Sending Quotation Letter Email Sample
Source ar.inspiredpencil.com
How to Write a Quotation Letter Email That Converts
Quotation letter emails are an important part of the sales process, but they can be tricky to get right. Here are few steps you can follow to make sure your quotation letter emails are clear, persuasive, and effective:
1. Start with a strong subject line.
The subject line is the first thing your prospect will see, so make sure it’s attention-grabbing and informative. Keep it short and to the point, and make sure it accurately reflects the content of your email.
2. Begin your email with a professional greeting.
Address your prospect by name, and start your email with a polite greeting, such as “Dear [Prospect Name]”. If you don’t know your prospect’s name, you can use a generic greeting, such as “Dear Hiring Manager”.
3. Introduce yourself and your company.
In the opening paragraph of your email, introduce yourself and your company. Give a brief overview of your services, and explain why you’re reaching out to the prospect. For example, you might say:
“I’m [Your Name], a sales representative from [Your Company]. We provide [Your Services] to businesses like yours. I’m reaching out to you today to offer a quotation for our services.”
4. State your purpose.
In the next paragraph, state your purpose for writing the email. Be clear and concise, and let the prospect know what you’re proposing. For example, you might say:
“I’m writing to offer you a quotation for [Your Services]. We believe that our services can help you [Solve the Prospect’s Problem].
5. Highlight the benefits of your services.
In the body of your email, highlight the benefits of your services. Be specific, and explain how your services can help the prospect achieve their goals. For example, you might say:
“Our services can help you [Solve the Prospect’s Problem]. We have a team of experienced professionals who can help you [Achieve the Prospect’s Goal].
6. Include a call to action.
In the conclusion of your email, include a call to action. Tell the prospect what you want them to do next, such as schedule a meeting or call you for a free consultation. For example, you might say:
“I would be happy to schedule a meeting with you to discuss your needs in more detail. Please let me know if you have any questions.
7. Proofread your email before sending it.
Before you send your quotation letter email, proofread it carefully for spelling, grammar, and formatting errors. Make sure that your email is clear, concise, and persuasive.
Here is a template you can use to write your quotation letter email:
| Subject: | [Attention-Grabbing Subject Line] |
|---|---|
| Greeting: | Dear [Prospect Name], |
| Introduction: |
I’m [Your Name], a sales representative from [Your Company]. We provide [Your Services] to businesses like yours. I’m reaching out to you today to offer a quotation for our services. |
| Purpose: |
I’m writing to offer you a quotation for [Your Services]. We believe that our services can help you [Solve the Prospect’s Problem]. |
| Benefits: |
|
| Call to Action: |
I would be happy to schedule a meeting with you to discuss your needs in more detail. Please let me know if you have any questions. |
| Closing: | Sincerely, [Your Name] |
Quotation Letter Email Samples
Example 1: Quotation for Employee Benefit Plan
Dear [Recipient Name],
We are pleased to provide you with a quotation for an employee benefit plan tailored to the specific needs of your organization.
This plan includes the following benefits:
- Medical, dental, and vision insurance
- Life insurance
- Disability insurance
- Retirement savings plan
We have carefully considered your requirements and have designed a plan that balances coverage and affordability. The attached quotation outlines the details of the plan, including premiums and coverage levels.
We would be happy to discuss this quotation further with you and provide any additional information you may need. Please feel free to contact us at [email address] or [phone number] to schedule a consultation.
Thank you for considering our services.
Sincerely,
[Your Name]
Example 2: Quotation for HR Consulting Services
Dear [Recipient Name],
We are excited to provide you with a quotation for our HR consulting services.
Our team of experienced HR professionals can assist you with a wide range of HR needs, including:
- Employee recruitment and onboarding
- Performance management and employee development
- Compensation and benefits administration
- Compliance with HR laws and regulations
We have reviewed your organization’s needs and have developed a customized plan that includes the following services:
- [List of services]
The attached quotation outlines the pricing and timeline for our services. We are confident that we can provide you with the support and guidance you need to build a strong and effective HR function.
We would be happy to schedule a meeting to discuss this quotation further and answer any questions you may have.
Thank you for considering our services.
Sincerely,
[Your Name]
Example 3: Quotation for Training and Development Services
Dear [Recipient Name],
We are delighted to provide you with a quotation for our training and development services.
Our tailored training programs are designed to help your employees develop the skills and knowledge they need to succeed in their roles and contribute to the success of your organization.
Our training offerings include:
- Leadership development
- Communication and interpersonal skills
- Technical and industry-specific training
- Customer service training
We have carefully assessed your training needs and have proposed a program that includes the following courses:
- [List of courses]
The attached quotation outlines the pricing and duration of our services. We are confident that our training programs will provide your employees with the knowledge and skills they need to excel and drive your business forward.
We would be happy to discuss this quotation further and provide any additional information you may need. Please feel free to contact us at [email address] or [phone number] to schedule a consultation.
Thank you for considering our services.
Sincerely,
[Your Name]
1. How do you write a quotation letter email?
A quotation letter email is a formal email sent by a vendor or supplier to a potential customer in response to a request for a quote. It outlines the products or services being offered, along with the associated pricing and terms of sale.
To write a quotation letter email, follow these steps:
- Start by introducing yourself and your company and thanking the customer for their inquiry.
- State the purpose of the email: to provide a quotation for the products or services requested.
- List the products or services being quoted, along with their descriptions, quantities, and unit prices.
- Calculate the total cost of the order, including any taxes or shipping charges.
- Specify the payment terms, including the due date and method of payment.
- Include any other relevant information, such as delivery times or warranty information.
- Close the email by thanking the customer for their time and consideration and inviting them to contact you with any questions.
2. What is the purpose of a quotation letter email?
A quotation letter email is a formal document that serves several important purposes:
- It provides a potential customer with a detailed breakdown of the products or services being offered, along with the associated pricing and terms of sale.
- It helps to establish a clear understanding of the expectations between the vendor and the customer.
- It can be used as a reference point for future negotiations or contracts.
- It can help to build trust and credibility with potential customers.
3. How do I send a quotation letter email effectively?
To send a quotation letter email effectively, it is important to:
- Use a professional and formal tone of voice.
- Proofread your email carefully for any errors in grammar or spelling.
- Attach any necessary documents, such as price lists or product specifications.
- Follow up with the customer to answer any questions they may have and to close the sale.
That’s a wrap for our crash course on sending quotation letter emails! I hope this has given you the confidence to craft effective emails that will land you more clients and close more deals. Remember, practice makes perfect, so don’t be afraid to experiment with different styles and formats until you find what works best for you. Thanks for reading, and be sure to drop by again soon for more email writing tips and tricks!