Requesting approval for quotations is a critical step in any business process. Clear, well-written emails can make the difference between quick approvals and frustrating delays. The right approach helps clients understand exactly what they’re paying for and gives them confidence in your professionalism.
This guide offers 15 ready-to-use email templates for different quotation scenarios. Each sample shows you how to present your pricing clearly, explain what’s included, and make it easy for clients to give their approval. These templates work for businesses of all sizes and across different industries.
Quotation Approval Request Email Samples
Here are 15 email samples you can use when requesting approval for your quotations. Each follows best practices to help you get faster responses.
1. Basic Quotation Approval Request
Subject: Approval Needed: Quotation #QT-2025-042 for Website Redesign Project
Dear Mr. Thompson,
Thank you for your interest in our website redesign services. As discussed during our meeting last Tuesday, I’ve attached the quotation for your website redesign project.
The quotation includes: – Complete redesign of your company homepage – Five additional landing pages – Mobile-friendly optimization – Basic SEO setup – 30 days of post-launch support
The total cost comes to $4,500 with a timeline of 6 weeks from approval date.
Please review the attached quotation and let me know if you have any questions or need any changes. Your approval is needed before we can begin work on this project.
To approve this quotation, simply reply to this email with “Approved” or click the approval button in the attached PDF.
Looking forward to working with you on this exciting project.
Thanks,
[Signature block: Full name, Position, Company name, Contact information including phone number and email address, Company logo]
2. Urgent Approval Request
Subject: URGENT: Quotation Approval Required by Friday for Timely Project Start
Dear Ms. Patel,
Hope you’re doing well. I’m writing about the quotation sent to you last week regarding your office renovation project.
We need your approval by this Friday (April 18) to secure the materials at the quoted prices and keep your project on schedule for next month. Our suppliers have warned us about upcoming price increases, so approving now will lock in the current rates.
For your convenience, I’ve attached the quotation again. The total cost is $12,750, covering all items we discussed during our walkthrough.
Please take a moment to review and send your approval as soon as possible. A simple reply with “Approved” is all we need to get started.
Feel free to call me directly at 555-123-4567 if you have any questions or concerns.
Thank you for your prompt attention to this matter.
Best regards,
[Signature block: Full name, Title, Company name, Phone number, Email address, Business address, Company website URL]
3. Follow-up on Pending Quotation
Subject: Following Up: Office Supplies Quotation #OS-2025-113
Dear Dr. Johnson,
I hope this email finds you well. I’m checking in about the office supplies quotation I sent on April 5th.
Has your team had a chance to review it? The quotation covers all the items you requested for your new medical practice, totaling $3,275.
Some key items included: – Reception area furniture – Filing cabinets – Basic office supplies – Staff break room essentials
As mentioned, we can deliver all items within 10 business days of approval. If you’d like any adjustments to the quotation, please let me know.
Your feedback would be greatly appreciated so we can move forward with your order.
Thank you for considering our services.
Warm regards,
[Signature block: Name, Title, Company, Phone number with extension, Email address, Social media handles, Professional certifications]
4. Detailed Project Quotation Approval
Subject: Detailed Quotation for Your Home Renovation Project – Please Review
Dear Mr. and Mrs. Garcia,
Thank you for trusting us with your home renovation project. As promised, I’ve prepared a detailed quotation for the kitchen and bathroom upgrades we discussed during our visit to your home last week.
The quotation breaks down all costs by: – Labor (320 hours estimated) – Materials (premium fixtures as requested) – Permits and inspections – Cleanup and disposal
The total project cost comes to $42,950, with a suggested payment schedule of: – 25% deposit upon approval ($10,737.50) – 50% at project midpoint ($21,475) – 25% upon successful completion ($10,737.50)
We can begin work two weeks after receiving your deposit and approval. The estimated completion time is 8-10 weeks.
Please review the attached quotation carefully. If you approve, please sign the last page and return it to us. If you have any questions or need changes, don’t hesitate to reach out.
We’re excited about the opportunity to transform your living space.
