Ask any business owner about their biggest challenges, and many will say “getting quotes approved quickly.” Your quotation approval emails can make or break a potential deal. The right message gets you a fast “yes” while poor communication leads to delays or lost opportunities.
These fifteen tested email templates cover nearly every quotation situation. Each one follows proven strategies that have helped thousands of businesses get faster approvals and start work sooner. You’ll find options for different industries, price points, and client relationships—all ready to customize for your specific needs.
Quotation Approval Email Samples
Here are fifteen proven email templates you can use right away to get your quotations approved faster.
1. Basic Quotation Approval Request
Subject: Your Approval Needed: Project Quotation [Reference #12345]
Dear Mr. Johnson,
Thank you for the chance to work with ABC Company on your upcoming website redesign project.
Please find attached the detailed quotation we discussed during our meeting last Tuesday. The total cost comes to $5,000, which includes all the services we talked about.
The price covers: – Complete website redesign (5 pages) – Mobile-friendly layout – Basic SEO setup – 2 rounds of changes
This quote is valid for 30 days from today. To move forward, simply reply to this email with your approval.
Please let me know if you have any questions about the details.
Thank you for considering our services.
Best regards,
[Signature block: Name, Title, Company, Phone number, Email address, Company website]
2. Urgent Approval Request
Subject: URGENT: Quote Approval Required by Friday
Dear Ms. Garcia,
Hope you’re doing well today.
We need your quick attention on the attached quotation for your office supplies order. Due to changing stock levels, we must have your approval by this Friday, June 10.
The total amount is $1,275, which gives you a 15% discount from our regular prices. This special pricing can only be held until Friday.
Key items in your quote: – Printer paper (50 reams) – Toner cartridges (12 units) – Office desk chairs (4 units)
To approve this quote, just hit reply with “Approved” in your message.
Thanks for your fast response on this matter.
Warmly,
[Signature block: Full name, Job title, Department, Company name, Direct phone line, Email address]
3. Follow-up on Pending Quotation
Subject: Following Up: Website Maintenance Quote #789
Dear Mr. Taylor,
I hope this email finds you well.
Last week, I sent a quotation for your annual website maintenance package. I wanted to check if you’ve had time to review it or if you need any more details.
As a quick reminder, the $2,400 annual package includes: – Weekly security updates – Monthly content updates (up to 4 hours) – Quarterly performance reports – 24/7 emergency support
The offer stands valid until June 30. Should you approve before June 15, we’ll add a free site speed optimization worth $350.
Would you like me to schedule a call to discuss any questions?
Looking forward to your response.
Kind regards,
[Signature block: Name, Position, Company logo, Contact details, Social media links]
4. Detailed Project Quotation
Subject: Complete Quote for Your Home Renovation Project
Dear Mr. and Mrs. Wilson,
Thank you for meeting with us last Saturday to discuss your kitchen renovation plans.
The attached quotation details everything we talked about during our visit. The total project cost comes to $32,500, broken down as follows:
Labor costs: $14,500 Materials: $16,000 Permits and fees: $2,000
The project timeline spans 4-5 weeks, with work starting 3 weeks after your approval. Our team will: – Remove existing cabinets and countertops – Install new custom cabinetry – Replace flooring – Install quartz countertops – Update lighting fixtures – Paint walls and ceiling
A 30% deposit ($9,750) is required to secure your spot in our schedule. The remaining amount will be billed in two equal payments during the project.
To approve this quote, please sign the attached document and return it by email.
We look forward to helping you create your dream kitchen.
Sincerely,
[Signature block: Full name, Title, Company name, License number, Phone, Email, Website, Physical address]
5. Budget-Friendly Option
Subject: Revised Quote Within Your Budget – Marketing Campaign
Dear Ms. Patel,
Thank you for sharing your budget concerns regarding our previous marketing campaign proposal.
We’ve reworked the plan to meet your $10,000 budget while still aiming for strong results. The new quote (attached) focuses on the most effective channels for your target audience.
The revised package includes: – Social media campaign (Facebook and Instagram only) – Email marketing sequence (4 emails) – Google Ads campaign (2-week duration) – Basic campaign results report
We removed the video production and LinkedIn ads to stay within budget. These can be added later if the initial campaign performs well.
This revised quote is valid for 14 days. Please reply with your approval so we can start planning your campaign right away.
Thank you for the opportunity to work together.
Best wishes,
[Signature block: Name, Marketing Strategist title, Company name and logo, Business address, Phone number, Email, Website URL]
6. Discounted Quote with Time Limit
Subject: Special 20% Discount on Your Equipment Quote – Valid This Week Only
Dear Mr. Chang,
Great news! Our management has approved a special 20% discount on the industrial mixer you requested a quote for last month.
