10 Best Quotation Email Templates, Examples & How to Write Them

One moment, you’re excited about a potential sale; the next, you’ve lost the client because your quote email fell flat.

If you’ve ever stared at a blank screen wondering how to write a quote email that doesn’t sound awkward, you’re in the right place.

In this guide, I’ll share ten of the best quotation email templates along with examples and writing tips.

What Is a Quotation Email (and Why It Matters)

A quotation email is a formal message detailing the pricing and terms of a proposed product or service.

It’s essentially your offer in writing. How much you’ll charge, what exactly you’ll deliver, and any conditions or time limits on the offer.

Why does quotation emails matter so much?

Think of it this way: your quote email is often the first detailed business proposal a client sees from you.

If it’s confusing, vague, or unprofessional, it’s hurting your credibility.

On the flip side, a clear, well-structured quotation email establishes trust and credibility right from the start.

Key Principles for Writing Quotation Emails

No matter the scenario, great quotation emails have a few things in common. Keep these in mind as you customize the templates:

• Clarity and Transparency: Clearly spell out the details of your quote and don’t hide any numbers.
• Professional Formatting: Present your quote in a clean and easy-to-read format. Use bullet points, short paragraphs, or even a simple table for multiple line items.
• Conciseness: Keep the email as brief as possible while covering the essentials.
• Courteous, Confident Tone: Be polite but confident. Being too casual can come off as careless, but being overly formal might feel cold.
• Complete Key Details: This typically includes:
  • Scope of Work
  • Pricing Breakdown
  • Validity Period
  • Payment Terms
  • Delivery or Timeline
  • Any Conditions or Assumptions
• Next Steps and Call to Action: Clearly state what you would like the recipient to do with this quote. Typically, this is an invitation to either approve the quote or get back to you with questions.
• Speed and Timing: Send your quote as soon as possible while the opportunity is still fresh. A good rule of thumb is to deliver a quote within 24 to 48 hours of the request.
• Internal Alignment: Always double-check the quote internally before sending it. If you’re part of a team, make sure the relevant stakeholders (finance, your manager) have approved the pricing and terms.

Keep these principles in mind as we go through the examples.

10 Quotation Email Templates (Examples Included)

It’s time to get practical. Below are ready-to-use email templates for common scenarios.

Feel free to copy these, adjust the wording to fit your style or industry, and use them as a starting point.

If you find yourself sending quote emails often, or in a profession where you have to deal with emails a lot, consider using helpdesk tools that lets you save templates or canned responses.

It can save you a ton of time and ensure consistency.

I will highly recommend you to try Heroic Inbox.

It includes a saved reply feature for managing email templates, as well as other useful features, such as workflow automation, an auto responder, and a shared inbox.

Alright, let’s dive into the templates.

1. Basic Service Quotation Email

Use quotation email template when a client or prospect has requested a straightforward quote for services.

This basically covers all the essentials in a short message.

It’s a polite, concise reply with a clear breakdown. And this template works well for freelancers, agencies, or service providers responding to an inquiry.

The tone is formal enough to instill confidence, yet friendly.

Template example:

Subject: Quotation for [Service Name]

Dear [Client Name],

Thank you for requesting a quote for [brief description of the service/project]. I’m pleased to provide the following details:

[Service Package A] – Description of what’s included – $X,XXX
[Service Package B] – Description of alternative or additional service – $X,XXX

The total for the above work is $[Total Price]. This quotation is valid for 30 days (until [Date]). Payment terms would be [50% upfront and 50% upon completion], as discussed.

Next steps: If you would like to proceed, please reply to this email with your confirmation. I will then prepare the formal agreement paperwork.

Feel free to let me know if you have any questions or if you would like to make any adjustments. I’m happy to help.

Thank you again for the opportunity, and I hope to work with you on this project.

Sincerely, 
[Your Name] 
[Your Title & Company] 
[Contact Info]

2. Formal Quotation Email with Attachment (PDF)

Use this template for a more formal approach, such as with B2B corporate clients, large projects, or government contracts.

In such cases, you may have an official quotation on the letterhead in a detailed PDF or Word document attached.

The email itself serves as a brief cover letter for the attached quote.

Template example:

Subject: Quotation for [Project/Order Name] – [Your Company Name]

Dear [Recipient Name],

As requested, please find attached our detailed quotation #[Quote Reference Number] for [Project or goods description].

