Jul 2, 2025
What is an Email Quote and What Does it Include?
An email quote is a formal document or message that outlines the price and terms for products or services offered, sent via email. It helps clarify expectations before work begins or a sale is finalized. In a B2B setting, quotes enable businesses to communicate on a level playing field and prepare for an upcoming transaction. Consumers often use quotes to compare offers from various vendors before making a purchase.
What to Include in a Professional Email Quote
When writing a professional email quote, you should include the following details:
Your company name (if it’s not in your signature)
The products you need
The quantity
ETA or Estimated Time of Arrival
Transport expenses (if necessary)
A contact person who should be in charge if more information is needed (if necessary);
Address (if necessary)
Request for discount (if necessary)
The Anatomy of a Standout Quote Request Email
Every part of your email plays a role in nailing your quote request email. Here’s what to include:
A Clear Subject Line: Start with a subject line that’s direct and easy to understand. Something like “Request for Quote: {{Product/Service Name}}” ensures your email grabs attention and conveys its purpose immediately.
A Courteous Opening Line: Begin with a friendly email greeting and introduce yourself or your company briefly. A simple line, such as “My name is {{Your Name}}, and I represent {{Your Business Name}},” sets a professional yet approachable tone.
A Clear Request in the Body: Detail the purpose of your quote request. Specify quantities, timelines, and other requirements that help the recipient provide an accurate estimate.
For example: “We’re looking to purchase {{quantity}} of {{item/service}} and would like a detailed quote, including shipping and delivery timelines.”
Supporting Attachments: Don't leave room for guesswork. The more specific you are, the more relevant the quote will be. Where applicable, include product specifications, diagrams, and additional information to make your quote request more precise.
A Warm, Professional Closing & CTA: Wrap up with a closing line and call to action that graciously encourages a response. A line like, “Please feel free to reach out if you need more details to prepare the quote. I look forward to your response,” maintains a positive and courteous tone.
A Strong Sign-Off: End your email with your full name, job title, company name, contact information, and email signature to project credibility.
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15 Email Quote Templates for Different Situations
1. General Quote Request Email for Products
Subject: Request for Quote: {{Product Name}}
Hi there {{Supplier Contact}},
My name is {{Your Name}}, and I represent {{Your Company Name}}. We are currently sourcing {{Product Name}} and would like to request a quote for the following:
Quantity: {{Quantity Required}}
Specifications: {{Specific Details, e.g., model, size, color}}
Delivery Location: {{Your Address}}
Preferred Delivery Timeline: {{Date or Range}}
Could you please provide a comprehensive quote that includes:
Pricing details
Shipping costs
Potential bulk discounts
Manufacturing lead times
We're particularly interested in understanding your production capabilities for our {{specific project or industry}} needs. If you need additional documentation or details, please don’t hesitate to let me know. I’ve also attached {{relevant documents}} for your reference. Thank you for your time. I look forward to your response.
Best regards,
{{Your Full Name}}
{{Your Job Title}}
{{Your Contact Information}}
2. Quote Request Email for Services
Subject: Request for Service Quote: {{Service Name}}
Good day {{Supplier Contact}},
I’m reaching out on behalf of {{Your Company Name}} to request a quote for {{Service Name}}. We’re looking for a service provider to handle the following:
Service Details: {{Specific Scope or Requirements}}
Estimated Duration: {{Duration, e.g., ongoing, project-based}}
Additional Notes: {{Special considerations or requests}}
Our budget range is {{Budget Range}}, and we're looking to start the project {{Timeframe}}. Could you please provide a detailed quote outlining your approach, including pricing, payment terms, and any associated fees?
If you need more information, please feel free to contact me directly via the information below. Thank you for your attention, and I look forward to hearing from you.
