Sample Letter for Quotation Sending: A Guide to Writing a Professional Request for Pricing

Are you tired of crafting countless quotation letters from scratch only to get no response from potential clients? Well, fret no more because we’ve got you covered. In this article, we’ll provide sample letters for quotation sending that you can use as templates for your own business needs. Whether you’re a small business owner or a freelancer, these templates will help save you time and effort in creating a professional-looking and comprehensive quotation letter that gets the attention of your prospective customers.

Our sample letters for quotation sending are easy to edit and customize, so you can tailor them to fit your unique offerings and target audience. No more struggling to come up with the right words or format. With our templates, you can focus on the core message of your business and let the letter do the talking for you.

Don’t let the fear of rejection or the hassle of crafting a quotation letter hold you back from reaching out to potential clients. Use our sample letters for quotation sending as a starting point to create a compelling and persuasive letter that showcases the value of your product or service. With these templates, you’ll be able to communicate your competitive pricing and the benefits of your offerings in a simple and straightforward manner.

So what are you waiting for? Start utilizing our sample letters for quotation sending now and elevate your business to the next level. You’ll be surprised at how effective a well-crafted quotation letter can be in securing new customers and growing your business.

The Best Structure for Sample Letter for Quotation Sending

When it comes to sending a quotation, having a well-structured letter can make all the difference. A good structure can make your letter professional, easy to read, and increase the likelihood of getting a positive response from the recipient. Here are some tips for creating the best structure for your sample letter:

Header and Salutation

Start your letter with a clear and concise header that includes your company name, logo, address, and contact information. This will make it easy for the recipient to identify the sender and contact them if necessary. After the header, include a proper salutation with the name of the individual or company you are addressing.


In your introduction, begin by expressing gratitude for the recipient’s interest in your business. Be sure to personalize this section by highlighting specific details about the recipient’s needs or previous inquiries. Then, proceed by introducing your company and the products or services you offer. Be clear and concise, and avoid using technical jargon that may be difficult for the recipient to understand.

Overview of the Quotation

This is where you provide a brief summary of the quotation you are sending. Highlight important details such as the cost, scope of work, timeline, and any specific terms and conditions that apply. Use bullet points to make it easy for the recipient to scan this section and quickly understand the key points.

Details of the Quotation

In this section, provide a detailed breakdown of the quotation. Include specifics such as the quantity and unit price of each item or service being quoted, as well as any discounts or promotions being offered. Be sure to explain any additional charges that may apply, such as shipping or handling fees, taxes, or other surcharges. If necessary, provide a description of the materials or equipment being used, along with their respective prices.

Closing and Call to Action

End your letter with a polite and professional closing, and a call to action. This could be a request for the recipient to confirm their interest in the quotation by a certain date, or an invitation for them to contact you with any questions or concerns. Provide clear and detailed instructions on how to place an order or accept the quotation, and include your contact information again for convenience.

By following these tips, you can create a well-structured and effective sample letter for sending a quotation that will help you win new business. Remember to keep your language clear, concise, and engaging, and personalize your letter to the specific needs of your recipient.

Sample Letter for Quotation Request

Request for Quotation for Cleaning Services

Dear Sir/Madam,

We would like to request a quotation for your cleaning services for our office premises. As our office operates around the clock, we require a regular cleaning service that can be conducted outside of office hours.

Our office premises comprises of approximately 4500 square feet, including a kitchen, two washrooms, four conference rooms and twelve workstations. The cleaning service should outline tasks such as sweeping and mopping of all floors and carpets, cleaning of all surfaces and equipment, and replenishing of consumables such as paper towels and soap dispensers.

Kindly provide us with a quote on your competitive rates and the duration of the cleaning services required. Thank you in advance for your prompt attention to this request.

Best regards,

John Smith

Request for Quotation for Catering Services

Dear Catering Manager,

Our company is hosting a corporate event in two months’ time at XYZ venue. We are expecting approximately 200 guests in attendance and would like to enquire about your catering services.

We have drafted a menu of dishes that we would like to offer our guests. We seek a reception-style service that would include passed appetizers, a carving station, pasta and tossed salads buffet, and dessert station. Furthermore, we cordially request a wine service during dinner hours.

Please provide us with a quotation for your services and the estimated cost per head. We appreciate your time and look forward to hearing back from you soon.

Best regards,

Jane Doe

Request for Quotation for IT Services

Dear IT Manager,

Our company seeks a quotation for IT maintenance services for the next 12 months commencing next month. Our IT infrastructure comprises of approximately 100 computers, 5 servers and numerous peripherals, including printers and scanners.

Our requirements include software updates and patches, monitoring of networks and servers, backup and disaster recovery support, and troubleshooting and maintenance for all hardware and software. Furthermore, we require a 24×7 support ticket system.

Please provide us with a quotation for your services and indicate the level of support offered in your service level agreement (SLA).

Thank you in advance for your prompt response.

Best regards,

James Lee

Request for Quotation for Photography Services

Dear Photography Services Manager,

Our company is organizing a product launch event, and we are seeking your professional photography services. The event will be held at a hotel venue with approximately 100 guests in attendance.

We seek a photography service package that will include photographs of event ambiance, candid shots of guests, and product branding images. Also, please include a quotation for digital editing of images for post-production purposes.

