15 Quotation Request Email Samples

Quotation Request Email Samples

These email samples will help you ask for quotes the right way. Each one shows how to make your request clear and get the info you need.

1. Basic Product Quotation Request

Subject: Request for Quotation: [Product Name]

Dear [Supplier Name],

I hope this email finds you well. I am writing to request a quotation for [Product Name].

We are looking to purchase approximately [quantity] units for our [brief description of use/project]. Could you please provide us with pricing information, including any discounts for the quantity mentioned?

Also, please include details about:

• Price per unit
• Available colors/sizes/variations
• Minimum order quantity
• Delivery timeframe
• Shipping costs to [your location]
• Payment terms

We would appreciate receiving your quotation by [date]. If you need any additional information from our end, please let me know.

Thank you for your time and consideration.

Best regards,

[Your Name]
[Your Position]
[Company Name]
[Contact Information]

2. Service Quotation Request for Small Business

Subject: Service Quotation Request – [Type of Service]

Hello [Service Provider’s Name],

My name is [Your Name] from [Your Company], and I found your service offerings very suitable for our needs.

Our small business needs [type of service] for [specific purpose or project]. Specifically, we require:

[List your requirements in bullet points]

Our budget range is approximately [budget range], and we would like the service to start by [desired start date] and be completed by [desired completion date].

Could you please send us a detailed quotation that includes:

• Service description
• Cost breakdown
• Timeline
• Any guarantees or warranties
• Terms and conditions

Your prompt response would be greatly appreciated.

Thanks,

[Your Name]
[Your Title]
[Company Name]
[Phone Number]
[Email Address]

3. Construction Project Quotation Request

Subject: Quotation Request for [Type of Construction] Project

Dear [Contractor’s Name],

I am reaching out to request a quotation for a construction project at [project location].

The project involves [brief description of the construction project]. The approximate area is [size] square feet, and we would like to begin construction on [desired start date].

Please provide a detailed quotation that includes:

• Material costs
• Labor costs
• Equipment charges
• Project timeline
• Payment schedule
• Any warranties offered

I have attached the basic plans and specifications for your review. If you need to visit the site before providing a quote, please suggest a few dates and times that work for you.

Looking forward to your response by [expected date].

Regards,

[Your Name]
[Your Position]
[Contact Information]
[Best time to call]

4. Event Planning Services Quotation Request

Subject: Quotation Request for [Type of Event] on [Event Date]

Dear [Event Planner’s Name],

I hope you’re having a great day. I am planning a [type of event] on [event date] at [event location] and would like to request a quotation for your event planning services.

Here are the details:

• Event type: [Specify]
• Date and time: [Specify]
• Expected number of guests: [Number]
• Venue: [Name and address]
• Services needed: [List services like decoration, catering, photography, etc.]
• Theme/special requirements: [Specify]

Our budget for this event is around [budget amount]. Could you please provide a detailed quotation breaking down the costs for each service?

Also, if you have package deals that might suit our event, please include those options as well.

I would appreciate receiving your quotation by [date]. Feel free to contact me at [phone number] if you need any clarification.

Thank you for your consideration.

Warm regards,

[Your Name]
[Your Contact Information]
[Alternative Contact Person (if any)]

5. Software Development Quotation Request

Subject: Request for Quotation – Custom Software Development

Dear [Developer/Company Name],

I am writing on behalf of [Your Company Name] to request a quotation for a custom software development project.

We need to develop [brief description of the software]. The main features we require are:

[List key features/functionalities]

The software should be compatible with our existing systems, which include [mention current systems/platforms]. Our preferred development timeline is [timeframe], with a target launch date of [date].

Please provide a comprehensive quotation that includes:

• Development costs
• Testing and quality assurance
• Implementation and training
• Ongoing support and maintenance options
• License fees (if applicable)
• Payment terms

If possible, we would like to schedule a call to discuss our requirements in more detail before you finalize the quotation.

Thank you for your attention to this request.

Best regards,

[Your Name]
[Your Title]
[Company Name]
[Email and Phone Number]
[Company Website]

6. Bulk Order Quotation Request with Negotiation Opening

Subject: Bulk Order Quotation Request – [Product Category]

Dear [Supplier Name],

I trust this email finds you well. I am [Your Name], the [Your Position] at [Your Company].

We are planning to place a bulk order for [product name/description] and would like to request a quotation. As we are looking at a long-term supplier relationship, we hope you can offer us your best prices.

Details of our requirements:

• Product: [Specific product details]
• Quantity: [Number] units
• Delivery address: [Your address]
• Desired delivery date: [Date]

Given the size of our order and our interest in establishing a regular purchasing schedule, would you be open to discussing volume discounts or preferential pricing terms?

