How to Write an Email Quotation
Writing an email quotation requires clarity, professionalism, and attention to detail. Here’s a step-by-step guide to help you compose an effective email quotation:
1. Subject Line:
Choose a concise and informative subject line that captures the essence of the quotation. Avoid generic terms like “Quotation Request” and specify the product or service being quoted.
2. Salutation:
Address the recipient formally, using either “Dear Mr./Ms./Dr. [Last Name],” or a general greeting like “Dear [Company Name] Team.”
3. Introduction:
Start with a courteous and friendly opening to establish rapport. Mention your name, job title, company, and indicate that you’re responding to their quotation request.
4. Reference the Request:
Acknowledge the specific product or service the prospect has requested a quotation for. Include any important details discussed previously or mentioned in their inquiry.
5. Pricing and Specifications:
Clearly outline the price for each item or service offered. If applicable, mention any discounts, packages, or offers that may be available. Specify quantities, sizes, specifications, or any other relevant details.
6. Terms and Conditions:
Include a section that lists the terms and conditions associated with the quotation. This may include payment terms, delivery details, warranty information, or any other necessary conditions.
7. Additional Services or Recommendations:
Suggest any additional services, upgrades, or complementary products that might enhance the prospect’s experience. This can help cross-sell or upsell while demonstrating your expertise.
8. Closing and Call-to-Action:
End your email with a polite closing, like “Thank you for considering our quotation.” Encourage the recipient to get in touch for any further questions or clarifications. Provide contact details like your email address and phone number.
9. Formal Closing:
Close the email with a professional sign-off such as “Sincerely” or “Best regards.” Include your full name, job title, and company below your signature.
10. Proofread and Send:
Carefully proofread your email for grammar, punctuation, and spelling errors. Double-check the accuracy of the information provided before hitting the send button.
Remember, an email quotation should be concise, easy to read, and contain all relevant information. By following these steps, you can create a professional and compelling email quotation that impresses your potential clients.