Kindly provide us with a quotation for your services and include the estimated turnaround time for delivery of final images.

Thank you in advance for your time.

Best regards,

Jennifer Chen

Request for Quotation for HVAC Maintenance Services

Dear HVAC Maintenance Manager,

We are a retail shopping mall seeking a professional HVAC maintenance service package that includes our tenancy units. Our mall comprises of approximately 120 tenants distributing in a four-story building area of about 150,000 square feet.

We require maintenance services twice a year, including preventive maintenance, visual inspections of mounted systems, testing and balancing systems, and cleaning of ducts and vents. Furthermore, we seek an immediate response to emergency breakdowns.

Please provide us with a quotation for your services and indicate the level of support offered in your service level agreement (SLA).

Thank you in advance for your prompt response.

Best regards,

Jason Lim

Request for Quotation for Transportation Services

Dear Transportation Services Manager,

Our company is seeking quotation for an airport pickup service that includes a luxury car and driver. We will require a one-way transfer for one passenger from the airport to the city center.

We seek a service that includes a meet-and-greet at arrival gate, assistance with luggage, and a comfortable and prompt service to the city center.

Please provide us with a quotation for your services and the availability of your service.

Thank you in advance for your response.

Best regards,

Adam Tan

Request for Quotation for Event Planning Services

Dear Event Planning Manager,

Our company is hosting a charity event and seeks your event planning services. The event will have approximately 150 guests in attendance, and the venue is a hotel ballroom.

We seek planning services that include venue dressing and design, entertainment management, menu planning, and coordination of all vendors. Additionally, we will require on-site supervision on the day of the event.

Please provide us with a quotation for your services and indicate the availability of your service.

Thank you in advance for your prompt response.

Best regards,

Sarah Tan

Tips for Writing an Impressive Sample Letter for Quotation Sending

When it comes to business, sending a sample letter for quotation request or sending the actual quotation can make a big difference in winning over prospective clients or losing out to the competition. A well-written letter that efficiently communicates the details of the quotation and showcases your business’s professionalism is crucial. If you’re struggling with drafting one, here are some tips to help you write an impressive sample letter for quotation sending:

  • Draft a clear and concise letter that is easy to understand for your prospective clients. Avoid using complex words or industry jargon that could confuse them or make it difficult for them to understand your quotation.
  • Provide detailed and relevant information in your letter, including the cost of your products or services, the delivery timelines, payment terms, and any other relevant details that your potential clients might need to consider when making their decision.
  • Make sure you proofread your letter to eliminate any typographical errors, repetition of words or sentences and make use of spell-checking software to avoid any spelling mistakes.
  • Always address the recipient formally and politely, and mention their name if possible. This helps you establish a friendly and professional relationship with the prospective client right from the start.
  • Include your business’s logo and tagline in the letter to make it more visually appealing and professional. This also provides an excellent opportunity to showcase your brand to your potential clients.
  • Use a professional tone throughout your letter, and avoid using informal or colloquial language. This shows that you take your business seriously and that you’re trustworthy and reliable.
  • Consider adding examples of similar projects you’ve worked on in the past, client testimonials, or case studies to build your credibility and demonstrate your business’s expertise in the industry.
  • End your letter with a call-to-action, inviting your potential clients to respond with any questions or concerns they may have. This helps you to build a relationship with them, and it shows that you are eager to work with them.

In conclusion, a well-crafted sample letter for quotation sending can go a long way in establishing your credibility and winning the trust of your prospective clients. With these tips, you can create a letter that showcases your professionalism and expertise in your field while also building a relationship with your potential clients. By taking the time to write a well-thought-out letter, you can elevate your business to new heights and achieve success beyond your imagination.

FAQs about Sample Letter for Quotation Sending

What is a sample letter for quotation sending?

It is a letter that is sent to a potential client, requesting their consideration for a quotation or proposal on a product or service.

How do I write a sample letter for quotation sending?

The letter should be clear, concise, and professional. It should include details about the product or service being offered, pricing, delivery terms, and contact information.

What should be included in a quotation letter?

A quotation letter should include the item or service being quoted, pricing, payment terms, delivery details, and any additional information that may be relevant.

How do I address the letter to the recipient?

If possible, address the letter directly to the recipient. If you do not have their name, use a generic title, such as “Dear Sir/Madam” or “To whom it may concern.”

Should I include a business logo on the letter?

It is not necessary, but it can add a professional touch to the letter.

How long should the letter be?

The letter should be no more than one page in length. Keep it concise and to the point.

What should the tone of the letter be?

The tone should be professional and respectful. Avoid using overly casual or familiar language.

How should I end the letter?

The letter should end with a polite and professional closing, such as “Sincerely” or “Best regards,” followed by your name and contact information.

Should I follow up after sending the letter?

It is a good practice to follow up with the recipient after a few days to ensure that they have received the letter and to answer any questions they may have.

Wrapping it Up!

And there you have it, folks! Our sample letter for quotation sending is a great starting point for crafting the perfect letter for your business needs. We hope this article was helpful and informative for you. Remember to always double-check your quotes and make sure they align with your business goals. Thanks for reading, and feel free to come back for more articles and tips on business writing!