equipment Quotation

6. Takeaways from this Page

FAQs

This article on quotation letter format explains the key elements that should be included in your letter and offers sample letters for reference. By following these examples, you can easily draft your quotation letter. For further guidance, Vedantu provides additional resources to help you perfect your writing skills and handle such professional tasks effectively.

Interesting Facts on Quotation Letter

A quotation letter includes detailed information about the cost, terms, and conditions for a product or service, helping both buyers and sellers stay clear on the deal.
Each quotation letter is tailored to the specific request of the customer, making it a personalized document for each transaction.
A quotation letter can serve as a legal document if disputes arise, as it outlines agreed-upon terms before a sale is finalised.
Quotations are usually valid for a limited time, encouraging prompt decision-making by the customer.
Do you know? Quotation letters often include additional details like delivery time and payment terms, which can help in comparing offers from different suppliers.

How to Write a Quotation Letter?

To write a quotation letter, follow these steps:

Start with Your Address and Date: Place your address and the date at the top of the letter.
Add the Recipient’s Address: Below your address, write the recipient's address.
Include a Clear Subject Line: State the purpose of the letter, such as “Quotation for (Product/Service).”
Use a Formal Greeting: Address the recipient with a formal salutation like "Dear (Recipient’s Name)."
Provide Details: Mention the product or service, including specifics such as quantity, price, and terms. Include any additional details like delivery time or payment terms.
Include a Validity Period: State how long the quotation is valid to encourage a timely response.
End with a Polite Closing: Use a closing phrase like “Sincerely” or “Best regards,” followed by your name and signature.
Attach Any Supporting Documents: If necessary, include brochures, price lists, or other relevant documents.

Format for Quotation Letter

(Your Name)
(Your Position)
(Your Company Name)
(Your Company Address)
(City, State, ZIP Code)
(Email Address)
(Phone Number)

(Date)

(Recipient's Name)
(Recipient's Position)
(Recipient's Company Name)
(Recipient's Company Address)
(City, State, ZIP Code)

Subject: Quotation for (Product/Service Name)

Dear (Recipient's Name),

Thank you for your interest in (Your Company Name). As requested, we are pleased to provide you with a quotation for (Product/Service Name). Below are the details:

S.No	Product/Service	Description	Quantity	Unit Price	Total Price
1.	(Item 1)	(Description)	(Quantity)	(Price)	(Total)
2.	(Item 2)	(Description)	(Quantity)	(Price)	(Total)
3.	(Item 3)	(Description)	(Quantity)	(Price)	(Total)

Total Quotation Amount: (Total Amount)

Please note that the prices mentioned are valid for (Validity Period) and are subject to change after this period. The quotation includes (any additional terms, such as taxes, shipping costs, etc.).

Should you have any questions or need further clarification, please feel free to contact us at (Your Phone Number) or (Your Email Address). We look forward to your response and hope to establish a successful partnership.

Thank you for considering our quotation.

Sincerely,

(Your Name)
(Your Position)
(Your Company Name)

Samples for Quotation Letter

Look at the sample quotation letters to understand how to format your own. These examples show you how to include all important details.

For more information on different types of letters, read our article on Letter Writing.

Sample Quotation Letter 1: Request for Quotation on Fabrics

Receiver’s email address: fabrics@example.com

Subject: Request for Quotation

Dear Sir/Ma’am,

I am Sachin, the Marketing Executive at AND Clothing Pvt. Ltd. We are looking to purchase various fabrics and request a quotation for the following items:

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

Please confirm the availability of these fabrics and provide us with the cost per metre as well as any discounts for bulk purchases. Include shipping costs in your quotation. We expect a response within a week.

If you have any questions, feel free to contact me.

Thank you for your attention.