We would appreciate receiving your initial quotation by [date]. After reviewing it, we may want to discuss terms further.

Thank you for your time and consideration. We look forward to potentially doing business with you.

Kind regards,

[Your Name]
[Your Title]
[Company Name]
[Contact Details]
[Company Logo (if applicable)]

7. Freelance Services Quotation Request

Subject: Quotation Request for Freelance [Type of Service]

Hi [Freelancer’s Name],

I hope you’re doing well. I recently came across your portfolio and was really happy with your work in [mention specific work you liked].

I’m looking for a freelancer to help with [describe your project or need]. The project involves [provide more details about what you need].

Here’s what I’m looking for:

• [Specific requirement 1]
• [Specific requirement 2]
• [Specific requirement 3]

The timeline for this project is [mention deadline or timeframe]. Could you please provide a quotation that includes your rates, estimated time to completion, and payment terms?

If you have any questions or need more info to give an accurate quote, please let me know. I’m happy to jump on a quick call if that would be helpful.

Thanks for considering this request. I’m looking forward to your response.

Cheers,

[Your Name]
[Your Contact Information]
[Links to relevant examples or materials if applicable]

8. Urgent Product Repair Quotation Request

Subject: URGENT: Quotation Needed for [Equipment/Product] Repair

Dear [Service Provider],

I am writing with an urgent request for a repair quotation. Our [equipment/product name, model number] has stopped working, and this is causing significant disruption to our operations.

The issue we’re facing is [describe the problem in detail]. The equipment was purchased on [date] and [is/is not] still under warranty.

Due to the urgent nature of this situation, we need:

• A quick assessment of the problem
• A quotation for the repair costs
• An estimated timeframe for completing the repairs
• Any temporary solutions you might suggest while waiting for repairs

Could you please respond to this request as soon as possible? If you need to inspect the equipment first, we can arrange for you to visit our premises at your earliest convenience.

Thank you for your prompt attention to this matter.

Regards,

[Your Name]
[Your Position]
[Company Name]
[Emergency Contact Number]
[Regular Contact Information]

9. Equipment Rental Quotation Request

Subject: Quotation Request for [Equipment] Rental

Dear [Rental Company Name],

I am writing to request a quotation for renting [specific equipment] for our upcoming [project/event] taking place from [start date] to [end date].

We require the following:

• [Equipment type and specifications]
• [Quantity needed]
• [Duration of rental]
• [Location where equipment will be used]

Please include in your quotation:

• Rental rates (daily/weekly/monthly)
• Delivery and pickup charges
• Security deposit requirements
• Insurance options
• Operator costs (if applicable)
• Any additional fees or charges

Would it be possible to schedule a brief demonstration of the equipment before confirming the rental? Also, please advise on your cancellation policy in case our project timeline changes.

We would appreciate receiving your quotation by [date].

Thank you for your assistance.

Best regards,

[Your Name]
[Your Title]
[Company Name]
[Phone Number and Email]
[Project Reference Number (if applicable)]

10. Training Program Quotation Request

Subject: Request for Quotation – [Type of Training] Program

Dear [Training Provider],

I am reaching out from [Your Company] to request a quotation for a training program in [subject/skill area] for our team.

We have approximately [number] employees who need this training. Our team members are [brief description of current skill level or background]. The main goals of this training are to [mention key objectives].

We would prefer the training to be conducted [on-site/online/hybrid] and completed within [timeframe]. If possible, we would like to schedule it for [preferred dates].

Please provide a detailed quotation that includes:

• Training content and curriculum
• Duration and schedule
• Cost per participant
• Materials provided
• Assessment methods
• Certificates or qualifications awarded
• Trainer qualifications

If you offer customized training solutions, we would be very open to discussing how the program could be tailored to our specific needs.

Thank you for your consideration. We look forward to your response.

Kind regards,

[Your Name]
[Your Position]
[Department]
[Company Name]
[Contact Information]

11. Shipping and Logistics Quotation Request

Subject: Request for Shipping Quotation – [Type of Goods]

Dear [Logistics Provider],

I need a shipping quotation for transporting [type of goods] from [origin] to [destination].

Shipment details:

• Cargo description: [Brief description]
• Dimensions: [Length x Width x Height]
• Weight: [Total weight]
• Number of packages/pallets: [Quantity]
• Special handling requirements: [Any special needs]
• Desired pickup date: [Date]
• Delivery deadline: [Date]

We would like quotes for the following shipping options if available:

• Standard shipping
• Express/expedited shipping
• Sea freight/air freight/road transport options

Please include all applicable costs such as fuel surcharges, customs fees, insurance, and any other charges that may apply. Also, please mention what tracking capabilities you offer.

We need this quotation by [date] to finalize our logistics plans.