Kind regards,
[Signature block: Full name, Position as Lead Project Manager, Company name and logo, License number, Insurance information, Contact details including cell phone, office number, and email address]
5. Quotation for Small Business Client
Subject: Your Requested Quotation: Monthly Bookkeeping Services
Hi Alex,
Thanks for chatting with me yesterday about your bookkeeping needs. As a fellow small business owner, I understand how important reliable financial services are.
I’ve attached a quotation for monthly bookkeeping services tailored to your coffee shop. The monthly fee is $350, which includes:
– Weekly transaction categorization – Monthly reconciliation – Quarterly profit and loss statements – Year-end tax preparation assistance – Unlimited email support
This flat rate covers businesses with up to 500 monthly transactions. No hidden fees or surprises.
If this works for you, just reply with “I approve” and we can start next month. I’ll need some account access information, which I’ll outline in a follow-up email once approved.
Let me know if you have any questions!
Cheers,
[Signature block: Name, Professional title, Company name, Cell phone, Email, Professional association memberships, Small business-friendly logo]
6. Corporate Service Contract Quotation
Subject: Service Contract Quotation #SC-2025-078 for Review and Approval
Dear Ms. Williams,
Thank you for the opportunity to provide IT support services for Apex Corporation. Following our detailed assessment and meetings with your IT team, I’m pleased to present our service contract quotation.
The annual service contract totals $86,500 and covers:
– 24/7 help desk support for 150 employees – Quarterly security audits – Hardware maintenance – Software updates and patch management – Monthly backup verification – Two on-site visits per month
The contract period would run from June 1, 2025, to May 31, 2026, with quarterly billing available if preferred.
Our legal team has prepared the attached formal contract that reflects all points discussed with your operations director. Please have your legal department review the terms.
To proceed, we require written approval from your procurement department. Once received, we’ll schedule an onboarding meeting to ensure a smooth transition.
Should you need any clarification or have questions, please contact me directly.
Respectfully,
[Signature block: Full name, Executive title, Company name and logo, Direct line, Cell phone, Email address, Company address, Professional certifications and partnerships]
7. Simple Product Quotation
Subject: Quick Quote: 20 Office Chairs As Requested
Hi Jamie,
Here’s the quotation you asked for on those ergonomic office chairs. I’ve attached the formal quote, but here’s a quick breakdown:
– 20 ErgoComfort Model #EC-420 chairs – $189 per chair – Free delivery and setup – Total: $3,780 (including 5% bulk discount)
The chairs come with a 5-year warranty and can be delivered next Tuesday if you approve by tomorrow afternoon.
To approve, just send back “Approved” and let me know a good delivery time.
Thanks for considering us for your office furniture needs!
Best,
[Signature block: Name, Sales Representative title, Company name, Direct phone line, Company website, Link to product catalog, Small company logo]
8. Custom Project Quotation
Subject: Custom Software Development Quotation – Your Approval Needed
Dear Mr. Lee,
Thank you for sharing your vision for a custom inventory management system. After analyzing your requirements, I’ve prepared a detailed quotation for your review.
The project has been divided into three phases:
Phase 1: Design and Planning ($15,000) – Requirements gathering – Database design – User interface mockups – Project timeline creation
Phase 2: Development ($35,000) – Core functionality coding – Database implementation – User interface development – Initial testing
Phase 3: Testing and Deployment ($10,000) – User acceptance testing – Bug fixes – Staff training – Go-live support
Total project cost: $60,000 Estimated timeline: 6 months
This quotation is valid for 30 days. Upon approval, we require a 30% deposit to begin Phase 1.
The attached document contains technical specifications, deliverables, and payment milestones. Please review it carefully and let me know if you have any questions.
To approve this quotation, please sign the acceptance page and return it via email.
Looking forward to bringing your vision to life.
Sincerely,
[Signature block: Full name, Software Development Manager title, Company name, Professional headshot, Direct line, Email address, LinkedIn profile URL, Company website]
9. Event Planning Quotation
Subject: Quotation for Your Company Anniversary Event – Approval Requested
Dear Mrs. Chen,
Thank you for choosing us to help plan your company’s 10th anniversary celebration. Based on our discussion about your vision for an elegant yet fun event for 150 guests, I’ve prepared a comprehensive quotation.