Best regards,
{{Your Full Name}}
{{Your Job Title}}
{{Your Contact Information}}
3. Quote Request Email for Event Planning
Subject: Quote Request for Event Planning Services
Hi {{Supplier Contact}},
I’m organizing an event for {{Occasion, e.g., corporate retreat, product launch}} on behalf of {{Your Company Name}} and would like to request a quote for your planning services.
The event details are as follows:
Date: {{Event Date}}
Location: {{Venue or General Area}}
Number of Attendees: {{Estimated Number}}
Required Services: {{Examples: catering, venue setup, audio-visual equipment}}
Could you please send me a breakdown of your pricing, package options, and any additional fees? If needed, I’d be happy to schedule a call to discuss further details. In the meantime, please let me know if you need further information to prepare the quote. Looking forward to your response!
Best regards,
{{Your Full Name}}
{{Your Job Title}}
{{Your Contact Information}}
4. Follow Up on a Previous Quote Request Email
Subject: Follow-Up on Quote Request for {{Product/Service Name}}
Hello {{Supplier Contact}},
I hope your week is going great. I’m following up on my previous email regarding a quote for {{Product/Service Name}}. I wanted to check if you need any additional details to finalize the quote.
Here’s a quick summary of my request for your reference:
Details: {{Summary of Initial Request}}
Date of Original Email: {{Date}}
If you’ve already sent a response, could you confirm so I can ensure I haven’t missed it? I’m excited to move forward and would appreciate your reply at your earliest convenience. Thank you for your time and assistance!
Best regards,
{{Your Full Name}}
{{Your Job Title}}
{{Your Contact Information}}
5. Dear Sales Team,
I’m writing you on behalf of company (NAME) and I would like to ask if you could send me a quotation for the following products:
Product 1
Product 2
I would be grateful if you could send me the offer as soon as possible.
Kind regards,
Maria
6. Dear Team,
I’m writing you this email on behalf of a company (NAME). Next week we will be moving our office from address (NAME) to address (NAME). We would like you to send us your best offer for a 1GB internet connection. Please also provide an ETA.
We will expect your quote as soon as possible. We remain available for further details.
Best wishes,
Jessica
7. Dear Tim,
We currently have 400 licenses, and we need to extend them up to 600, so we will need 200 new additional licenses. Could you please prepare us a quote for it? The licenses need to be added with the same expiration date according to the current 400 licenses’ expiration date. Thank you in advance.
Kind regards,
John
8. Hello,
We need to purchase a license for company (NAME), please offer us:
(NAME) – 1 license
Please provide a quote in two options:
A monthly fee;
Annual payment with the maximum possible discount;
If you have technical questions about the license, please contact (NAME) directly. We will be waiting for your answer and the preparation of the offer by March 18, 2022.
Kind regards,
Sarah
9. Hi James,
We would like you to prepare a quote for the following products:
Product 1
Product 2
We value our partnership and the quality of your work, so we would like to purchase the products from you. As your loyal and long-time customer, we would like to get the best possible offer. Thank you in advance!
Best regards,
Tim
10. Dear Sam,
Please prepare us a quote and provide an ETA for the following products.
Product 1
Product 2
We look forward to receiving your offer as soon as possible.
Best regards,
George
11. Dear Sir,
Please send a quotation for 16 pieces of the product (name). Please provide us with the current freight rates for air, rail, sea, and road transport. We look forward to an early reply.
Yours faithfully,
James
12. Dear Jens,
Please quote the charges for shipping and insurance of a consignment of books measuring 2m x 1m and weighing 100 kg. Please reply as soon as possible.
Regards,
John
13. To whom it may concern,
I’m writing you on behalf of the company (NAME). We would be grateful if you would quote us your lowest rate for the despatch of 100 books from Italy to Singapore? We look forward to receiving your quotation as soon as possible.