Sincerely,

Anupama Srinivasan

Contact Number: 12345

Email id: name.name123@example.com

Sample Quotation Letter 2: Request for Quotation on Office Supplies

Receiver’s email address: supplies@example.com

Subject: Request for Quotation

Dear Sir/Ma’am,

I am Priya, the Purchasing Manager at XYZ Corp. We require the following office supplies and would appreciate a quotation:

S.No	Item	Quantity
1.	Printer Paper	300 reams
2.	Desk Chairs	50 chairs
3.	Ink Cartridges	200 packs
4.	File Folders	1500 units

Please provide the unit prices, any bulk purchase discounts, and shipping charges. We would like to receive your quotation within five business days.

If you need more information, do not hesitate to contact me.

Thank you.

Best regards,

Ravi Sharma

Contact Number: 67890

Email id: ravi.sharma@example.com

Sample Quotation Letter 3: Request for Quotation on Catering Services

Receiver’s email address: catering@example.com

Subject: Request for Quotation

Dear Sir/Ma’am,

I am Anita from ABC Events. We are organizing a corporate event and need a quotation for catering services:

Menu: Continental Buffet
Number of Guests: 150
Service Duration: 4 hours

Please include details on your per-person pricing, available package deals, and costs for additional services like beverages and desserts. We hope to receive your quotation by the end of this week.

For any queries, please contact me.

Thank you.

Sincerely,

Anita Verma

Contact Number: 54321

Email id: anita.verma@example.com

Sample Quotation Letter 4: Request for Quotation on IT Equipment

Receiver’s email address: it-supplies@example.com

Subject: Request for Quotation

Dear Sir/Ma’am,

I am Aarti, the IT Manager at GHI Tech Solutions. We are looking to purchase the following IT equipment and need a quotation:

S.No	Item	Quantity
1.	Laptops (i7 Processor)	20 units
2.	Wireless Routers	10 units
3.	External Hard Drives	15 units
4.	Printers (Laser)	5 units

Please provide the unit prices, any bulk discounts, and shipping costs. We would appreciate receiving your quotation by the end of this week.

Feel free to reach out for more details.

Thank you.

Sincerely,

Aarti Mehta

Contact Number: 23456

Email id: aarti.mehta@example.com

Sample Quotation Letter 5: Request for Quotation on Building Materials

Receiver’s email address: materials@example.com

Subject: Request for Quotation

Dear Sir/Ma’am,

I am Rajesh from JKL Construction. We need a quotation for the following building materials:

S.No	Material	Quantity
1.	Cement Bags (50kg)	500 bags
2.	Bricks	10,000 units
3.	Sand (1-ton bags)	200 bags
4.	Steel Rods (12mm)	100 tons

Please provide the cost per unit, any bulk order discounts, and delivery charges. We hope to receive your quotation within the next five days.

For any additional details, please contact me.

Thank you.

Best regards,

Rajesh Kumar

Contact Number: 34567

Email id: rajesh.kumar@example.com

Test Your Knowledge: Writing a Quotation Letter

Task 1: Product Quotation

Write a quotation letter to a supplier requesting prices for a range of office supplies, including pens, notebooks, and staplers. Include details about the quantity needed for each item and ask for any bulk purchase discounts and shipping costs.

Task 2: Service Quotation

Draft a quotation letter to a catering company for an upcoming event. Specify the number of guests, the type of cuisine you are interested in, and any special requirements. Request a detailed quote including per-person pricing, package options, and additional service costs.

Task 3: Equipment Quotation

Create a quotation letter to an IT equipment provider. Request a quote for computers, printers, and networking equipment for a new office setup. Include the quantity of each item, and ask for details on unit prices, any bulk discounts, and delivery charges.

Now check out if you got them all right from the answers below:

Task 1: Product Quotation

Letter of Quotation

Receiver’s email address: supplies@example.com

Subject: Request for Quotation on Office Supplies

Dear Sir/Ma’am,

I am Priya, the Purchasing Manager at XYZ Corp. We are looking to purchase the following office supplies and would like to request a quotation:

S.No	Item	Quantity
1.	Pens (Blue)	100 packs
2.	Notebooks (A4)	200 units
3.	Staplers	50 units

Please provide the cost per unit for each item and let us know if there are any discounts for bulk orders. Also, include shipping charges in your quotation. We would appreciate receiving this information within five business days.