The total cost for the event is $22,750, which includes:
– Venue rental at Grand Plaza Hotel ($5,500) – Catering with open bar for 3 hours ($9,750) – Decorations and floral arrangements ($2,000) – DJ and sound equipment ($1,200) – Photography package ($1,300) – Event staff (4 people) ($1,000) – Custom anniversary cake ($500) – Printed programs and place cards ($500) – Event coordination services ($1,000)
A 50% deposit ($11,375) is required to secure the date. The remaining balance would be due one week before the event.
Please review the attached detailed breakdown and let me know if any adjustments are needed. To confirm this booking, please approve the quotation by April 25th.
I’m excited about creating a memorable celebration for your company milestone.
All the best,
[Signature block: Full name, Event Planning Specialist title, Company name and logo, Cell phone, Office phone, Email address, Portfolio website URL, Social media handles]
10. Nonprofit Organization Special Rate
Subject: Special Nonprofit Rate Quotation – Marketing Materials
Dear Ms. Taylor,
Thank you for the opportunity to support the important work you do at Save Our Parks Foundation. As discussed, we’re happy to offer our special nonprofit organization rates for your upcoming fundraising campaign materials.
The quoted package includes: – Design of 5-page brochure ($750) – 500 printed brochures, full color ($625) – Design of matching donation envelopes ($200) – 500 printed envelopes ($300) – Digital assets for social media campaign ($450)
Total: $2,325 (includes our 25% nonprofit discount)
This quotation is valid for 60 days. We can deliver all materials within 3 weeks of receiving your approval and content.
To approve this quotation, please reply to this email with “Approved” and we’ll send you our content submission form to get started.
We’re proud to support your mission to preserve urban green spaces.
Warmly,
[Signature block: Full name, Marketing Director title, Company name and logo, Contact information, Company’s commitment to nonprofit support statement, Environmental certification logos]
11. Quotation for International Client
Subject: International Shipping Quotation #ISQ-2025-134 – Approval Required
Dear Mr. Müller,
Thank you for your interest in our products. As requested, I’ve prepared a quotation for shipping 200 units of Model TX-500 sensors to your facility in Frankfurt, Germany.
Product costs: – 200 x TX-500 sensors @ $85 each = $17,000
Shipping and handling: – International air freight = $1,200 – Insurance = $425 – Export documentation = $175 – Packaging for international transit = $300
Total quotation amount: $19,100 USD
Please note: – This price is valid for 14 days due to fluctuating shipping costs – Delivery time: 10-14 business days from payment receipt – Import duties and local taxes will be your responsibility – Payment terms: 100% before shipping via wire transfer
If this quotation meets your approval, please complete the attached order form and return it along with your company purchase order.
Should you have any questions about this quotation or need any modifications, please don’t hesitate to contact me.
Thank you for considering our company for your sensor needs.
Best regards,
[Signature block: Full name, International Sales Manager title, Company name, Contact information with international calling code, Time zone information, Company logo, International certifications]
12. Subscription Service Quotation
Subject: Quotation for Annual Software Subscription – Your Review Needed
Dear Mr. Rodriguez,
Thank you for your interest in our project management software. Based on your team size of 25 users and feature requirements, I’ve prepared a quotation for our Premium Plan annual subscription.
Annual subscription details: – 25 user licenses @ $20 per user per month = $500 monthly – Annual payment discount (15%) = $900 savings – Total annual cost: $5,100 (equivalent to $425 per month)
This subscription includes: – Unlimited projects – 1 TB cloud storage – Advanced reporting tools – Priority customer support – Quarterly training sessions – API access for custom integrations
By approving this annual plan, you’ll save $900 compared to monthly billing. This quotation is valid until April 30, 2025.
To approve, please click the “Subscribe Now” button in the attached PDF or reply with your approval. We can set up your account within 24 hours of receiving your confirmation.
Feel free to contact me with any questions about features or payment options.