Your original quote of $8,500 has been reduced to $6,800 – a savings of $1,700!
This special pricing is part of our quarterly sales promotion and expires this Friday, March 15. The discounted quote includes: – Industrial-grade 50L mixer – Standard 2-year warranty – Free delivery and installation – 4-hour staff training session
To take advantage of this limited-time offer, please reply with your approval before Friday at 5 PM.
Let me know if you have any questions about the equipment or terms.
Thank you for choosing Quality Kitchen Equipment for your business needs.
With appreciation,
[Signature block: Full name, Sales Manager title, Company name, Cell phone, Email address, Company slogan]
7. Project Phase Quotation
Subject: Phase 1 Implementation Quote – CRM System
Dear Dr. Roberts,
Thank you for deciding to move forward with our CRM system for your medical practice.
As discussed, we’ll handle the implementation in phases. Attached is the quotation for Phase 1, which totals $12,400 and includes:
– System setup and configuration – Data migration from your current system – User account creation (up to 15 staff members) – Basic dashboard customization – Staff training (3 sessions)
The timeline for Phase 1 is approximately 4 weeks. Once completed, we’ll provide a separate quote for Phase 2 (advanced features and integrations).
To begin the project, we require a 50% deposit ($6,200) and your written approval of this quote.
Should you have any questions about the implementation process, please don’t hesitate to ask.
Looking forward to working with your team.
Best regards,
[Signature block: Name, Implementation Specialist, Company name, Direct phone, Email, Professional certifications, Company logo]
8. Service Contract Renewal Quote
Subject: Your Annual Service Contract Renewal Quote
Dear Mrs. Henderson,
Your current service contract for your HVAC systems will expire on July 15, 2023. We value your continued business and have prepared a renewal quotation for your review.
The annual service contract costs $1,850 and covers: – Two preventative maintenance visits per year – Priority service calls (same-day response) – 15% discount on all repairs and parts – 24/7 emergency service – All labor costs for regular service calls
This price reflects a 5% loyalty discount for renewing customers.
To avoid any service interruption, please approve this quote by July 1. You can simply reply to this email with “Approved” to continue your coverage.
Thank you for trusting us with your HVAC maintenance needs for the past three years.
Warm regards,
[Signature block: Full name, Customer Relations Manager, Company name and logo, Office phone, Mobile phone, Email, Physical address]
9. Custom Solution Quote
Subject: Custom Software Solution Quote – Inventory Management System
Dear Mr. Gonzalez,
Thank you for the detailed discussion about your inventory management needs. Based on your specific requirements, we’ve prepared a customized solution quote.
The total investment for your custom inventory system is $28,500. This includes:
Development costs: – Requirements analysis and system design – Custom software development – Database setup and configuration – Mobile app for warehouse staff – Integration with your accounting software
Support package: – 3 months of post-launch support – Bug fixes and updates – User documentation – Admin panel training
The development timeline is estimated at 12 weeks from approval date.
Payment terms: 30% deposit, 30% at halfway milestone, 40% upon completion
To proceed, please review the attached detailed specification document along with the quote, and reply with your approval.
We’re excited about the opportunity to build this custom solution for your growing business.
Kind regards,
[Signature block: Name, Solution Architect, Company name, Professional photo, Contact details, Company website, LinkedIn profile]
10. Seasonal Service Quote
Subject: Spring Lawn Care Package – Quote for Your Approval
Dear Ms. Thompson,
With spring around the corner, now is the perfect time to plan your lawn care. Based on our assessment of your property last week, we’ve prepared a seasonal service quote.
Your Spring Lawn Care Package is $850 and includes: – Full lawn aeration – Fertilization treatment – Weed pre-treatment – Garden bed preparation – Mulch application (10 cubic yards) – First mowing of the season
We can schedule this service for the first week of April, which is the ideal time for these treatments in our area.
To secure your spot in our schedule, please approve this quote by March 20. We require a 50% deposit to book your service date.
Thank you for considering Green Thumb Landscaping for your lawn care needs.
Sincerely,
[Signature block: Name, Owner/Operator, Company name, Service vehicle number, Cell phone, Email, Business license number]
11. Equipment Repair Quote
Subject: Repair Quote for Your XYZ Printer
Dear Ms. Williams,
Following our technician’s visit yesterday, we’ve prepared a repair quote for your XYZ LaserJet printer.
The total repair cost is $385, which covers: – Replacement fuser unit ($220) – Paper feed rollers ($45) – 2 hours of labor ($120)
Our diagnosis found that these worn parts are causing your paper jams and print quality issues. Once replaced, your printer should function like new.
