15 Sample Cover Letters for Quotation Submission

Submitting a quotation for a project or service is your chance to shine and stand out from the competition.

The key is an impactful cover letter that grabs the recipient’s attention and persuades them to consider your quote over others.

Sample Cover Letters for Quotation Submission

In this article, we provide 15 stellar sample cover letters you can adapt for your quotation submissions.

No more staring at a blank page – use these as a springboard to craft an irresistible pitch and land that contract.

Cover Letter 1

Subject: Quotation for Office Renovation Project – Acme Builders

Dear Mr. Johnson,

Please find attached our detailed quotation for the office renovation project we discussed last week. Our team was excited to hear about your vision for the space and we have put together a comprehensive plan to bring that vision to life on schedule and within budget.

As a full-service design-build firm, Acme Builders is uniquely positioned to handle every aspect of this project from initial concepts through final build-out. We pride ourselves on superior craftsmanship, attention to detail, and dedication to client satisfaction, as evidenced by our extensive portfolio and glowing client reviews.

Some key highlights of our quotation:

• Repartitioning of existing floor plan to create an open, collaborative workspace
• Installation of state-of-the-art A/V and teleconferencing capabilities in all meeting rooms
• High-end finishes and furnishings from our eco-friendly, locally-sourced suppliers
• Comprehensive project management to ensure on-time, on-budget completion

We are confident you will find our quotation thorough, competitively priced, and backed by an unparalleled reputation for excellence. We look forward to the opportunity to bring this exciting project to fruition together.

Please do not hesitate to contact me directly with any questions. Thank you for your consideration.

Best regards,

John Smith Vice President,

Acme Builders,

555-123-4567

jsmith@acmebuilders.com

Cover Letter 2

Subject: Quotation for Catering Services – Gourmet To Go

Dear Ms. Thompson,

I am pleased to provide the attached quotation for catering services for Innovatech’s upcoming Annual Leadership Summit. Having had the pleasure of working with your team on several successful events over the past few years, we are thrilled at the prospect of partnering again.

As you will see detailed in the quotation, our proposed menu showcases the freshest seasonal ingredients, impeccable preparation, and gorgeous presentation that are the hallmarks of Gourmet To Go. From the welcoming reception through multi-course lunches and dinners, to all-day beverage service and snacks, we have you covered.

We have also included several enhancements for your consideration:

• Organic cold-pressed juice bar and smoothie station
• Live-action dessert stations with bananas foster and liquid nitrogen ice cream
• Nitro cold brew coffee bar
• Sommelier-curated wine pairings for each course

We are happy to customize any aspect of the proposal to ensure your event is both memorable and flawlessly executed. Our service staff are consummate professionals with deep experience in formal corporate events.

I will contact you early next week to discuss the proposal and answer any questions. As always, it is a pleasure doing business with Innovatech.

Warm regards,

Sarah Jones

Founder and Executive Chef,

Gourmet To Go

555-987-6543

sjones@gourmettogo.com

Cover Letter 3

Subject: Quotation for Landscaping Services – Green Thumb Landscaping

Dear Mr. Williams,

Thank you for the opportunity to provide a quotation for landscaping services at River Bend Apartments. I visited the property last week and was impressed by both the location and the existing landscape – it will be a pleasure to enhance the grounds and ensure they remain impeccably maintained for your residents’ enjoyment.

Please find attached a comprehensive quotation detailing our proposed scope of services, including:

• Weekly mowing, edging, and blowing of all turf areas
• Bed maintenance including weeding, deadheading, and pruning
• Seasonal color rotations in all beds and containers
• Monthly irrigation system checks and adjustments
• Tree and shrub fertilization and pest control as needed

As a bonus, we have included an initial site clean-up and mulching at no additional cost. We are confident you will be impressed with the immediate aesthetic impact this will provide.

