When you're looking to make a sale or propose a service, a clear and professional quotation is essential. Sending a Business Email Sample Quotation is not just about listing prices; it's about building trust and showcasing your understanding of a client's needs. This guide will walk you through the key elements of a great business email quotation, providing examples to help you craft your own effective communications.
Understanding the Components of a Business Email Sample Quotation
A well-structured Business Email Sample Quotation serves as a formal proposal, outlining the goods or services you offer, their associated costs, and the terms of the transaction. It’s more than just a price list; it’s a crucial part of the sales process. The importance of a clear and detailed quotation cannot be overstated , as it prevents misunderstandings and sets clear expectations for both parties.
- Sender Information: Your company name, address, contact details.
- Recipient Information: Client's name, company, address.
- Date and Quotation Number: For easy tracking.
- Description of Goods/Services: Detailed breakdown.
- Quantities and Unit Prices: Clear pricing for each item.
- Subtotal, Taxes, Discounts: Transparent breakdown of costs.
- Total Amount Due: The final price.
- Payment Terms: When and how payment is expected.
- Validity Period: How long the quotation is valid.
- Notes/Additional Information: Any special conditions or remarks.
Consider the following table for a visual representation of pricing:
| Item | Description | Quantity | Unit Price | Line Total |
|---|---|---|---|---|
| 1 | Widget A | 10 | $50.00 | $500.00 |
| 2 | Service B | 5 hours | $75.00 | $375.00 |
A thoughtful Business Email Sample Quotation should also include a call to action, guiding the client on how to proceed if they wish to accept the quote. This could be as simple as asking them to reply to confirm their order or to contact you with any questions.
Business Email Sample Quotation for a New Project Proposal
Subject: Project Proposal & Quotation - [Your Company Name] for [Client Company Name]
Dear [Client Name],
Thank you for your interest in our [services/products]. Following our recent discussion, we are pleased to provide you with this Business Email Sample Quotation outlining the proposed scope of work for your [project name] project.
We understand your need for [briefly mention client's main goal]. Our team is confident that we can deliver exceptional results that will [mention benefit].
Proposed Services:
-
Phase 1: Discovery & Planning
- Requirement gathering
- Project roadmap development
- Timeline estimation
-
Phase 2: [Specific Service 1]
- [Task 1.1]
- [Task 1.2]
-
Phase 3: [Specific Service 2]
- [Task 2.1]
- [Task 2.2]
-
Phase 4: Delivery & Support
- Final deliverables
- Post-project review
- [Optional: Support period]
Quotation Details:
| Service Component | Estimated Hours/Units | Hourly/Unit Rate | Total Cost |
|---|---|---|---|
| Phase 1 | [X] | $[Y] | $[X*Y] |
| Phase 2 | [X] | $[Y] | $[X*Y] |
| Phase 3 | [X] | $[Y] | $[X*Y] |
| Phase 4 | [X] | $[Y] | $[X*Y] |
| Subtotal | $[Subtotal] | ||
| Applicable Taxes ([Tax Rate]%) | $[Tax Amount] | ||
| Total Estimated Investment | $[Grand Total] | ||
Payment Terms:
A [e.g., 50%] deposit is required upon acceptance of this quotation to commence work. The remaining balance will be due upon completion and delivery of the project. We accept payments via [accepted payment methods].
Quotation Validity: This quotation is valid for [e.g., 30] days from the date of this email.
We are excited about the possibility of partnering with [Client Company Name] and are eager to discuss this proposal further. Please do not hesitate to contact us if you have any questions or require any adjustments.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Phone Number]
[Your Email Address]
[Your Website (Optional)]
Business Email Sample Quotation for Product Order
Subject: Quotation for Your Order - [Your Company Name]
Dear [Customer Name],
Thank you for your recent inquiry regarding our products. We are pleased to provide you with this Business Email Sample Quotation for the items you are interested in.