The attached document includes the full breakdown of costs, scope of work, and terms and conditions for this proposal. Here are the highlights:

- Total Quote Amount: $[Total Price] (inclusive of all applicable taxes and fees) 
- Scope: [Short summary of what’s covered, e.g. “Development of a 5-page website, including design and coding”] 
- Validity: This quote is valid until [Date, e.g. “30 Nov 2025”]. 
- Delivery Timeline: [E.g. “Work to be completed within 6 weeks of approval.”] 
- Payment Terms: [E.g. “50% on project kickoff, 50% upon completion”].

Please confirm receipt of this email and let us know if you have any questions or require any clarifications.

If the quotation meets with your approval, you can simply reply to this email stating your acceptance, or sign and return the attached document.

We will then proceed with the next steps as per our proposal.

Thank you for the opportunity to bid on this project. We look forward to the possibility of working with you.

Sincerely, 
[Your Name] 
[Your Position] 
[Your Company Name] 
[Contact Info]

Make sure to double-check that you actually attach the file.

Free email quotation invoice template by docelf.

3. Product Price Quotation Email (Multiple Items)

Subject: Quotation for [Product Name(s)]

Dear [Customer Name],

Thank you for your interest in our [products/services]. Below is the quotation you requested:

Product | Description | Quantity | Unit Price | Subtotal
[Product A] | [Brief description or SKU] | 50 units | $10.00 | $500.00 
[Product B] | [Brief description or SKU] | 20 units | $15.00 | $300.00 
Shipping: Standard Ground (5-7 days) | – | – | – | $50.00
Total (USD): | | | | $850.00

Notes: The above prices include packaging. Shipping is to [Customer’s City, State]; if your location differs, let us know so we can adjust the shipping cost accordingly.

Since you’re ordering over 100 units in total, we’ve applied a 5% bulk discount in the pricing above.

This quote is valid until [Date] (30 days from today).

Delivery of Product A and B can be made within 2 weeks of order confirmation. Payment terms are Net 15 days from invoice date.

Next steps..

Thank you for the opportunity…

Sincerely, 
[Your Name] 
[Your Title], [Your Company] 
[Contact Info]

I used a simple table format in plain text in the email above for clarity. You might need to adjust the alignment in your email client, but the idea is to make each line item clear.

It kinda mirrors a formal invoice.

If you’re providing a quote for products or a list of items, this template is perfect for you.

It could be used by suppliers, wholesalers, or any business providing a price list in response to an inquiry.

4. Request for Quotation Email (Client to Supplier)

Subject: Request for Quotation – [Brief Description of Need]

Dear [Supplier Name or Sales Team],

My name is [Your Name] and I am [your position] at [Your Company/Organization].

We are currently [describe your current project, e.g., "sourcing a new vendor for office cleaning services" or "gathering quotes for our annual software license renewal"].

Could you please provide a quotation for the following:
- Items/Services Needed: … 
- Scope or Specs: … 
- Timeframe: … 
- Additional info: …

If you have any questions or need clarification to prepare the quote, please email or call me at [phone number]. I'll be glad to assist.

Thank you very much, and I look forward to receiving your quote.

Sincerely, 
[Your Name] 
[Your Position] 
[Your Company Name] 
[Contact Info]

What if you are the one requesting a quote from a vendor or supplier?

You can use this or similar template to ask for a quotation in a professional way.

A very useful template for procurement teams, business owners, and individuals who need to formally request pricing information (for example, when asking a construction company for a renovation quote).

This type of email is called an RFQ (Request for Quotation).

Request for quotation from a supplier free template by cobrief.

5. Urgent Request for Quotation Email (Time-Sensitive RFQ)

Subject: URGENT: Request for Quotation – [Product/Service] Needed Quickly

Dear [Supplier Name],

This is an urgent Request for Quotation from [Your Company Name].

Due to unforeseen circumstances, we urgently need [product/service]. Please provide a quote for the following at your earliest convenience:

- Item: [Product Name, Model, or Service description] 
- Quantity: [X units or “service for X days” etc.] 
- Needed By: [Date or “ASAP – ideally within X days”] 
- Delivery Location: [City, State or full address if relevant]

Due to the urgent nature of this request, we kindly ask that you provide your quotation by [e.g., "today by 5 p.m." or "tomorrow by close of business"].

If you can expedite delivery, please include the fastest available timeframe and any rush fees in your quote.

…

Sincerely, 
[Your Name] 
[Your Position, Company] 
[Contact Info]

Notice how I put URGENT right in the subject line and again in the first sentence. That signals its importance.

The email is short and cuts straight to what’s needed, when, and where.

6. Revised Quotation Email (Updated Scope or Pricing)

Quotes don’t always work out the first time.

Perhaps the client asked, “Can we change X?” or “Actually, we need double the quantity.” Now, you need to send a revised quote.

This template helps you update a quote and clearly communicate what has changed.

