Quotation Letter Format: Format and Sample Letters

A quotation letter format is a formal letter written to quote the price of a particular product/service by the seller/service provider to the customer. A quotation letter can be used to evaluate the approximate cost and expenditure involved in the purchase of an item and also for reimbursement provided by the company/service provider for a particular product or service.

Sellers/suppliers often use quotation letters to present their products or services to potential buyers/customers. A supplier/service provider can make a good business relationship with the customer by writing such a letter. It can reduce the time and effort of both customer and seller in enquiring about the prices of products.

It is used by business organizations while buying any products or goods. It keeps track of all the transactions regarding the requested services or goods between the seller and buyer. A quotation letter can also be written by a customer to the seller. It is a letter written by a customer to inquire about the prices of a service/goods offered by the supplier. The supplier responds by including the details of the quoted price and terms and conditions of the services/goods to the customer through a Quotation Letter.

Quotation letter format

Quotation Letter Format: Guidelines and Tips

When you write from the point of view of a customer:

The quotation letter should be written following the format of a formal letter. As an official letter, the matter should be brief and to the point.
The subject should be precise and a single line telling the purpose of your letter.
Add a formal and respectful salutation for the receiver.
The sender should add proper details of the products they need to inquire about.
Any kind of terms and conditions from the sender’s side should be mentioned so that the supplier can reciprocate to them.

When you write from the point of view of a supplier:

Mention relevant details about the product/service such as price, mode of payment, terms and conditions, etc.
Explain the advantages of the product to the customer and why they should select your services/goods.
Explain to the customer how your products/services are beneficial comparatively.
Make sure to write it precisely and relevantly.
Provide your contact information to communicate with you in case of further queries.
Use a formal style and professional language.

Quotation Letter Format

Sender’s address

Date: (dd/mm/yyyy)

Receiver’s address

Subject:

Salutation

Body of the letter

Thank you.

Yours sincerely/faithfully/truly

Sender’s name

Contact information

Attachments: (if any)

Sample Letter 1 – Requesting a Quotation Letter with Product Details

Sudha Holdings

Art Life Business Park

Business Road

Ahmedabad

Date: 15/03/2022

To,

Supply Manager

Success Holdings

Mark Business City

Ahmedabad

Subject: Enquiry about the material of products

Dear Sir/Ma’am,

I am Krishna Das, supply manager of Sudha holdings. I am writing this letter to know about the cloth material services offered by your organization. We are one of the leading clothing companies in the city. We work for many prominent customers in the industry and are keen to expand. We would like to see the quotation for the materials supplied by you.

In our office, around 16 workstations are available for production. Please provide the quotation as per the above-mentioned number. We expect excellent quality of service and excellent customer care facilities. Any interruption in your service will impact our business, reputation and goodwill. So, we are very disciplined towards our work. I have attached a list that comprises our requirements for the material. Kindly check the list attached and let us know if you can meet our needs.

As your company is a reputed company, your packages might be competitively priced. After deciding the price factor, you can send your representative to our company to finalize the deal with us. Please contact the provided number or email in case of any query.

We would appreciate an early response from you.

Looking forward to expanding our business with you.

Thank you.

Yours sincerely,

Krishna Das

Contact number: 7727272763822

Email: Sudha@holdings

Attachments:

Requirement list
Production capacity chart

Explore More Sample Letters

Sample Letter 2 – Responding to a request for a Quotation Letter

Success Holdings

Mark Business City

Ahmedabad

25/03/2022

To,

Krishna Das

Supply Manager

Sudha Holdings

Art Life Business Park

Business Road

Ahmedabad

Subject: Reply to your request for a quotation letter dated 15/03/2022

Dear Sir,

I am Ritika Sood, supply manager at success holdings. I would like to thank you for your letter. We appreciate your interest in taking up a deal with our clothing holding.

I would like to point out that we provide clothing materials specialised in linen and satin base, which are among the best available in the market. Our materials are ecologically safe and biodegradable. We also are working on providing a cotton base, which may require nearly 4 weeks from now.

Given below are details regarding the various materials for your reference. We have also given the price details for cotton base products if you would like to have a look at those.

(A table showing full details of the product should be attached here by the supplier)

Please contact the provided number or email in case of any query. Looking forward to expanding my business with you.

Thank you.

Regards,

Ritika Sood

Contact number: 993387378282

Mail: success@holding

FAQs about Quotation Letter Format

Question 1. What is a quotation letter?

Answer. A quotation letter is a formal letter written to quote the price of a particular product/service by the seller/service provider to the customer. A quotation letter can be used to evaluate the approximate cost and expenditure involved in the purchase of an item and also for reimbursement provided by the company/service provider for a particular product or service.

Question 2. Is a quotation letter essential from the supplier’s point of view?

Answer. Sellers/suppliers often use quotation letters to present their products or services to potential buyers/customers. It is used by business organizations while buying any products or goods. It keeps track of all the transactions regarding the requested services or goods between the seller and buyer.

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