Green Thumb Landscaping prides itself on reliability, attention to detail, and responsive customer service. Our crews are professional, uniformed, and fully insured. We are committed to exceeding your expectations and serving as a trusted partner in maintaining and enhancing your property.

I will follow up via phone in the next few days to walk through the proposal and address any questions or requested changes. We look forward to serving River Bend Apartments!

Sincerely,

Bob Johnson

Owner,

Green Thumb Landscaping

555-555-1234

bob@greenthumblandscaping.com

Cover Letter 4

Subject: Quotation for IT Managed Services – ABC Tech Solutions

Dear Dr. Patel,

ABC Tech Solutions is pleased to provide the attached quotation for comprehensive IT-managed services for Medical Associates Group. Having recently expanded to 15 locations, your practice is wise to seek a partner to ensure a robust, secure, and smoothly functioning IT infrastructure.

As detailed in our quotation, our services encompass:

• 24/7 proactive monitoring and maintenance of all servers, workstations, and network devices
• Unlimited remote and on-site helpdesk support for all locations
• Implementation of enterprise-grade security solutions including firewall, antivirus, multi-factor authentication, and data encryption
• Secure cloud data backup with rapid restore capabilities
• Strategic IT planning and budgeting as your practice continues to grow

ABC Tech serves several medical groups of similar size and we are well-versed in your unique IT needs and HIPAA compliance requirements. We pride ourselves on serving as a seamless extension of your team, allowing you to focus on patient care with the peace of mind that your technology is in expert hands.

I will reach out shortly to review the quotation and assess the next steps. We are excited for the opportunity to put our expertise to work for Medical Associates Group.

Best regards,

Lisa Singh

Director of Client Services,

ABC Tech Solutions

555-765-4321

lisa@abctech.com

Cover Letter 5

Subject: Quotation for Janitorial Services – Spotless Cleaning Co.

Dear Mr. Brown,

I am writing to provide Spotless Cleaning Co.’s quotation for janitorial services at Hillcrest Manor. It was a pleasure touring your beautiful assisted living facility and envisioning how our team can provide the highest levels of cleanliness and sanitation for your residents and staff.

The attached quotation outlines our proposed scope of work, which includes:

• Daily cleaning and disinfecting of all common areas, dining rooms, activity spaces, and public restrooms
• Sanitization of high-touch surfaces multiple times daily
• Weekly deep cleaning of resident apartments
• Procurement and stocking of all cleaning supplies and consumables
• Emergency response for spills or accidents

At Spotless Cleaning, we understand that an assisted living environment has unique needs. Our staff are fully background checked, uniformed, and trained in proper infection control protocols. We use only EPA-approved disinfectants and green cleaning products to ensure the safety of your residents.

We currently service several senior living communities and are confident we can exceed your expectations while remaining within your budget parameters. I look forward to discussing our proposal in greater detail and hopefully welcoming Hillcrest Manor to our family of satisfied clients.

Sincerely,

Mark Rodriguez

Owner,

Spotless Cleaning Co.

555-456-7890

mark@spotlesscleaning.com

Cover Letter 6

Subject: Quotation for Signage Package – Metro Signs & Graphics

Dear Ms. Nguyen,

Thank you for considering Metro Signs & Graphics for your restaurant’s rebranding and new signage needs. We share your excitement about the upcoming launch of Chez Nguyen and are honored to provide the attached quotation for a full interior and exterior signage package.

From the striking illuminated exterior logo signage to the elegant window graphics, stylish wayfinding, and Instagram-worthy feature wall in the dining room, our designs are sure to make a statement and set the perfect ambiance for your patrons’ dining experience.

Some key highlights of our quotation:

• Custom fabricated exterior signage with energy-efficient LED illumination
• Frosted vinyl window graphics with metallic accents
• Dimensional acrylic letter signage for restroom and back-of-house wayfinding
• Large-scale digitally printed feature mural on textured wallcovering
• Complete installation services by our in-house team of certified installers

We have worked with numerous top restaurants and hospitality brands and understand the importance of cohesive, impactful branding that elevates the guest experience. Our state-of-the-art production capabilities combined with our team’s creativity and attention to detail make us the ideal partner for this project.

