A quotation email gives a potential customer the price and terms for specific products or services, usually in response to their request. Write it as a clear, itemized summary: what they asked for, what each item costs, the total with taxes and delivery, your payment terms, how long the price holds, and what they should do next. Attach the formal quote as a PDF and keep the email short enough to read in a minute.
Quick template
Use this to send a quotation to a customer who asked for one. It works for products and services.
Subject: Quotation #[number] for [product/service] - [Your company]
Hi [Client name],
Thank you for your request. As discussed, here is our quotation for [short description of what they need].
[Item 1]: [quantity] x [unit price] = [line total]
[Item 2]: [quantity] x [unit price] = [line total]
[Item 3]: [quantity] x [unit price] = [line total]
Subtotal: [amount]
Tax ([rate]%): [amount]
Delivery/installation: [amount or "Included"]
Total: [amount]
Payment terms: [e.g., 50% deposit on order, balance on delivery]
Delivery/timeline: [e.g., 3 to 4 weeks from order confirmation]
Valid until: [date]
The full quotation is attached as a PDF. To go ahead, just reply to confirm and I'll send the order confirmation and deposit invoice.
If you have any questions or want to adjust quantities, I'm happy to help.
Best regards,
[Your name]
[Title], [Company]
[Phone] | [Email] | [Website]
What is a quotation email?
A quotation email is a business email that tells a prospective customer exactly what you will provide and what it will cost. It is usually a reply to a request for quotation (RFQ), a sales conversation, or a site visit.
It differs from a few similar emails:
| Document | Purpose | Binding? |
|---|---|---|
| Quotation | Fixed price for a defined scope, valid for a set period | Usually becomes binding once accepted |
| Estimate | Approximate cost when the scope is not fully known | No, the final price can change |
| Proposal | Explains the approach and value, often with pricing options | Depends on the terms |
| Invoice | Requests payment for work delivered or ordered | Yes, it is a bill |
Once a quote turns into an order, the next email you send is an invoice. Our guide on how to write an invoice email covers that step.
When to send a quotation email
You do not need a quote for anything already priced on your website. Send a quotation email when:
- A customer asks for one. This is the most common case: an RFQ, a contact form, or "Can you send me a quote?"
- The work is custom. Design, consulting, software, construction and similar services rarely have a fixed list price.
- The order is large. Bulk and wholesale orders often come with volume pricing or special terms.
- The project has stages or materials. A breakdown shows the customer what each part costs.
- You are negotiating. A written quote sets your starting position and gives both sides a record.
Quotation email format: what to include
Follow this order. Each part answers a question the customer would otherwise email back to ask.
1. A clear subject line
Say what it is and make it easy to find later. Include a quote number if you use them.
- Quotation #1045 for office furniture - [Company]
- Your quote for [service] from [Company]
- Revised quotation #1045-R1 for [project]
- Quotation as requested: [product], [quantity] units
If you are replying to their request, reply in the same thread so the context stays attached.
2. Greeting and a one-line recap
Greet them by name, thank them for the request, and restate what they asked for in a sentence. This confirms you understood the scope before they look at numbers.
3. Itemized pricing
List each product or service as its own line with quantity, unit price and line total. For services, separate labor from materials. Customers compare quotes line by line, and a single lump sum makes yours harder to compare and easier to reject.
4. Taxes, delivery and extra charges
Show sales tax or VAT, shipping, installation, and any setup fees as separate lines. Then say what the price does not include. Surprise charges after acceptance are the fastest way to lose trust.
5. Payment and delivery terms
State when and how you get paid (deposit, net 30, card, bank transfer) and when the customer gets the goods or the finished work. Mention late fees only if you actually apply them.
6. Validity period
Give an exact expiry date ("Valid until November 15, 2026") rather than "valid for 30 days," which leaves the start date open to interpretation.
7. One clear next step
Tell them exactly how to accept: reply to confirm, sign the attached quote, or pay the deposit. One action, not three.
8. Signature and contact details
Include your name, title, company, phone and email so they can call with a question instead of going quiet.
How to send a quotation to a company
When the buyer is another business, a few extra details help the quote move through their approval process:
- Put the quote number and their reference number (PO or RFQ number) in the subject. Their procurement team will search for it.
- Attach the quote as a PDF with your company details, their company details, date, quote number, line items, terms and validity. Many companies cannot approve a quote that only exists in an email body.
