A business letter for quotation is written when an individual or company wants a quotation of goods/services or is required to submit the quotation to a client. It represents an offer for sale or in response to an inquiry.
It is an official document written when relevant parties are having a business transaction. Such a letter is written by an individual representing a company or a company owner. It is addressed to the existing or prospective customers or clients providing goods/services.
A business letter for quotation is an important document to initiate communication for a business venture. It demonstrates interest in the goods or services supplied and the intention to collaborate in business.
This letter is a formal document that conveys information about the goods/services requested. It is used for record-keeping to trace all the transactions related to the requested services/goods between the relevant parties.
Tips for writing a business letter for quotation
- Express appreciation for their interest in your company
- Give relevant information about the items including the cost
- Refer to an inquiry if applicable
- Explain why the reader should choose your goods/services
- Show the reader how your items can improve their business
- Keep it short and relevant
- Use the business format style
- Provide contact information where you can be reached
- Use formal content and professional language
Business Letter for Quotation Templates
When a client enquires about prices something from your company, you can respond through a quotation letter. Find a business letter for a quotation template and sample letter that you can use for reference.
From,
_____________
_____________
Date (date on which letter is written)
To,
________________
________________
Sub:_________________________________________
Dear _________________,
We, ____________ (company name) wish to utilize your ____________ services. We wish to request a detailed quotation of ____________ and the various packages that you offer.
We have an event coming up soon and we wish to utilize your services. We will be hosting approximately ____________ guests and we wish to request details on ____________ services that you can supply for this event.
Kindly let us know the prices for those packages and your preferred mode of payment. Please also let us know how you offer services for such events. Our company aims at hosting a high-level event and we want the best services. Your company is reputed for offered quality ____________ services and we hope to do business with you.
Please provide us with a quotation at the latest ____________ so that we can finalize the preparations for this event. In case you need further information, kindly contact us through our email ____________.
We look forward to receiving the quotation and hopefully doing business with you.
Thank you.
Yours Faithfully,
__________
(__________________)
From,
_____________
_____________
Date (date on which letter is written)
To,
________________
________________
Date __________ (date of writing letter)
Dear_________, (name of the concerned person)
Our company wants to utilize your ………..(name of service) services. In this regard, we would like to see a quotation in which various package details are mentioned.
Our office has around ………….(mention number) workstations. Kindly cater according to this number. We hope that the quality of service will be good and we expect excellent customer care facilities as well. We are one of the leading …………….(name of the business) companies in the city, and we work for several prominent clients in the industry. Any interruption in your service will dampen our reputation, and hence, we are very particular about the same. Hope you will understand our requirements.
Your company, too, has a good reputation in the industry, and we hope your packages are competitively priced. I am attaching a separate list which comprises of our requirements. Please go through this list and let us know if you can meet our needs.
Once the price factor is decided, you can send your representative to our company so that we can finalize our deal with your company. Please get back to us with the best prices.
Looking forward to hearing from you at the earliest
Yours Sincerely,
____________ (Your name)
Business Letter for Quotation Samples
Do you want to purchase products from a company and you need more details about what they are offering? Here is a business letter for quotation sample that you can use to make a formal inquiry.
From,
Sarah Livingston,
Germs Mobile Accessories
7124 Cedar Ave.
Fishers, IN 46037
United States
Date:____________ (Date on which letter is written)
To,
Ellen Pierce,
Centurion Company
873 E. Glenholme St.
Anaheim, CA 92806
United States
Sub; Letter for quotation
Dear Ms. Pierce,
I hereby write this letter to inquire about mobile phones that I wish to purchase for my shop Germs Mobile Accessories. Centurion Company is a reputed company in selling high-quality mobile accessories and we aim at providing our customers with only the best.
I wish to request for a detailed quotation for the mobile accessories listed below
Set Model Pieces
Neon Kika 4 Japan 20
Samsung Galaxy 4 Germany 10
Huawei H5 China 25
Kindly also provide us with your most favorable prices as we will be making frequent orders every month. Please let us know your preferred mode of payment and how the products will be delivered to our shop location 7124 Cedar Ave. Fishers, IN 46037. You can contact us on germs@mobile.com if you need any additional information.
We look forward to a detailed quotation at your earliest.
Thank you.
Yours Sincerely,
__________
Sarah Livingston
From,
Sarah Livingston,
Germs Mobile Accessories
7124 Cedar Ave.
Fishers, IN 46037
United States
Date:____________ (Date on which letter is written)
To,
Ellen Pierce,
Centurion Company
873 E. Glenholme St.
Anaheim, CA 92806
United States
Dear Sir,
I am writing this letter to seek a quotation from you. In our company, we plan to upgrade our systems. In this regard, I request you to send a detailed quotation regarding the various packages you offer. There are various items to be upgraded. I am attaching a list of our requirements along with this letter.
We hope your prices are competitive in the industry. We heard about the reputation of your company in the industry and are relying on you for our services. If the price factor is decided, we shall place the order immediately.
Looking forward to hearing from you,
Yours Sincerely,
_____________
Narendra Kumar
Business Letter for Quotation Email Formats
Letters are important documents in business transactions. Have a look at our free business letter for quotation in an email format that you can use to write a formal quotation to a prospective customer.
Ms. Livingston,
I hereby write to you with reference to your inquiry on mobile accessories dated 2nd February 2020. Thank you for your interest in purchasing products from Centurion Company. We offer quality mobile accessories with one year warranty and at reasonable prices.
Kindly find a detailed quotation of the items required below.
Set Model Pieces Price per piece Warranty
Neon Kika 4 Japan 20 $80 1 year
Samsung Galaxy 4 Germany 10 $700 1 year
Huawei H5 China 25 $100 1 year
Our prices are at a 5% discount for items ordered more than five pieces. We deliver the items purchased through our sales agents to the requested location by the customer. The mode of payment is a bank deposit to account No C7392927334C. We give a security period of 14 days after the items are delivered and in case of damage, they should be returned to our company immediately.
Our products are original are we assure you of optimal performance and service. The mobile phones come intact with a charger, screen protector, and earphones. Please contact me through 293-442-3920 if you have further questions.
Thank you, we hope for a long term business relationship.
Kind Regards,
Ellen Pierce
Dear Mildred,
I am writing this letter to inform you that I am planning to upgrade my computer system. I request you to send me a detailed quotation regarding the requirements for the up gradation of my computer system.
Here is the list of items I would like to upgrade:
- Graphics card of 2GB
- RAM 2GB
- HDD capacity of 500GB
I have a kind request to you to please do guide me in selecting the latest upgrades and branded company. The price range and the quality should be according to my satisfaction. Kindly send me the quotation for the following items and get in touch with me as soon as possible.
Yours Faithfully,
____________
Kelly McCarthy
Conclusion
A business letter for quotation can be used as an inquiry or a sales document between relevant parties for goods and services. This letter contains information about the item, the price, the mode of payment, conditions of delivery and other relevant details inquired.
It is a formal document to initiate a business transaction hence should be written in a professional language and the content should be formal.
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