I will be in touch shortly to review the quotation and discuss any desired modifications. We are excited to contribute our expertise to the success of Chez Nguyen.

Best regards,

Erica Lee

Sales Manager,

Metro Signs & Graphics

555-246-8013

elee@metrosigns.com

Cover Letter 7

Subject: Quotation for Professional Video Production Services – Studio Five Media

Dear Mr. Patel,

I am pleased to provide Studio Five Media’s quotation for video production services for the upcoming launch of AXON Fitness’s new line of connected home gym equipment. Your products are nothing short of revolutionary and deserve to be showcased with the highest production values and creative storytelling.

As detailed in the attached quotation, we propose a suite of video assets including:

• 2-minute hero product video with 3D animation highlighting key features/benefits
• Series of 15-second social media teaser videos
• 10 exercise demonstration videos featuring brand ambassadors
• Collection of customer testimonial videos shot on location
• Post-production services including editing, color grading, motion graphics, and sound design

Studio Five Media brings together a team of award-winning directors, cinematographers, animators, and editors to create video content that engages, inspires, and drives results. We take great pride in being a turnkey partner, allowing you to remain focused on product development and launch logistics with the confidence that your video needs are in expert hands.

We are happy to adjust any aspect of this proposal to align with your vision and budget. I will reach out early next week to discuss this further. We are thrilled at the opportunity to bring the AXON Fitness story to life.

Warm regards,

Alex Rodriguez

Executive Producer,

Studio Five Media

555-369-2580

alex@studiofivemedia.com

Cover Letter 8

Subject: Quotation for Industrial Equipment Rental – Crane & Co.

Dear Ms. Desai,

On behalf of the team at Crane & Co., I am pleased to provide the attached quotation for the equipment rental needs of the Stonebridge Construction highway expansion project. Having reviewed the specifications provided, we are confident we can supply the necessary equipment to keep your project moving safely, efficiently and on schedule.

Our proposed equipment package includes:

• Two 40-ton rough terrain hydraulic cranes with certified operators
• Three 10,000 lb. telescopic boom forklifts
• Skid steer loader with auger and breaker attachments
• 60′ articulating boom lift
• 185 CFM air compressor
• Support equipment including generators, light towers and arrow boards

All equipment will be delivered to your jobsite and undergo full safety inspections prior to use. Our 24/7 field service team will be on call to handle any required maintenance and repairs, minimizing any potential downtime.

Crane & Co. has been serving the construction industry for over 50 years. We understand the unique demands of highway projects and pride ourselves on being a one-stop resource for all your equipment needs.

Please feel free to contact me directly with any questions about this quotation. We appreciate the opportunity to be of service and look forward to contributing to the success of this important infrastructure project.

Sincerely,

Mark Johnson

National Accounts Manager,

Crane & Co.

555-741-8520

mjohnson@craneandco.com

Cover Letter 9

Subject: Quotation for Corporate Transportation Services – Luxury Fleet

Dear Mr. Singh,

I am writing to provide Luxury Fleet’s quotation for corporate transportation services for InfoTech’s upcoming multi-day Global Leadership Summit. With over 500 top executives converging from around the world, seamless and luxurious transportation is essential to the success of this prestigious event.

As outlined in the attached quotation, our proposed transportation plan includes:

• Airport meet-and-greet service for all attendees
• Transfers to and from all summit venues in late-model luxury sedans and SUVs
• On-call dedicated vehicles and drivers for VIP attendees
• Branded passenger vans for group transfers
• Experienced dispatchers to coordinate all logistics

Luxury Fleet specializes in high-touch corporate transportation for events of this caliber. Our professionally-trained drivers, immaculate vehicles, and white glove service ensure that your attendees will travel in comfort and arrive on time.