- Address the decision-maker and copy the requester if they are different people.
- Match your tone to their request. A formal RFQ deserves a formal reply. Our guide to writing a formal email covers the conventions.
Tips for a quotation email that gets accepted
- Respond fast. A buyer comparing several suppliers often goes with whichever clear quote arrives first.
- Lead with their needs, not your pitch. One sentence on how the quote solves their problem is enough. Save the full sales case for a proposal.
- Make totals easy to find. Put the total on its own line. Do not make them add it up.
- Offer options when it helps. A basic and a premium option lets the customer choose between your prices instead of between you and a competitor.
- Proofread the numbers. Check every multiplication and the total. A math error makes the whole quote look unreliable.
- Follow up. Many quotes go unanswered simply because the buyer got busy. Plan a follow-up a few days after sending.
12 quotation email samples and templates
Every sample below is ready to copy. Replace the [square brackets] with your details. The company names and prices in the filled-in examples are made up for illustration.
1. Sending a quotation to a customer (filled-in example)
Use this as a model of a complete quotation email with real-looking numbers.
Subject: Quotation #2318 for storefront signage - Brightline Signs
Hi Maria,
Thank you for inviting us to look at your new storefront on Elm Street. As discussed on site, here is our quotation for exterior signage and window graphics.
Aluminum exterior sign, 48 x 24 in.: 2 x $385.00 = $770.00
Printed vinyl window graphics: 6 x $95.00 = $570.00
Installation (two installers, half day): 1 x $320.00 = $320.00
Subtotal: $1,660.00
Sales tax (7%): $116.20
Total: $1,776.20
Payment terms: 50% deposit to start production, balance on installation
Timeline: Installation within 10 business days of approved artwork
Valid until: November 14, 2026
Not included: permit fees, if your landlord or city requires a sign permit.
The full quote is attached. To go ahead, reply to confirm and I'll send the artwork proof and deposit invoice the same day.
Best regards,
Daniel Ruiz
Project Manager, Brightline Signs
(555) 014-2290 | daniel@brightlinesigns.example
2. Price quotation for products with minimum order quantities
Use this when a wholesale or B2B buyer asks for unit prices on several products.
Subject: Quotation #[number] for [product range] - [Your company]
Dear [Client name],
Thank you for your interest in [Your company] and for requesting a quotation. Here is our pricing for the items you asked about:
[Product 1]: [unit price] per unit, minimum order [MOQ] units
[Product 2]: [unit price] per unit, minimum order [MOQ] units
[Product 3]: [unit price] per unit, minimum order [MOQ] units
[Product 4]: [unit price] per unit, minimum order [MOQ] units
Prices exclude shipping and handling. Once you send your delivery address and quantities, I'll add an exact shipping cost.
Lead time: approximately [number] weeks from order confirmation
Payment terms: [e.g., 50% on order confirmation, 50% before shipment]
Valid until: [date]
All products include [warranty or quality certification, if relevant]. If you have questions or want samples before ordering, please contact me directly at [phone] or [email].
Best regards,
[Your name]
[Title], [Company]
3. Quotation email for services
Use this for consulting, agency, design, development or other project work.
Subject: Quote for [project name] - [Your company]
Hi [Client name],
Thanks for walking me through [project] on [day]. Based on what we discussed, here is our quote.
Scope:
- [Deliverable 1]
- [Deliverable 2]
- [Deliverable 3]
Pricing:
[Phase 1, e.g., discovery and planning]: [amount]
[Phase 2, e.g., design and build]: [amount]
[Phase 3, e.g., launch and training]: [amount]
Total: [amount]
Timeline: [number] weeks from kickoff
Payment: [e.g., 40% at kickoff, 40% at phase 2 sign-off, 20% at launch]
Valid until: [date]
Not included: [e.g., third-party software licenses, stock photography, ongoing maintenance]. Changes to the scope after kickoff are billed at [hourly rate].
If this looks right, reply to confirm and I'll send the agreement for signature. Happy to jump on a call if you want to walk through any line.
Best,
[Your name]
[Title], [Company]
4. Quotation following a meeting
Use this after a sales call or demo, when the customer already knows your offer and is waiting on numbers.
Subject: Your quote following our call on [date]
Hi [Client name],
Thank you for your time on [day]. It was helpful to hear about [their goal or problem].