Here is a detailed breakdown of your requested order:
Order Details:
| Item Code | Product Name | Quantity | Unit Price | Line Total |
|---|---|---|---|---|
| [ABC-123] | [Product Name 1] | [Quantity 1] | $[Unit Price 1] | $[Line Total 1] |
| [XYZ-456] | [Product Name 2] | [Quantity 2] | $[Unit Price 2] | $[Line Total 2] |
| Subtotal | $[Subtotal] | |||
| Shipping & Handling | $[Shipping Cost] | |||
| Applicable Taxes ([Tax Rate]%) | $[Tax Amount] | |||
| Total Amount Due | $[Grand Total] | |||
Payment Terms: Payment is due upon order confirmation. We accept [payment methods].
Delivery Estimate: Orders typically ship within [e.g., 3-5] business days. You will receive a separate notification with tracking information once your order has been dispatched.
Quotation Validity: This quotation is valid for [e.g., 15] days.
To proceed with this order, please reply to this email confirming your acceptance of this quotation. If you have any questions or wish to make any changes, please do not hesitate to contact us.
Best regards,
[Your Name]
[Your Company Name]
Business Email Sample Quotation for a Service Agreement
Subject: Service Agreement Quotation - [Your Company Name] for [Client Company Name]
Dear [Client Contact Person],
Following up on our conversation, we are pleased to present this Business Email Sample Quotation for the ongoing [Type of Service] services you require for [Client Company Name].
We are committed to providing [mention key benefit of your service] and believe our expertise in [your area of expertise] will be a valuable asset to your operations.
Scope of Services:
- [Service 1]: This includes [details of service 1].
- [Service 2]: This entails [details of service 2].
- [Service 3]: We will also provide [details of service 3].
Pricing Structure:
We offer flexible pricing options to best suit your needs. The following is a quotation for our [e.g., monthly] service package:
| Service Description | Frequency | Cost per Period |
|---|---|---|
| Comprehensive [Type of Service] | Monthly | $[Monthly Fee] |
| [Optional Add-on Service] | As needed | $[Add-on Rate] per hour/unit |
Total Monthly Investment: $[Total Monthly Fee]
Payment Terms: Invoices will be issued on the [e.g., first] of each month and are payable within [e.g., 15] days of receipt. We accept [payment methods].
Agreement Duration: This service agreement is proposed for an initial term of [e.g., 12] months, with options for renewal.
Quotation Validity: This quotation is valid for [e.g., 30] days.
We are eager to begin this partnership. Please review the quotation and let us know if you have any questions or would like to discuss the terms further. To accept this proposal, please reply with your confirmation.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Business Email Sample Quotation for a Custom Order
Subject: Custom Order Quotation - [Your Company Name]
Dear [Customer Name],
Thank you for reaching out to us regarding a custom [product type] order. We appreciate you providing us with the specifications for your unique needs. After reviewing your requirements, we are pleased to provide you with the following Business Email Sample Quotation.
Custom Order Details:
- Product: [Specific Custom Product Name/Description]
-
Specifications:
- [Specification 1, e.g., Material]
- [Specification 2, e.g., Dimensions]
- [Specification 3, e.g., Color]
- [Specification 4, e.g., Special Features]
- Quantity: [Quantity]
Quotation Breakdown:
| Item | Description | Unit Price | Line Total |
|---|---|---|---|
| 1 | Custom [Product Name] Creation | $[Custom Price per Unit] | $[Line Total] |
| Subtotal | $[Subtotal] | ||
| Estimated Design/Setup Fee (if applicable) | $[Fee Amount] | ||
| Shipping & Handling | $[Shipping Cost] | ||
| Applicable Taxes ([Tax Rate]%) | $[Tax Amount] | ||
| Total Estimated Cost | $[Grand Total] | ||
Payment Terms: A [e.g., 50%] non-refundable deposit is required to begin production. The remaining balance will be due upon completion of the custom order before shipping.
Estimated Production Time: Please allow approximately [e.g., 2-4] weeks for the production of your custom order, starting from the date of deposit confirmation.
Quotation Validity: This quotation is valid for [e.g., 20] days.
To proceed with your custom order, please reply to this email to confirm your acceptance. We are excited to create this unique item for you!