We are pleased to offer a comprehensive transportation package at a preferential rate given the scale of this event. We are also happy to customize our proposal to best meet the needs of your VIP attendees and corporate image.

I will follow up via phone in the next few days to further discuss our services. We are thrilled at the opportunity to serve as your transportation partner for this landmark event.

Best regards,

Priya Patel

Director of Client Relations, Luxury Fleet

555-852-9630

ppatel@luxuryfleet.com

Cover Letter 10

Subject: Quotation for Office Furniture & Design Services – Workspaces Reimagined

Dear Ms. Lee,

It was a pleasure meeting with you and your team to discuss the furniture and design needs for AdventureWorks’ new 20,000-square-foot corporate headquarters. I am excited to provide the attached quotation detailing our recommendations for creating a workspace that embodies your brand, fosters collaboration and innovation, and enhances employee well-being.

Some key highlights of our proposal:

• Open-plan workstations with sit-stand desks and ergonomic seating
• Technology-enabled meeting spaces with integrated conferencing capabilities
• Flexible lounge areas for informal collaboration and socializing
• Biophilic design elements including living green walls and abundant natural light
• Comprehensive project management and installation services

As a certified Herman Miller dealer, we have access to a wide range of high-quality, innovative furniture solutions. We also bring a team of experienced designers who will work closely with you to create a custom space that meets your unique needs and reflects your company culture.

I am confident that our proposal offers a comprehensive and competitively priced solution for your new headquarters. I will be in touch next week to walk through the quotation in detail and discuss the next steps.

Thank you for considering Workspaces Reimagined for this exciting project. We look forward to bringing your vision to life.

Warm regards,

Michael Chen

Senior Account Executive,

Workspaces Reimagined

555-963-8520

mchen@workspacesreimagined.com

Cover Letter 11

Subject: Quotation for Event Rentals – Party Perfect Rentals

Dear Mr. and Mrs. Johnson,

Congratulations on your upcoming wedding! I am thrilled to provide Party Perfect Rentals’ quotation for the rentals needed to bring your dream outdoor wedding to life.

As we discussed, our proposed rental package includes:

• Elegant white pole tent with cathedral window sidewalls
• Farm-style cross-back ceremony chairs
• Round reception tables with coordinating linens and napkins
• Rustic-chic lounge furniture for cocktail hour
• Wood dance floor
• Bistro lighting throughout the tent and surrounding trees
• Complete tabletop rentals including china, glassware, and flatware

Party Perfect Rentals is the region’s premier event rental provider, with an extensive inventory and unparalleled service. Our team will handle every detail, from initial consultation and site visit through day-of setup and post-event breakdown, allowing you to relax and savor every moment of your special day.

Please review the attached quotation and let me know if you have any questions or would like to explore any additional options. I look forward to working with you to create the wedding of your dreams!

Best wishes,

Sarah Thompson

Event Consultant,

Party Perfect Rentals

555-741-9632

sthompson@partyperfectrentals.com

Cover Letter 12

Subject: Quotation for Commercial Painting Services – Color Crew Painting

Dear Mr. Patel,

Thank you for the opportunity to provide a quotation for painting services for the common areas at Sunrise Apartments. I enjoyed meeting with you and touring the property – the new color palette you have selected will provide a beautiful refresh and enhanced curb appeal for your residents.

Please find attached our detailed quotation, which includes:

• Pressure washing and surface preparation of all exterior surfaces
• Application of premium exterior paint to all building facades, trim, and doors
• Painting of all interior hallways, stairwells, and common rooms
• Minor drywall repairs as needed
• Daily job site cleanup and regular progress reporting
• 3-year warranty on all workmanship

Color Crew Painting has been serving the multi-family residential market for over 20 years. We utilize only the finest quality paints and our meticulous prep work ensures a flawless, long-lasting finish. Our crews are professional, efficient, and sensitive to minimizing any disruption to your residents’ daily lives.