Subject: Revised Quotation – [Project/Service Name] (Updated)

Dear [Name],

Thank you for discussing the adjustments to the quotation.

As requested, I have updated our quote to reflect the changes in scope.

Please find the revised quotation attached (reference Quote #1234-Rev). Here’s a summary of what’s changed:

- Additional feature X added: ... 
- Quantity reduced: ... 
- New Total: ...

All other terms and conditions remain the same as in the original quote. This revised quotation is valid for 30 days from today, until [New Expiry Date].

Let me know if this meets your requirements...

…

Kind regards, 
[Your Name] 
[Your Company] 
[Contact Info]

7. Quotation Follow-Up Email

Most successful sales involve a follow-up or two. Many quotations fail simply because there’s no follow-up.

Here’s how to do it tactfully:

Subject: Follow-Up on Quotation for [Project/Service]

Hi [Name],

I hope you’re doing well.

I’m just checking in regarding the quotation I sent on [Date] for [project or product name].

I wanted to make sure you received it and see if you have any questions or need any additional information to help with your decision.

Thank you for your time. I look forward to hearing from you.

Best regards, 
[Your Name] 
[Your Company] 
[Contact Info]

Depending on the urgency, it’s usually best to send the follow-up 2-5 business days after the quote.

And you can follow up again later if needed (maybe a second follow-up a week later with a slightly more urgent tone).

8. Quotation Acceptance Email (Client Accepting a Quote)

Suppose you received a quote from a vendor that you’re happy with. How do you formally accept it?

This template is a brief acceptance from the client. It’s essentially a brief acceptance that may also inquire about next steps or documentation.

Subject: Quotation Acceptance – [Project/Service Name]

Dear [Vendor Name],

I am pleased to inform you that we are accepting the quotation you provided for the [Project/Service] project.

Quote reference: [Quote # or Quote Date]. We agree to the outlined terms and pricing.

Please proceed with [next steps such as “preparing the contract” or “ordering the materials”].

Let us know if you require any signed documents or a purchase order number from our side to formalize the agreement.

We are ready to move forward and would like to kick off the project by [any preferred start date or “as soon as possible”].

Thank you for the detailed quote and for answering all of our questions. We look forward to working with you on this project.

Sincerely, 
[Your Name] 
[Your Position, Company] 
[Contact Info]

9. Quotation Rejection Email (Polite Decline or Alternative Proposal)

Not every quote ends in a win. If you need to decline a quotation you received, it’s courteous to inform the vendor.

This template will help you decline gracefully while keeping the door open for future offers.

If you are a vendor and need to decline issuing a quote or participating (which is rare, but perhaps you are too busy or are not a good fit), you can adapt this template to politely decline.

Subject: Response to Your Quotation – [Project/Service Name]

Dear [Vendor Name],

Thank you for providing a detailed quotation for [project/service]. We appreciate the time and effort you put into it.

After careful consideration, we have decided not to proceed with your quote on this occasion.

The primary reason is [optional: e.g. “we’ve chosen a solution that better fits our budget at this time” or “the project requirements have changed”].

This was a difficult decision, as we recognize the quality of your work.

However, it's possible that our needs may align in the future, and we would certainly welcome the opportunity to work together again. We will keep your information on file.

Thank you once again for your promptness and professionalism in quoting. We value your participation in our RFQ process and hope to collaborate with you in the future.

Sincerely, 
[Your Name] 
[Your Company]

The key to rejection emails is empathy and professionalism.

Thank them, explain your reason if possible, and leave a good impression. You never know when paths may cross again.

10. Quotation Expiry/Reminder Email

You sent a quote, haven’t heard back, and the quote’s validity period is nearing its end.

It can be helpful to send a reminder that the quote will expire, which also acts as a final nudge to the client to make a decision or engage before they lose the current pricing.

It’s somewhat similar to a follow-up, but specifically mentions the expiry to create urgency.

Subject: Reminder: Quotation for [Project] Expires on [Date]

Hi [Client Name],

I hope all is well.

I wanted to send a friendly reminder that the quotation I provided for the [project/service] is set to expire in about X days on [expiry date].

After this date, we may need to revisit the pricing and terms we offered.

If you're still interested in moving forward, we'd be happy to honor the quote before it expires.

…

Best regards, 
[Your Name] 
[Your Company] 
[Contact Info]

Final Thoughts

Now that you have the templates and principles, you can tackle quotation emails with confidence.

Here are some parting tips:

• Tailor each template to the specific situation
• Leverage tools at your disposal
• Always double-check the details in your quote before sending

Next time you need to send a quotation email, feel free to revisit these examples.

Copy, paste, tweak, and send with confidence!