Sincerely,
[Your Name]
[Your Company Name]
Business Email Sample Quotation for a Retainer Agreement
Subject: Retainer Agreement Quotation - [Your Company Name]
Dear [Client Name],
Thank you for considering [Your Company Name] for your ongoing [Type of Service] needs. We are pleased to provide this Business Email Sample Quotation for a retainer agreement that will ensure consistent support and strategic guidance for your business.
A retainer agreement allows us to dedicate resources to your account proactively, ensuring timely attention to your evolving requirements and long-term goals.
Retainer Package Details:
- Monthly Retainer Fee: $[Monthly Retainer Amount]
-
Included Services:
- [Specific Service 1, e.g., X hours of consultation per month]
- [Specific Service 2, e.g., Monthly performance reports]
- [Specific Service 3, e.g., Priority access to our team]
- [Any other included benefits]
- Additional Services: Should you require services beyond the scope of the retainer, they will be billed at our standard hourly rate of $[Hourly Rate] per hour. We will always seek your approval before undertaking any work exceeding the retainer scope.
Agreement Duration: This retainer agreement is proposed for an initial term of [e.g., 6 or 12] months.
Payment Terms: The monthly retainer fee is payable in advance, by the [e.g., 1st] of each month. We accept [payment methods].
Quotation Validity: This quotation is valid for [e.g., 30] days.
We believe this retainer structure offers excellent value and consistent support. Please review the details, and we look forward to discussing how we can best serve [Client Company Name] on a continuous basis. To accept, kindly reply to this email confirming your agreement.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Business Email Sample Quotation for a Discounted Bulk Order
Subject: Quotation for Bulk Order Discount - [Your Company Name]
Dear [Customer Name],
Thank you for your interest in placing a bulk order for our [Product Name]. We appreciate your business and are pleased to offer you a special discount for this significant purchase. Please find your Business Email Sample Quotation below.
We value your commitment and are happy to provide the following pricing structure:
Bulk Order Details:
| Item | Quantity | Unit Price (Standard) | Discount Applied | Discounted Unit Price | Line Total |
|---|---|---|---|---|---|
| [Product Name] | [Quantity] | $[Standard Unit Price] | [Discount Percentage]% | $[Discounted Unit Price] | $[Line Total] |
| Subtotal (after discount) | $[Subtotal After Discount] | ||||
| Shipping & Handling | $[Shipping Cost] | ||||
| Applicable Taxes ([Tax Rate]%) | $[Tax Amount] | ||||
| Total Amount Due | $[Grand Total] | ||||
Payment Terms: Payment in full is required before shipment. We accept [payment methods].
Delivery Estimate: Your bulk order will be processed and shipped within [e.g., 7-10] business days. You will receive a tracking number once dispatched.
Quotation Validity: This special bulk order quotation is valid for [e.g., 10] days.
To confirm your bulk order, please reply to this email. We look forward to fulfilling your request!
Sincerely,
[Your Name]
[Your Company Name]
Business Email Sample Quotation for a Trial Period Offer
Subject: Special Offer: Trial Period Quotation for [Product/Service Name] - [Your Company Name]
Dear [Potential Customer Name],
We are excited to offer you the opportunity to experience the benefits of [Product/Service Name] firsthand! As part of our commitment to customer satisfaction, we're providing a special trial period. This Business Email Sample Quotation outlines the terms for this exclusive offer.
We believe that once you try [Product/Service Name], you'll see the value it brings to [mention a key benefit or problem it solves].
Trial Period Details:
- Product/Service: [Full Name of Product/Service]
- Trial Duration: [e.g., 30] days, starting from [Start Date]
- Access Level: Full access to all features of [Product/Service Name].
- Cost during Trial: $0.00
Optional Upgrade:
At the end of your trial period, should you wish to continue enjoying the full benefits of [Product/Service Name], you can upgrade to our standard plan. The pricing for this is as follows:
| Plan Name | Description | Price per Month |
|---|---|---|
| [Standard Plan Name] | [Brief description of standard plan features] | $[Monthly Price] |
Terms of Trial:
Your trial is commitment-free. If you decide not to continue after the trial period, simply let us know before the end date, and no further charges will be applied. If you wish to upgrade, no action is needed from your side; your subscription will automatically convert unless you cancel. You will receive an invoice for the first month of service on [e.g., the last day of your trial].
