Are you tired of sending out quotations to clients and never hearing back from them? It can be frustrating to put in the time and effort to create a detailed quote, only to be met with silence on the other end. In this article, we will provide you with a sample email template that you can use to send out quotations in a professional and effective manner. By following this template, you can increase your chances of getting a response from potential clients and closing the deal.
Best Structure for Attached Quotation Email Sample
When sending out a quotation email with an attachment, it’s important to structure the email in a clear and organized manner to ensure that the recipient can easily understand the information provided. Here is a suggested structure for an attached quotation email sample:
- Subject Line: Make sure to include a clear and concise subject line that indicates the purpose of the email, such as “Quotation Attached for [Client Name]”.
- Greeting: Start the email with a friendly greeting, addressing the recipient by their name if possible.
- Introduction: Briefly introduce yourself and your company, and provide a brief overview of the quotation that is attached.
- Attachment: Clearly indicate that the quotation is attached to the email, and mention the file name for easy reference.
- Quotation Details: Provide a detailed breakdown of the products or services included in the quotation, including pricing, quantities, and any terms and conditions.
- Contact Information: Include your contact information at the end of the email in case the recipient has any questions or needs further clarification.
- Closing: End the email with a polite closing, such as “Thank you for considering our quotation. We look forward to the opportunity to work with you.”
Here is an example email structure for an attached quotation:
| Subject Line: | Quotation Attached for [Client Name] |
|---|---|
| Greeting: | Dear [Client Name], |
| Introduction: | I hope this email finds you well. My name is [Your Name] from [Your Company], and I am pleased to provide you with a quotation for [Products/Services]. |
| Attachment: | Please find attached the quotation for your reference. The file name is “Quotation-2021”. |
| Quotation Details: | The quotation includes the following items: |
- Product 1 – $100
- Product 2 – $150
- Product 3 – $200
If you have any questions or need further information, please do not hesitate to contact me at [Your Phone Number] or [Your Email Address].
Thank you for considering our quotation. We look forward to the opportunity to work with you.
Attached Quotation Email Sample
Quotation for Website Development Services
Dear Client,
Please find attached a detailed quotation for the website development services you requested. We have included a breakdown of costs and timelines for your review. Should you have any questions or require further clarification, please do not hesitate to reach out to us.
Quotation for Event Planning Services
Dear Event Organizer,
Attached is the quotation for our event planning services tailored to meet your specific requirements. We have outlined our pricing structure and the services included in the package. Feel free to contact us for any adjustments or additional services you may need.
Quotation for Office Furniture Supplies
Dear Procurement Team,
We are pleased to provide you with a quotation for the office furniture supplies you are interested in purchasing. The attached document lists the items, quantities, and prices. Let us know if you need assistance in customizing your order.
Quotation for Graphic Design Services
Dear Marketing Manager,
Here is the detailed quotation for the graphic design services you inquired about. We have included a breakdown of the costs for design projects and any additional services you may require. Let us know if you need further information.
Quotation for Catering Services
Dear Event Coordinator,
Attached is the quotation for our catering services for your upcoming event. We have outlined the menu options, pricing per person, and any additional services included. Feel free to contact us to discuss any special dietary requirements or menu customization.
Quotation for IT Support Services
Dear IT Manager,
Please find attached the quotation for our comprehensive IT support services. We have listed the service level agreements, pricing tiers, and options for ongoing maintenance. Let us know if you have any questions or need further clarification.
Quotation for Printing Services
Dear Printing Coordinator,
Attached is the quotation for our printing services, including pricing for various print materials, quantities, and finishing options. We are happy to discuss any specific requirements or provide samples for your review. Feel free to contact us for more information.
How to effectively send a quotation email?
When sending a quotation email, it is important to be concise, clear, and professional. Begin by addressing the recipient by name and greeting them politely. Clearly state the purpose of the email in the subject line, such as “Quotation for [Product/Service Name]”. In the body of the email, provide a brief introduction of your company and then present the quotation in a well-organized manner. Include all relevant details such as pricing, quantities, and any terms and conditions. End the email with a call to action, such as inviting the recipient to contact you for further information or to place an order. Finally, don’t forget to attach the quotation document and proofread the email before hitting send.
What should be included in a quotation email?
When drafting a quotation email, it is essential to include all necessary information that will help the recipient make an informed decision. Start by providing a brief introduction of your company and outlining the products or services being quoted. Clearly state the pricing details, including any discounts or special offers. List out the quantities available and specify any terms and conditions that apply. It is also helpful to include contact information for further inquiries or to place an order. Lastly, attach a formal quotation document to the email for the recipient’s reference.
How to follow up after sending a quotation email?
After sending a quotation email, it is good practice to follow up with the recipient to ensure they have received the information and to answer any questions they may have. Wait a day or two before sending a polite follow-up email, thanking them for their time and offering to provide any additional information they may need. Reiterate the key details of the quotation and include a gentle reminder of the expiry date, if applicable. Use a friendly tone and avoid being pushy, as you want to maintain a positive relationship with the recipient.
What is the best way to format a quotation email?
Formatting plays a crucial role in the effectiveness of a quotation email. Use a clear and professional email template with a simple layout that is easy to read and navigate. Break down the information into bullet points or numbered lists to make it more digestible for the recipient. Highlight important details such as pricing and terms in bold or italics to draw attention to them. Avoid using too many different fonts or colors, as this can make the email look cluttered. Always attach a well-formatted quotation document that complements the email content for a cohesive presentation.
Thanks for checking out this sample of an attached quotation email! I hope you found it helpful and informative. If you have any questions or need further assistance, feel free to reach out to our team. Make sure to visit our website regularly for more helpful tips and samples. Have a great day and happy quoting!