As promised, here is the quote for the [products/services] we discussed:
[Item 1]: [quantity] x [unit price] = [total]
[Item 2]: [quantity] x [unit price] = [total]
[Item 3]: [quantity] x [unit price] = [total]
Total: [amount], [including/excluding] delivery and taxes
This quote is valid until [date]. I've attached the full quotation with terms.
You mentioned you need everything in place by [their deadline]. If you confirm by [date], we can meet that comfortably.
Best regards,
[Your name]
[Title], [Company]
5. Quotation with options (basic, standard and premium)
Use this when the customer's budget or needs are not fully clear and a choice will help them decide.
Subject: Quotation #[number]: three options for [project/product]
Hi [Client name],
Thanks for your request. Since you mentioned [budget or priority], I've put together three options so you can choose what fits best.
Option A, Basic: [what's included]. Price: [amount]
Option B, Standard: everything in A, plus [additions]. Price: [amount]
Option C, Premium: everything in B, plus [additions]. Price: [amount]
All options include [shared items, e.g., delivery and a one-year warranty]. Prices exclude [tax/other].
Valid until: [date]
Based on what you told me, I'd recommend Option [letter] because [one-line reason]. Let me know which you prefer and I'll prepare the order.
Best,
[Your name]
[Title], [Company]
6. Revised quotation email
Use this when you need to update a quote you already sent, because of a scope change, a correction or a price change.
Subject: Revised quotation #[number]-R1 for [product/project]
Hi [Client name],
I'm sending a revised version of quotation #[number], dated [original date].
What changed: [e.g., you increased the order from 200 to 350 units / our supplier raised the cost of steel / we corrected an error in the installation line].
[Item]: was [old amount], now [new amount]
[Item]: was [old amount], now [new amount]
Revised total: [new total] (previously [old total])
All other terms stay the same. This revised quote replaces the original and is valid until [new date].
[If it was your error: I'm sorry for the confusion on the first version.]
Please reply to confirm the revised quote and I'll proceed with the order.
Best regards,
[Your name]
[Title], [Company]
7. Sending a revised quotation after the customer asked for a lower price
Use this when you agree to adjust the price after a negotiation, so the new figure is on record.
Subject: Revised quotation #[number]-R1 as discussed
Hi [Client name],
Thanks for the conversation on [day]. As agreed, I've revised our quotation.
To bring the total to [new total], we have [e.g., applied a 7% discount for a 12-month commitment / removed on-site training / adjusted the payment terms to full payment upfront].
Original total: [amount]
Revised total: [amount]
This revised quote is valid until [date]. Once you confirm, I'll send the agreement for signature.
Best,
[Your name]
[Title], [Company]
If you are on the buying side of that conversation, see our guide to writing a price negotiation email.
8. Quotation with a bulk or loyalty discount
Use this for repeat customers or large orders where you are offering special pricing.
Subject: Quotation #[number] with volume pricing for [Client company]
Dear [Client name],
Thank you for your continued business. For your upcoming order of [product], we're happy to offer volume pricing.
[Product 1]: [quantity] x [unit price] (standard [standard price], [percent]% off) = [total]
[Product 2]: [quantity] x [unit price] (standard [standard price], [percent]% off) = [total]
Total: [amount], saving [amount] compared with standard pricing
This pricing applies to orders confirmed by [date] and is exclusive to [Client company].
If you'd like to place the order, reply to this email or reference quote #[number] on your purchase order.
Best regards,
[Your name]
[Title], [Company]
9. Quotation for additional products or services
Use this when an existing customer could benefit from something they have not bought yet.
Subject: Quote for [additional product/service] to add to your current order
Hi [Client name],
While preparing your order of [current product], I noticed [reason the add-on is relevant, e.g., you're stocking our toothpaste but not our mouthwash, which your customers often buy together].
Here is a quote in case you'd like to add it:
[Add-on 1]: [unit price], [quantity] units = [total]
[Add-on 2]: [unit price], [quantity] units = [total]
Order discount: [e.g., 5% off orders above $2,000, 10% off above $5,000]
Prices exclude applicable taxes. Valid until [date].
If you add these to your current order, they ship together at no extra delivery cost. Just reply and I'll update the order.
Best,
[Your name]
[Title], [Company]
10. Follow-up on a quotation with no reply
Use this three to five business days after sending a quote you have not heard back on.