Thanks,
[Signature block: Full name, Account Executive title, Company name and logo, Direct line with extension, Email address, Scheduling link for demo calls, Customer success stories link]
13. Construction Project Quotation
Subject: Residential Driveway Installation Quotation – Please Review
Dear Mr. and Mrs. Brown,
Thank you for the opportunity to quote on your driveway installation project. After visiting your property last week and taking measurements, I’ve prepared a detailed quotation for your review.
Project scope: – Removal of existing damaged concrete (approximately 850 sq ft) – Preparation of base with proper drainage – Installation of reinforced concrete driveway (850 sq ft) – Decorative border as discussed – Sealing of finished surface
Total project cost: $8,650
This includes all labor, materials, equipment, permits, and cleanup. We estimate the project will take 5 working days to complete, weather permitting.
A 30% deposit ($2,595) is required to schedule the work, with the balance due upon satisfactory completion.
This quotation is valid for 30 days. If you wish to proceed, please sign the attached acceptance form and return it with your deposit.
Thank you for considering our services for your home improvement project.
Sincerely,
[Signature block: Full name, Owner/Contractor title, Company name, License number, Insurance policy information, Phone number, Email address, Physical business address, Website URL, Better Business Bureau rating logo]
14. Professional Services Quotation
Subject: Tax Preparation Services Quotation – Approval Requested
Dear Ms. Wilson,
Thank you for contacting our firm regarding tax preparation services for your small business. Based on the information you shared about your business operations, I’ve prepared a quotation for our services.
Scope of services: – Annual business tax return preparation – Quarterly estimated tax calculations – Year-end financial statement preparation – Tax planning consultation (2 hours) – Electronic filing fees
Professional fees: – Base fee for S-Corporation return: $1,200 – Quarterly services: $600 ($150 x 4) – Financial statements: $400 – Tax planning: $300 – Filing fees: $50
Total annual service fee: $2,550
Payment terms: 50% retainer ($1,275) due upon approval, balance due upon completion of services.
To approve this quotation and secure our services for the 2025 tax year, please sign the engagement letter attached and return it with your retainer payment by May 1st.
Should you have any questions about the scope of services or fees, please contact me directly.
Thank you for considering our firm for your tax needs.
Regards,
[Signature block: Full name, CPA designation, Partner title, Firm name, Professional headshot, Direct line, Email address, Professional certifications, Firm logo]
15. Consulting Services Quotation
Subject: Business Strategy Consulting Proposal and Quotation
Dear Ms. Lopez,
Thank you for our productive meeting last week regarding your company’s growth challenges. As promised, I’ve prepared a customized consulting proposal and quotation to address the specific issues we discussed.
The consulting package includes three key phases:
Phase 1: Assessment (2 weeks, $5,000) – Complete business operations review – Staff interviews and surveys – Market position analysis – SWOT analysis preparation
Phase 2: Strategy Development (3 weeks, $7,500) – Growth opportunity identification – Competition analysis – Action plan development – Resource allocation planning
Phase 3: Implementation Support (4 weeks, $7,500) – Staff training on new processes – Weekly progress tracking – Adjustment guidance – Results measurement framework
Total consulting fee: $20,000
This fixed fee includes all consultant time, research costs, and deliverables. Travel expenses, if needed, would be billed separately with prior approval.
To accept this proposal, please sign the attached agreement and return it with a 25% deposit ($5,000) by April 30th. The remaining balance will be billed in three equal payments at the completion of each phase.
I look forward to the possibility of working together to help your business reach its full potential.
With appreciation,
[Signature block: Full name, Business Strategy Consultant title, Company name and logo, Cell phone, Email address, LinkedIn profile URL, List of client success stories, Professional credentials]
Wrap-up: Email Quotation Requests
Getting quotation approvals doesn’t have to be complicated. The key is to be clear about what you’re offering, how much it costs, and what you need from the client. Make your emails easy to understand and act on. Remember to include all necessary details while keeping your message friendly and professional.
You can adapt these templates to fit your specific business and clients. The right email can help you get faster approvals and move your projects forward smoothly.