Sample Email for Approved Quotation
Source mungfali.com
Quotation approval emails are crucial in business communication, facilitating efficient communication between customers, suppliers, and internal stakeholders. These emails convey vital information regarding the acceptance of a quotation, initiating subsequent steps in the procurement process. They serve as a record of the approved terms, including pricing, delivery schedules, and payment methods.
Essential Components of an Approved Quotation Email
Crafting a clear and effective email to convey an approved quotation is crucial. Here’s a comprehensive guide to help you structure your email efficiently:
Identification of Quotation and Project
* Clearly state the quotation reference number or project name to which the email pertains.
Approval Confirmation
* Explicitly mention that the quotation has been reviewed and approved.
* Briefly describe the scope or purpose of the project, if not already indicated in the quotation.
Quotation Summary
* Provide a concise summary of the approved quotation, including the agreed-upon price, terms of payment, and delivery or service details.
* For complex quotations, consider using a table to present a more organized and readable summary.
| Description | Quantity | Unit Price | Total Price |
|---|---|---|---|
| Item X | 10 | $5 | $50 |
| Item Y | 5 | $10 | $50 |
| Shipping | $15 | ||
| Total | $115 | ||
Payment and Delivery Details
* Specify the payment terms, including the method of payment and due date.
* Clearly outline the delivery or service timeline and responsibilities.
Next Steps
* Indicate any necessary next steps, such as signing a contract or providing additional information.
* Set expectations for future communication or collaboration.
7 Sample Email Templates for Approved Quotations
Request for Revised Quotation
Dear [Vendor Name],
We’re pleased to approve the quotation for [project/product]. However, we’d like to request a revised quotation that includes the following:
- [Requested changes]
We understand that this may require a recalculation of the pricing. Please send us the revised quotation as soon as possible.
Thank you for your cooperation.
Partial Quotation Approval
Dear [Vendor Name],
We’ve reviewed your quotation for [project/product] and are pleased to approve the following items:
- [Approved items]
However, we would like to hold off on the following items for now:
- [Declined items]
Please send us an updated quotation reflecting these changes.
Thank you for your understanding.
Full Quotation Approval with Slight Modifications
Dear [Vendor Name],
We’re pleased to approve your quotation for [project/product]. However, we would like to suggest a few minor modifications:
- [Requested modifications]
We believe these modifications would enhance the overall value of the project/product. Please confirm that you can accommodate these changes before we finalize the order.
Thank you for your flexibility.
Approval with Alternative Payment Options
Dear [Vendor Name],
We’re pleased to accept your quotation for [project/product]. However, we would like to request an alternative payment arrangement:
- [Alternative payment terms]
We believe this payment plan would better meet our cash flow needs. Please let us know if you can accommodate this request.
Once the payment terms are finalized, we can proceed with the order.
Thank you for your consideration.
Approval with Additional Requirements
Dear [Vendor Name],
We’re delighted to approve your quotation for [project/product]. In addition to the items outlined in the quotation, we would like to add the following requirements:
- [Additional requirements]
We understand that these additional requirements may require a price adjustment. Please provide us with a revised quotation reflecting these changes.
Thank you for your attention to this matter.
Approval with Timeline Adjustment
Dear [Vendor Name],
We’re pleased to approve your quotation for [project/product]. However, we would like to request a slight adjustment to the timeline:
Original Timeline: [Original timeline]
Requested Timeline: [Requested timeline]
We understand that this timeline adjustment may require a change in the delivery schedule. Please let us know if you can accommodate this request.
Thank you for your flexibility.
Approval with Additional Discussion Needed
Dear [Vendor Name],
We’ve reviewed your quotation for [project/product] and believe it has potential. However, we have some questions that we would like to discuss further before we make a final decision:
- [Questions/concerns]
We would appreciate the opportunity to schedule a meeting or call to discuss these matters in more detail.
Thank you for your understanding.
How to Write an Approved Quotation Email
What are the necessary components of a sample email for an approved quotation?
An approved quotation email should include the following components:
- Subject line: Subject: Quotation Approval
- Salutation: Dear [Name],
- Body:
- Start by acknowledging the receipt of the quotation.
- State that the quotation has been reviewed and approved.
- Provide any additional details or instructions, such as the purchase order number or payment terms.
- Thank the recipient for their time and assistance.
- Closing: Best regards,
- Signature: [Your name]
What should be included in the body of an email when approving a quotation?
The body of an email approving a quotation should include the following information:
- Acknowledgement: Thank you for sending us the quotation for [product or service].
- Approval: We have reviewed the quotation and are pleased to approve it.
- Details: Please process the order according to the quotation details.
- Instructions: If there are any specific instructions or requirements, such as a delivery date or payment terms, include them here.
- Gratitude: Thank you for your assistance and we look forward to working with you on this project.
How should I format an approved quotation email?
Follow these formatting guidelines to create an approved quotation email:
- Subject line: Use a clear and concise subject line that indicates the purpose of the email.
- Body: Keep the body of the email brief and professional.
- Font: Use a standard font size and style.
- Tone: Maintain a polite and respectful tone throughout the email.
- Proofreading: Proofread the email carefully before sending it to ensure that there are no errors.
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