Quotation Letter Format and Sample Quotation Letters

A Quotation letter is a formal letter written to quote the price of a particular product or service. A quotation letter is sent by a seller or service provider when the customer requests a quotation letter. A quotation letter can be used for various purposes. It can be used to evaluate the approximate cost and expenditure involved in the purchase of an item or multiple items and also for reimbursement provided by the company for a particular product or service.

This article on quotation letter format explains the elements a quotation letter must contain and also gives you sample quotation letters that you can use as a reference when you have to draft a quotation letter.

How to Write a Quotation Letter?

A quotation letter or a quotation mail is an official letter sent out to a manufacturer, a distributor or an organisation who deliver the required products or services. A request for a quotation is an enquiry about the prices and availability of the products or services. The main reason behind requesting a quotation letter is to evaluate if the particular product or service can be afforded or is well within the budget of the buyer.

Before you send a quotation request, ensure that you know perfectly well about what you need. List out clearly the product/service and the quantity required along with the specifications, if any. In case you are not sure about something, you can ask the distributor/manufacturer to provide details regarding the same. Check for the availability of the required quantity of products/services and enquire about the shipping cost as well. Be sure to let your receiver know that you are expecting a response from their side within a particular date.

Sample Quotation Letters

Go through the given sample quotation letters to have a better understanding of the format of a

quotation letter.

Explore the different types of letter writing in this article on Letter Writing.

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

25 B, Pavilion Apartments

Anna Nagar

Chennai – 600023

21st August, 2021

The Managing Director

VITA Training Academy

39, Alangad Census Town

Paravur, Ernakulam – 683513

Subject: Enquiry about Selenium Automation with Java/Python and Selenium with Appium courses

Respected Sir/Ma’am,

I have been working as a Manual Tester for four years. I am looking for short-term certificate courses to upskill myself and to suit the growing needs of my company. I came across your institute and found it to be highly promising and efficient.

I would like to know the details about the fees and duration of the Selenium Automation with Java/Python and Selenium with Appium courses. It would be highly appreciated if you could provide me with a quotation of the fees applicable for each of the courses as I have to submit it to the management. Also, if there are other Automation courses that would be suitable, please let me know.

I request you to kindly send me the quotation letter as soon as possible so that I can start taking classes soon.

Thanking you

Yours faithfully,

Signature

SHANU SHYAM

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

VITA Training Academy

39, Alangad Census Town

Paravur, Ernakulam – 683513

23rd August, 2021

Mr. Shanu Shyam

25 B, Pavilion Apartments

Anna Nagar

Chennai – 600023

Subject: Reply to your request for quotation letter dated 21/08/2021

Dear Sir,

Thank you for your letter. We appreciate your interest in taking up certificate courses at our training centre.

We would like to point out that we offer hands-on training for all IT related courses. You will also be required to work on a real-time project for the successful completion of the course.

Given below are details regarding the various courses for your reference. We have also given the fee details for other courses related to Selenium automation.

S. No.

Course

Duration

Fee (INR)

1.

Selenium with Java

40 hours

12000

2.

Selenium with Python

45 hours

15000

3.

Selenium with Appium

40 hours

18000

4.

Selenium with Rest API

50 hours

20000

Please feel free to contact us in case of any doubts or queries.

Yours faithfully,

Signature of the Managing Director

VIVIN CHRISTO

Managing Director, VITA Training Academy

Contact number: xxxxxxxxxx

Email id : [email protected]

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

Recipient’s email id: [email protected]

Subject: Request for a Quotation for the Bulk Purchase of Products

Dear Sir/Ma’am,

Following our discussions with your Sales and Marketing Manager, we are pleased to inform you that we would like to purchase the following products from your company.

S. No.

Product

Required Specifications

Quantity

1.

Dell Inspiron 14 2-in-1 Laptop

11th Generation Intel Core i3-1125G4 Processor (8MB Cache, up to 3.7GHz)

25

2.

HP Chromebook MediaTek Kompanio 500

4 GB/64 GB EMMC Storage/Chrome OS

11.6 inch

40

3.

IdeaPad Slim 3i

10th Generation Intel Core i3, 256 GB M.2 2242 SSD, 15.6 inch

45

4.

ASUS ZenBook 14

Intel Core i5-1135G7 11th Generation, 14-inch

25

We would be open to having a deal as we would like to buy these products in large quantities, if you have offers on bulk purchases. Kindly send us a quotation for the above-mentioned products so we can discuss and proceed with the order. Hope and trust that you will quote the most favourable terms and prices. We expect a reply from you by the 15th of January, 2022.

Please feel free to reach out to us in case you require any further clarifications. Looking forward to hearing from you.

Thank you very much

Sincerely,

STANLEY GEORGE

Contact number: xxxxxxxxxx

Email id : [email protected]

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

Receiver’s mail address: [email protected]

Subject: Request for a Quotation

Dear Sir/Ma’am,

I am Sachin, the Marketing Executive of AND Clothing Pvt. Ltd. I am writing to request you a quotation for the following fabrics.

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

Kindly confirm if these products are available and also send us the per metre cost and the discounted wholesale price for the above-mentioned fabrics, including the shipping cost. We expect a reply within a week.

Feel free to call or write to us in case of any queries or clarifications. Looking forward to hearing from you.

Thank you for your time.

Sincerely,

ANUPAMA SRINIVASAN

Contact Number: xxxxxxxxxx

Email id : [email protected]

Frequently Asked Questions on Quotation Letter Format

How do I write a quotation letter?

A quotation letter should be written in the format of a formal letter. It must include the sender’s and receiver’s addresses. The date and subject should be mentioned. It should begin with a salutation and end with the complimentary closing, signature and sender’s name in block letters. It should provide all the details requested by the buyer.

What is the purpose of a quotation?

A quotation is given or requested in order to be able to evaluate if the cost of the required products/services lies within the budget of the buyer.

How do I write a quotation request mail?

A quotation mail requires the recipient’s mail id and the subject. Take care to mention the list of items for which you would like to know the availability and price. Ensure that you let the recipient know that you are expecting a reply from them within a particular date. Thank the recipient for their time.

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