Yours sincerely,
Veronika
14. Bulk Order Quotation Request
Subject Line: Quotation Request for Bulk Order – [Product Name]
Message:
Dear [Supplier’s Name],
I am writing to request a quotation for a bulk order of [specific product, e.g., “500 units of ABC model laptops”] on behalf of [Your Company Name]. We are looking for a reliable supplier to fulfill this requirement and would appreciate a quote based on the following details:
Order Specifications:
Product Name/Model: [Product Details]
Quantity: [Bulk Quantity]
Specifications: [Any particular features or configurations]
Please provide us with the following information:
Unit Price and Total Cost: Including bulk order discounts, if any.
Shipping and Delivery Options: Cost and estimated delivery time.
Payment Terms: Any flexible payment options or terms available for bulk orders.
We would like to finalize our order by [specific date], so please send your quotation by [date]. If there are any additional fees, such as packaging or shipping, kindly itemize them in the quotation.
Thank you for your time and assistance. We look forward to your response and a potential partnership.
Best regards,
[Your Full Name]
[Your Position]
[Your Company Name]
[Your Contact Information]
15. First Contact quote request email
Subject: Quotation request from Clinio Mondragón
Dear Philip,
Hello, my name is Clinio Mondragón, and I'm the inventory clerk for Furniture Building Warehouse. I'm writing this email to request a price quote for the following items:
20 pieces of 2x2 lumber
20 pieces of 2x4 lumber
2 pieces of 1x4 lumber
32 pieces of 1x2 lumber
Since this is our first correspondence, I also have some questions:
Do you carry any oil-based stain? If so, do you have a cherry-wood stain?
Do you source your lumber from a specific region?
Do you measure your lumber before or after kiln drying?
What's your preferred transaction process?
Please deliver the lumber to our warehouse at 555 First Ave., Muncie, IN 47304 at your earliest convenience. If you could send an email response before March 25, I'd greatly appreciate it. You can also contact me through my office phone at (555)-586-2377 if that's more convenient for you. I look forward to your reply.
Best,
Clinio Mondragón
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Best Practices for Writing an Email Quote
A well-structured quote email establishes credibility and trust with your recipient. This simple act can mean the difference between winning a new client or getting ignored. In the world of high conversions, clarity is king.
Use a Formal Writing Style
To improve your chances of getting a response, write your quote email in a formal tone. You can still maintain a friendly and polite tone throughout your correspondence. Writing formally can show the recipient that you’re a professional.
Request a Prompt Response
Consider communicating the urgency level of your request. If you need a reply within a specific timeframe, please specify how soon you expect a response. This technique can help you obtain a quote more quickly.
Ask About Delivery Times
In your email, consider asking about delivery times for the products. This can allow you to plan for the deliveries or ask for a quote from another supplier if needed.
Ask About Fees
You may also ask the supplier about shipping and delivery fees. This can help you estimate the final cost.
Establish Your Item List
Prepare your detailed list of items before you write the email, including the exact amount of each item. This can help ensure you get a quote for each one.
Ask About Payment Options
Consider asking what payment options the business has. This can help you determine if its options match your form of payment.
Tips for Following Up on a Quotation Request
1. Follow Up Politely
If you haven’t received a response by the deadline, send a courteous follow-up email to remind the supplier.
2. Keep Records of Communication
Save copies of all RFQs and supplier responses for easy comparison.
3. Clarify Any Ambiguities
If the quote received lacks clarity, reach out for clarification to avoid misunderstandings.
4. Negotiate if Necessary
If you receive multiple quotes, don’t hesitate to negotiate pricing, especially for bulk orders.
Example Follow-Up Email
Subject Line: Follow-Up on Quotation Request – [Product/Service Name]
Message:
Dear [Supplier’s Name],
I hope this message finds you well. I am following up on my previous request for a quotation for [mention product/service]. We are moving forward with our procurement process and would appreciate receiving your quote at your earliest convenience.
Please let me know if you need any additional information to prepare the quotation. Thank you very much for your time, and I look forward to your response.
Best regards,
[Your Full Name]
[Your Position]
[Your Company Name]
[Your Contact Information]
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