How to Write a Professional Quotation Email to Clients

Pricing accurately and clearly communicating the details of your services or products to potential clients is essential for winning their business. A well-structured quotation email sets the tone for a positive relationship and ensures both parties are on the same page. Below is a detailed guide to help you craft a professional quotation email, along with a sample template.

Step-by-Step Guide

1. Subject Line

Start with a clear and concise subject line that summarizes the purpose of the email. For example:

"Quotation for [Service/Product]"

2. Greeting

Address the client by name to personalize the email. Ensure the tone is professional yet friendly.

3. Introduction

Briefly introduce yourself and your company. This is particularly important if the client isn't familiar with your business.

4. Purpose of the Email

State the purpose of the email clearly. Mention that you are providing a quotation as requested by the client.

5. Details of the Quotation

- Include a clear breakdown of the services/products offered.

- State the prices clearly.

- Mention any terms and conditions such as payment terms, delivery timelines, etc.

6. Call to Action

Encourage the client to reach out with any questions or to confirm the order. This demonstrates your willingness to support them.

7. Closing

Thank the client for their time and consideration, and express your willingness to assist further.

8. Signature

Include your name, position, company name, and contact information. Ensure all information is accurate.

Sample Email Template

Subject: Quotation for [Service/Product]

Dear [Client's Name],

I hope this message finds you well. My name is [Your Name] and I am [Your Position] at [Your Company]. Thank you for your interest in our services/products.

As per your request, I am pleased to provide you with the following quotation:

Quotation Details:

- Product/Service Description: [Brief description] - Quantity: [Number of units] - Unit Price: [Price per unit] - Total Price: [Total amount] - Delivery Timeframe: [Estimated delivery time] - Payment Terms: [Payment details]

Please let me know if you have any questions or if you would like to proceed with this quotation. I am here to assist you in any way possible.

Thank you for considering our services. I look forward to your response.

Best regards,

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

Tips for Writing a Professional Quotation Email

Be Clear and Concise: Make sure the quotation is easy to read and understand. Strive for clarity and simplicity in your writing.

Proofread: Check for grammatical errors and ensure all details are accurate. A polished and professional email reflects well on your business.

Follow Up: If you don’t hear back within a week, consider sending a polite follow-up email. Communication is key in building and maintaining relationships.

Customize the Template: Feel free to customize the template according to your specific needs and the nature of the services or products you are offering.