Quotation Validity: This special trial offer is available until [Date].
To accept this trial offer, please click this link: [Link to sign-up] or reply to this email to confirm your interest.
We can't wait for you to experience [Product/Service Name]!
Sincerely,
[Your Name]
[Your Company Name]
Business Email Sample Quotation for a Monthly Subscription
Subject: Monthly Subscription Quotation - [Your Company Name]
Dear [Customer Name],
Thank you for your interest in our [Subscription Service Name]. We are pleased to provide you with this Business Email Sample Quotation for our [e.g., monthly] subscription plan.
Our subscription service is designed to provide you with [mention key benefits, e.g., continuous access, regular updates, ongoing support] for [purpose of subscription].
Subscription Plan Details:
- Service Name: [Subscription Service Name]
- Subscription Frequency: Monthly
-
Included Features:
- [Feature 1, e.g., Access to premium content]
- [Feature 2, e.g., Regular software updates]
- [Feature 3, e.g., Priority customer support]
- [Any other relevant features]
Pricing:
| Item | Description | Price |
|---|---|---|
| Monthly Subscription | [Subscription Service Name] - [Brief description of plan] | $[Monthly Subscription Fee] |
| Applicable Taxes ([Tax Rate]%) | $[Tax Amount] | |
| Total Monthly Cost | $[Grand Total] | |
Payment Terms: Your first payment will be processed upon confirmation of this subscription. Subsequent payments will be automatically charged on the [e.g., same day] of each month. We accept [payment methods].
Cancellation Policy: You may cancel your subscription at any time. Cancellations will take effect at the end of your current billing cycle. There are no cancellation fees.
Quotation Validity: This quotation is valid for [e.g., 15] days.
To subscribe, please reply to this email with your confirmation. We look forward to having you as a subscriber!
Sincerely,
[Your Name]
[Your Company Name]
Business Email Sample Quotation for Additional Services
Subject: Quotation for Additional Services - [Your Company Name]
Dear [Client Name],
Following our recent [project/engagement], we've identified some additional services that could further enhance your [mention goal or outcome]. We're pleased to provide this Business Email Sample Quotation for these supplementary offerings.
We believe these additions will provide significant value and help you achieve even greater success.
Proposed Additional Services:
-
Service Name:
[Additional Service 1]
- Description: [Detailed description of what this service entails]
- Benefits: [Key benefits this service will bring]
-
Service Name:
[Additional Service 2]
- Description: [Detailed description of what this service entails]
- Benefits: [Key benefits this service will bring]
Quotation Breakdown:
| Service | Description | Quantity/Hours | Unit Price | Line Total |
|---|---|---|---|---|
| [Additional Service 1] | [Brief description] | [e.g., 10 hours] | $[Hourly Rate] | $[Line Total 1] |
| [Additional Service 2] | [Brief description] | [e.g., 1 project milestone] | $[Project Fee] | $[Line Total 2] |
| Subtotal | $[Subtotal] | |||
| Applicable Taxes ([Tax Rate]%) | $[Tax Amount] | |||
| Total Additional Investment | $[Grand Total] | |||
Payment Terms: Payment for these additional services is due within [e.g., 30] days of invoice. We accept [payment methods].
Quotation Validity: This quotation is valid for [e.g., 21] days.
Please review this quotation. We are available to discuss these services in more detail and answer any questions you may have. To proceed, kindly reply with your confirmation.
Sincerely,
[Your Name]
[Your Company Name]
Business Email Sample Quotation for a Partnership Proposal
Subject: Partnership Proposal & Quotation - [Your Company Name] & [Partner Company Name]
Dear [Partner Contact Person],
It has been a pleasure discussing the potential synergy between [Your Company Name] and [Partner Company Name]. We are enthusiastic about the prospect of a collaborative partnership and believe that together, we can achieve [mention mutual benefit, e.g., expanded market reach, enhanced product offerings]. This Business Email Sample Quotation outlines our proposed financial and operational framework for this collaboration.