Thank you for your assistance.

Regards,

[Your Name]
[Your Title]
[Company Name]
[Phone Number]
[Email Address]
[VAT/Tax ID if applicable]

12. Marketing Services Quotation Request

Subject: Quotation Request for Marketing Services

Dear [Marketing Agency/Specialist],

I hope this email finds you well. My name is [Your Name], and I work with [Your Company], a [brief description of your business].

We are looking to improve our marketing efforts and would like to request a quotation for your services. Specifically, we are interested in:

[List the marketing services you need, such as:]

• Social media management
• Content creation
• Email marketing campaigns
• SEO optimization
• PPC advertising

Our target audience is [describe your target market], and our main goals are [mention key marketing objectives]. Our monthly marketing budget is roughly [budget range].

In your quotation, please include:

• A breakdown of services and costs
• Expected deliverables
• Proposed timeline
• Reporting and measurement methods
• Contract terms (monthly, quarterly, etc.)

We would also like to know if you have experience working in our industry and if you could share some case studies or results from similar clients.

Thank you for considering our request. We look forward to your response.

Best regards,

[Your Name]
[Your Title]
[Company Name]
[Contact Information]
[Company Website]
[Social Media Handles]

13. Legal Services Quotation Request

Subject: Request for Legal Services Quotation – [Type of Legal Matter]

Dear [Attorney/Law Firm Name],

I am writing to request a quotation for legal services regarding [brief description of the legal matter].

The situation involves [provide relevant details about your legal needs without sharing too much confidential information in this initial email].

We would like to understand your fee structure for handling this matter. Specifically, we are interested in knowing:

• Whether you charge an hourly rate or flat fee
• Estimated total cost
• Retainer requirements
• Billing cycle and payment terms
• Additional expenses we should anticipate

We would also like to know your availability to take on this matter and an estimated timeline for resolution, if possible.

If you need any additional information before providing a quotation, please let me know. We can arrange a consultation to discuss the details further.

Thank you for your consideration.

Sincerely,

[Your Name]
[Your Contact Information]
[Preferred method of contact]
[Best times to reach you]

14. Website Development Quotation Request

Subject: Quotation Request for Website Development Project

Dear [Developer/Agency Name],

I am reaching out to request a quotation for developing a new website for [your business/organization].

About our business: [1-2 sentences describing your business]

Our website needs:

• Type of website: [e-commerce, informational, portfolio, etc.]
• Approximate number of pages: [number]
• Key features needed: [list main features like online booking, payment processing, member login, etc.]
• Design preferences: [any specific styles, colors, or examples of sites you like]
• Content: [Will you provide content or need content creation services?]
• SEO requirements: [basic optimization, comprehensive SEO package, etc.]

Our target launch date is [date], and we have a budget range of [amount range].

In your quotation, please include:

• Project costs breakdown
• Development timeline with milestones
• Payment schedule
• Post-launch support options
• Any ongoing maintenance costs

We look forward to hearing from you and potentially working together on this project.

Thank you,

[Your Name]
[Your Position]
[Business Name]
[Phone Number]
[Email Address]
[Current Website (if applicable)]

15. Office Supplies Quotation Request

Subject: Request for Quotation – Office Supplies

Dear [Supplier Name],

I would like to request a quotation for the following office supplies for [Your Company Name]:

[Itemized list of supplies with quantities, for example:]

• Printer paper (A4, 80gsm): 50 reams
• Ballpoint pens (blue): 100
• Notebooks (A5, spiral bound): 30
• Staples (standard size): 20 boxes
• Highlighters (assorted colors): 40

We would like to place this order for delivery by [target date]. Please let us know if all items are currently in stock.

In your quotation, please include:

• Unit price for each item
• Any volume discounts available
• Subtotal before tax
• Applicable taxes
• Delivery charges
• Total cost
• Estimated delivery time

If you offer an online ordering system or account management for regular orders, please include information about setting this up for future purchases.

Thank you for your assistance. We look forward to your response.

Regards,

[Your Name]
[Your Title]
[Department]
[Company Name]
[Delivery Address]
[Contact Information]
[Purchase Order Number (if applicable)]

Wrap-up: Writing Effective Quote Requests

Sending a clear quotation request email makes the buying process much easier. The key is to give all the information a company needs to give you an accurate price.

When writing your request, make sure to clearly state what you need, how much you need, when you need it, and any other special details. Add your contact information so the company can easily reach you with questions.

Remember that a good quotation request saves time for both you and the supplier. It helps avoid going back and forth with questions and leads to more accurate quotes the first time.

With the 15 email samples in this article, you now have templates ready to use for many different situations. Just change the details to fit your needs, and you’ll be on your way to getting the quotes you need.