If approved, we can complete the repairs within 3 business days. All parts come with a 90-day warranty, and our labor is guaranteed for 60 days.
To authorize this repair, please reply to this email with your approval.
Thank you for choosing PrintFix for your office equipment needs.
Best regards,
[Signature block: Name, Service Manager, Company name and logo, Technician ID number, Service hotline, Email address, Website]
12. Small Business Support Quote
Subject: Marketing Support Package Quote – Small Business Special
Dear Mr. Peterson,
Thank you for reaching out about marketing help for your new bakery. As promised, here’s a quote for our Small Business Starter Package.
The 3-month package costs $2,400 ($800/month) and includes: – Professional logo design – Basic website setup (5 pages) – Google Business Profile creation and optimization – Social media setup (Facebook and Instagram) – Weekly social media content (8 posts per month) – Monthly performance report
This package gives new businesses like yours all the essential marketing tools at a price point that works for smaller budgets. As your business grows, we can scale your marketing efforts accordingly.
The package requires a one-month payment up front, with the balance billed monthly.
To get started, just reply with “Approved” and we’ll schedule your kickoff meeting next week.
Excited to help make your new bakery a local favorite!
Cheers,
[Signature block: Name, Small Business Marketing Specialist, Company name, Office address, Phone number, Email, Website, Social media handles]
13. Event Services Quote
Subject: Wedding Photography Package Quote – [Wedding Date]
Dear Jamie and Alex,
Thank you for meeting with me to discuss capturing your special day. I’m pleased to provide this quote for your wedding photography needs.
Based on your preferences, I recommend our “Complete Coverage” package at $3,200, which includes: – 8 hours of wedding day coverage – Two photographers – Engagement photo session (2 hours) – Online gallery with 400+ edited photos – 10×10 wedding album (20 pages) – Full printing rights
A $800 non-refundable deposit is required to secure your date, with the balance due two weeks before the wedding.
This quote is valid for 30 days. To move forward, please reply with your approval, and I’ll send the contract and deposit invoice.
I would be truly honored to document your wedding day and create lasting memories for you both.
Warmly,
[Signature block: Name, Lead Photographer, Business name, Studio address, Cell phone, Email, Website, Instagram handle, Sample portfolio link]
14. Construction Project Quote
Subject: House Addition Project – Detailed Quote
Dear Mr. and Mrs. Brown,
Thank you for trusting us with your house addition project. After reviewing your plans and visiting your property, we’ve prepared a comprehensive quote.
The total project cost is $78,500, which breaks down as:
Construction costs: – Foundation work: $12,000 – Framing and roofing: $24,500 – Electrical and plumbing: $15,000 – Windows and doors: $8,500 – Interior finishing: $16,000 – Site cleanup: $2,500
The project timeline is estimated at 12-14 weeks, weather permitting.
Payment schedule: – 25% deposit to begin work ($19,625) – 25% after foundation completion – 25% after framing and roof – 25% upon final inspection
All necessary permits are included in this price. We handle all inspections and paperwork with the city.
To accept this quote, please sign the attached agreement and return it with your deposit by next Friday.
We look forward to helping you expand your home.
Respectfully,
[Signature block: Full name, Licensed Contractor, License number, Company name, Insurance policy number, Business address, Cell phone, Email, Better Business Bureau rating]
15. Consulting Services Quote
Subject: Business Strategy Consulting – Quote for Q3-Q4 2023
Dear Ms. Lee,
Thank you for our productive discussion about your company’s growth challenges. As promised, here is our consulting services quote for the next six months.
The total consulting package is $24,000 ($4,000 monthly) covering:
Strategic planning: – Market analysis and competitive positioning – Growth strategy development – Operational efficiency assessment
Implementation support: – Biweekly strategy calls (1 hour each) – Monthly progress reviews – Staff training on key processes – KPI development and tracking
All consulting work includes detailed documentation and actionable recommendations tailored specifically to your business.
Terms: Monthly billing with net-15 payment terms. Either party may terminate with 30 days’ written notice.
To approve this consulting arrangement, please reply to this email with your confirmation, and we’ll prepare the formal agreement.
Thank you for the opportunity to support your business growth.
Sincerely,
[Signature block: Name, Principal Consultant, Company name, Business address, Mobile number, Email address, LinkedIn profile link, Company logo]
Wrap-up: Quotation Email Approaches
Writing effective quotation approval emails helps you win more business and start projects faster. The key is to keep your emails clear, specific, and easy to respond to. Always include all important details while keeping the language simple.
Change these samples to match your business and the client you’re writing to. Pay attention to how you format the information and make the next steps very clear.
With practice, your quotation emails will get better results and help you close deals more quickly.