Proposed Partnership Structure:
- Objective: [Clearly state the primary goal of the partnership]
-
Roles and Responsibilities:
- [Your Company Name] will be responsible for: [List your key responsibilities]
- [Partner Company Name] will be responsible for: [List partner's key responsibilities]
- Revenue Sharing Model: We propose a [e.g., 50/50] revenue share on all jointly acquired business generated through this partnership.
- Marketing & Sales Collaboration: Joint marketing campaigns, cross-promotion, and shared sales efforts.
Quotation of Initial Investment/Costs:
To kickstart our partnership effectively, we propose the following initial collaborative investments:
| Item | Description | Estimated Cost |
|---|---|---|
| 1 | Joint Marketing Campaign ([e.g., Launch Event]) | $[Cost of Marketing Campaign] |
| 2 | Development of Shared Resources ([e.g., Brochure, Landing Page]) | $[Cost of Shared Resources] |
| 3 | Initial Training & Onboarding Session | $[Cost of Training] |
| Total Estimated Collaborative Investment | $[Grand Total Investment] | |
Contribution breakdown: Each party will contribute [e.g., 50%] of the total collaborative investment. This equates to $[Your Contribution Amount] from each company.
Timeline: We aim to launch our initial collaborative efforts by [Target Launch Date].
Quotation Validity: This proposal is valid for [e.g., 45] days.
We are confident that this partnership will yield significant mutual benefits. Please review this proposal and let us know your thoughts. We are open to discussing any adjustments to ensure a successful and mutually beneficial collaboration.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Business Email Sample Quotation for a Service Package Upgrade
Subject: Service Package Upgrade Quotation - [Your Company Name]
Dear [Client Name],
We hope you are satisfied with the [current service package] services you are currently receiving from [Your Company Name]. As your business grows and evolves, we're pleased to offer you an opportunity to upgrade to our [New Service Package Name]. This Business Email Sample Quotation details the enhanced features and pricing.
The [New Service Package Name] is designed to provide you with [mention key benefits of the upgrade, e.g., more comprehensive support, advanced features, increased capacity].
Current Package: [Current Service Package Name]
New Upgraded Package: [New Service Package Name]
Key Features of the New Package:
- [New Feature 1, e.g., Expanded support hours]
- [New Feature 2, e.g., Access to advanced analytics]
- [New Feature 3, e.g., Increased storage capacity]
- [Any other new benefits]
Pricing Comparison:
| Package | Current Monthly Fee | New Package Monthly Fee | Price Difference (Increase) |
|---|---|---|---|
| [Current Service Package Name] | $[Current Fee] | N/A | N/A |
| [New Service Package Name] | N/A | $[New Fee] | $[Price Increase] |
Upgrade Details:
Your upgrade to the [New Service Package Name] will be effective from [Date]. The prorated amount for the current billing cycle will be $[Prorated Amount], and your next full monthly invoice will reflect the new fee of $[New Fee].
Payment Terms: Payments will continue to be processed via your existing payment method on file.
Quotation Validity: This upgrade quotation is valid for [e.g., 15] days.
We believe this upgrade will significantly benefit your business. To accept this upgrade, please reply to this email confirming your decision. If you have any questions, feel free to reach out.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Business Email Sample Quotation for a Project Add-on
Subject: Project Add-on Quotation - [Your Company Name] for [Project Name]
Dear [Client Name],
During our ongoing work on the [Project Name] project, we've identified an opportunity to incorporate [describe the add-on feature/service] which we believe will significantly enhance the final outcome. This Business Email Sample Quotation outlines the details and cost for this project add-on.
This add-on will [explain the specific benefit or improvement this add-on will bring to the project].
Project Add-on Details:
- Add-on Name: [Name of the add-on feature/service]
- Description: [Provide a clear and concise description of what the add-on entails and how it will be implemented within the existing project.]
- Impact on Project Timeline: [State if there is any impact on the overall project timeline, e.g., "This add-on is estimated to add approximately X additional days to the project timeline."]