Subject: Re: Quotation #[number] for [product/service]
Hi [Client name],
I wanted to check that you received our quotation for [product/service] sent on [date]. I've attached it again for easy reference.
The total came to [amount], and the quote is valid until [date].
Do you have any questions, or would it help if I adjusted anything, such as quantities, delivery dates or payment terms?
Best regards,
[Your name]
[Phone]
For more ways to follow up without sounding pushy, see these follow-up email templates for when you get no reply.
11. Quote expiring soon
Use this a few days before a quote's validity date, especially if your costs are likely to change.
Subject: Your quote #[number] expires on [date]
Hi [Client name],
A quick note that quotation #[number] for [product/service] expires on [date].
After that date, I can't guarantee the same price because [e.g., our material costs are being updated / our production schedule fills up for next quarter].
If you'd like to lock in [total amount], just reply to confirm before [date]. If your plans have changed, let me know and I'll close the file.
Best,
[Your name]
[Title], [Company]
12. Request for quotation email (to a supplier or vendor)
Use this when you are the buyer and want a supplier to send you a quote.
Subject: Request for quotation: [products/services] for [Your company]
Hello [Supplier contact name or team],
My name is [your name], [title] at [Your company]. We are [brief context, e.g., refurbishing our office for 15 staff] and would like a quotation for the following:
1. [Product/service, specification]: [quantity]
2. [Product/service, specification]: [quantity]
3. [Product/service, specification]: [quantity]
Please include:
- Unit prices and any bulk discounts
- Shipping and handling costs to [city, state/country]
- Lead time and delivery dates
- Payment terms and warranty information
We plan to make a decision by [date], so a quote by [date] would be ideal. If you need more detail on any item, I'm happy to provide it.
Thank you,
[Your name]
[Title], [Company]
[Phone] | [Email]
If you are writing to a supplier you have never dealt with, our guide on how to introduce yourself in an email can help with the opening.
Mistakes to avoid in quotation emails
- Sending a lump sum. Without a breakdown, the customer cannot see what they are paying for or compare you fairly.
- Leaving out what is not included. Unstated exclusions turn into disputes later.
- No expiry date. Without one, a customer can come back six months later and expect the old price.
- Burying the total. Put it on its own line where it is easy to find.
- Several calls to action. "Call me, book a demo, or fill in our form" is harder to act on than "Reply to confirm."
- Long sales copy. The customer asked for a price. Give it first, then add context.
- Math errors. Recalculate every line before sending.
Quotation email checklist
- Subject line includes "Quotation" or "Quote," the quote number and your company name
- Recap of what the customer asked for
- Each item with quantity, unit price and line total
- Taxes, shipping, installation and other charges listed separately
- Exclusions stated
- Payment terms and delivery timeline
- Exact expiry date
- One clear next step
- Formal quote attached as a PDF
- Full contact details in your signature
Frequently asked questions
How do I send a quotation to a customer by email?
Reply in the same thread as their request, thank them, summarize what they asked for, and list each item with quantity, unit price and total. Add taxes, delivery, payment terms and how long the quote is valid, attach the formal quote as a PDF, and end with one clear next step.
What is the format of a quotation email?
A quotation email follows this order: a clear subject line with a quote number, a greeting, a one-line summary of the request, an itemized price breakdown, taxes and extra charges, payment and delivery terms, the validity period, a call to action, and your signature with contact details.
How do I write a revised quotation email?
Use "Revised quotation" and the original quote number in the subject, explain in one or two sentences what changed and why, show the old and new figures side by side, and state a new validity date. Ask the client to confirm the revised quote so there is no confusion about which version applies.
How do I write an email requesting a quotation from a supplier?
Introduce your company, list exactly what you need with quantities and specifications, give your delivery location and deadline, and ask for unit prices, bulk discounts, shipping costs, lead times and payment terms. Say when you need the quote by.
What is the difference between a quotation letter and a quotation email?
A quotation letter is the formal document, often a PDF on company letterhead with a quote number and terms. The quotation email is the message that delivers it, summarizes the key numbers, and asks the client to take the next step. Most businesses send both together.
How long should a quotation be valid?
There is no fixed rule. Many businesses use 15 to 30 days, and shorter periods for prices tied to volatile materials or exchange rates. Whatever you choose, state the expiry date clearly in the email and on the quote.