Feel free to contact me if you need more details.

Thank you.

Best regards,

Priya Sharma

Contact Number: 67890

Email id: priya.sharma@example.com

Task 2: Service Quotation

Letter of Quotation

Receiver’s email address: catering@example.com

Subject: Request for Quotation for Catering Services

Dear Sir/Ma’am,

I am Anita from ABC Events, and we are planning a corporate event for 150 guests. We would like a quotation for catering services, including:

Cuisine Type: Continental Buffet
Number of Guests: 150
Service Duration: 4 hours

Please provide details on the per-person cost, available packages, and any additional charges for extra services like beverages and desserts. We need to receive your quotation by the end of this week.

For any questions, feel free to contact me.

Thank you.

Sincerely,

Anita Verma

Contact Number: 54321

Email id: anita.verma@example.com

Task 3: Equipment Quotation

Letter of Quotation

Receiver’s email address: it-supplies@example.com

Subject: Request for Quotation on IT Equipment

Dear Sir/Ma’am,

I am Aarti, the IT Manager at GHI Tech Solutions. We need a quotation for the following IT equipment:

S.No	Item	Quantity
1.	Laptops (i7 Processor)	20 units
2.	Wireless Routers	10 units
3.	External Hard Drives	15 units
4.	Printers (Laser)	5 units

Please include the cost per unit for each item, any bulk discounts, and shipping charges in your quotation. We would like to receive your response by the end of this week.

If you need further information, please contact me.

Thank you.

Sincerely,

Aarti Mehta

Contact Number: 23456

Email id: aarti.mehta@example.com

Takeaways from this Page

This page on quotation letters explains how to request prices for products or services. It covers the key elements to include, such as details about the items and any discounts. You'll learn about the format and see sample letters to guide your writing. Understanding how to draft a clear and detailed quotation letter helps in getting accurate quotes and making informed decisions. Check out the samples to see how it’s done.

FAQs on Quotation Letter: Format and Samples

1. What is a quotation letter?

A quotation letter is a formal document that gives a price estimate for products or services. It lists the costs, quantities, and terms of sale.

2. How do I use the quotation format letter?

Use the quotation format letter to request prices. Include details about the products or services you want and any special conditions.

3. Where can I find a sample quotation letter format in Word?

You can find a sample quotation letter format in Word online. This helps you create a professional-looking letter easily.

4. What is included in a quotation letter format for business?

A quotation letter format for business includes your details, the recipient's details, product or service descriptions, prices, and terms.

5. How do I write a quotation letter for products?

In a quotation letter for products, list the product names, quantities, unit prices, total costs, and delivery details. Add any discounts and terms.

6. What should be included in a quotation format letter?

A quotation format letter should have your business details, the recipient’s details, item descriptions, pricing, and payment terms.

7. Can I use a sample quotation letter format in Word for different types of businesses?

Yes, you can use a sample quotation letter format in Word for different types of businesses. Just adjust the details to fit your specific needs.

8. What is the purpose of a quotation letter format for business?

The purpose of a quotation letter format for business is to provide a clear price estimate. It helps set expectations and finalise deals.

9. How do I ask for a quotation using a quotation letter format?

To ask for a quotation, describe the items or services you need, including quantities and details. Request pricing, discounts, and any additional terms.

10. What should I avoid in a quotation letter?

Avoid vague descriptions, missing details, and unprofessional language. Make sure all costs and terms are clear.

11. How does a sample quotation letter format help me?

A sample quotation letter format shows you how to structure your letter. It helps you include all necessary details and appear professional.

12. What are the benefits of using a quotation letter format for business?

Using a quotation letter format for business makes your offer clear and professional. It helps manage expectations and smooth the transaction process.