Quotation for Add-on:
| Item | Description | Estimated Hours/Units | Rate | Line Total |
|---|---|---|---|---|
| 1 | [Specific task related to the add-on] | [Number of hours] | $[Hourly Rate] | $[Line Total 1] |
| 2 | [Another specific task or component] | [Number of units] | $[Unit Price] | $[Line Total 2] |
| Subtotal for Add-on | $[Subtotal Add-on] | |||
| Applicable Taxes ([Tax Rate]%) | $[Tax Amount] | |||
| Total Cost for Project Add-on | $[Grand Total Add-on] | |||
Payment Terms: The cost for this project add-on will be [e.g., invoiced separately and due upon your approval of this quotation / added to the next project invoice and due within 30 days].
Quotation Validity: This add-on quotation is valid for [e.g., 14] days.
Please let us know if you would like to proceed with this project add-on. We are happy to discuss any details or modifications you might require.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Business Email Sample Quotation for a Referral Program Bonus
Subject: Referral Program Bonus Quotation - [Your Company Name]
Dear [Existing Customer Name],
We truly appreciate you being a valued customer of [Your Company Name]. To show our gratitude and encourage you to share your positive experience, we're excited to outline our Referral Program! This Business Email Sample Quotation details the bonus you'll receive for referring new clients to us.
Your recommendations mean a lot to us, and we want to reward you for helping us grow.
Referral Program Details:
- How it Works: Simply share your unique referral link (or have your referred friend mention your name when they inquire) to [Your Company Name].
- Eligibility: Your referral must become a paying customer for you to receive the bonus.
Your Referral Bonus:
| Action | Bonus Received | Notes |
|---|---|---|
| Successful Referral (New Customer Signs Up) | [e.g., A one-time credit of $[Credit Amount] off your next invoice / A gift card worth $[Gift Card Value]] | Bonus will be applied [e.g., after the referred customer completes their first payment / within 7 days of successful signup]. |
How to Get Started:
You can find your unique referral link here: [Your Referral Link]
Alternatively, simply ask your friends or colleagues to mention your name when they contact us.
Quotation Validity: This referral program is ongoing, but specific bonus offers may have expiration dates. The current offer is valid until [Date].
We encourage you to share the benefits of [Your Company Name] with your network. We look forward to hearing from your referrals!
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Business Email Sample Quotation for Event Sponsorship
Subject: Event Sponsorship Quotation - [Your Company Name] for [Event Name]
Dear [Event Organizer Contact Person],
Thank you for the opportunity to consider sponsoring the upcoming [Event Name] on [Date of Event]. We at [Your Company Name] are impressed by [mention something specific about the event, e.g., its focus on innovation, its reach within the industry] and believe it aligns well with our brand values and target audience. This Business Email Sample Quotation outlines our proposed sponsorship packages.
Sponsoring [Event Name] presents a fantastic opportunity for [Your Company Name] to increase brand visibility, engage with a relevant audience, and demonstrate our commitment to [mention the event's cause or industry].
Sponsorship Packages:
| Package Level | Benefits | Investment |
|---|---|---|
| Platinum Sponsor |
|
$[Platinum Sponsor Fee] |
| Gold Sponsor |
|
$[Gold Sponsor Fee] |
| Silver Sponsor |
|
$[Silver Sponsor Fee] |
Additional Sponsorship Opportunities:
- Sponsorship of [Specific Event Element, e.g., Networking Reception]: $[Cost]
- Sponsorship of [Specific Event Element, e.g., Workshop Session]: $[Cost]
Payment Terms: A [e.g., 50%] deposit is required to secure your chosen sponsorship package, with the remaining balance due by [Date].
Quotation Validity: This sponsorship quotation is valid for [e.g., 30] days.
We are eager to partner with you for [Event Name]. Please review the packages and let us know which option best suits your marketing objectives. We are also open to discussing customized sponsorship solutions.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Crafting a precise and professional Business Email Sample Quotation is a fundamental skill for any business. By following these examples and incorporating the essential elements discussed, you can create compelling proposals that clearly communicate value and pave the way for successful transactions. Remember to always tailor your quotations to the specific needs and context of each client.