Asking for a quote seems simple, but there are some subtleties you need to use to use to get the best offer in the shortest time. In this post, we’ll give tips on what you should include in your email requesting a quotation, and a few email samples.
When you need to request a quote from a supplier, you should include in your email: • your company name (if it’s not in your signature); • the products you need; • the quantity; • ETA or Estimated Time of Arrival; • transport expenses (if necessary); • a contact person who should be in charge if more information is needed (if necessary); • address (if necessary); • request for discount (if necessary);
The inquiry should be precise, clear, and specific so that you don’t need to waste time on further queries and responses. When you write the most important information in an email you give the other party the opportunity to trigger your inquiry as soon as possible.
Here are sample emails about what an email should look like when you send a request for an offer for a product or service:
EXAMPLE 1
Dear Sales Team, I’m writing you on behalf of company (NAME) and I would like to ask if you could send me a quotation for the following products:
Product 1 Product 2
I would be grateful if you could send me the offer as soon as possible. Kind regards, Maria
EXAMPLE 2
Dear Team, I’m writing you this email on behalf of a company (NAME). Next week we will be moving our office from address (NAME) to address (NAME). We would like you to send us your best offer for a 1GB internet connection. Please also provide an ETA. We will expect your quote as soon as possible. We remain available for further details. Best wishes, Jessica
EXAMPLE 3
Dear Tim, We currently have 400 licenses, and we need to extend them up to 600, so we will need 200 new additional licenses. Could you please prepare us a quote for it? The licenses need to be added with the same expiration date according to the current 400 licenses’ expiration date. Thank you in advance. Kind regards, John
EXAMPLE 4
Hello, We need to purchase a license for company (NAME), please offer us: (NAME) – 1 license Please provide a quote in two options: • a monthly fee; • annual payment with the maximum possible discount;
If you have technical questions about the license, you can directly contact (NAME).
We will be waiting for your answer and the preparation of the offer, if possible, by March 18, 2022. Kind regards, Sarah
EXAMPLE 5
Hi James, We would like you to prepare us a quote for the following products:
Product 1 Product 2
We value our partnership and the quality of your work, so we would like to purchase the products from you. As your loyal and long time customer, we would like to get the best possible offer. Thank you in advance! Best regards, Tim
EXAMPLE 6
Dear Sam, Could you please prepare us a quote and provide an ETA for the below products?
Product 1 Product 2
We will be expecting your offer as soon as possible. Best regards, George
EXAMPLE 7
Dear Sir, Would you kindly send a quotation for 16 pieces of the product (name)? Furthermore, please let us know the current freight rate for air/rail/sea/road transport. We look forward to an early reply. Yours faithfully, James
EXAMPLE 8
Dear Jens, Could you please quote charges for shipment and insurance of a consignment of books measuring 2m by 1m and weighing 100 kilos? Please reply as soon as possible. Regards, John
EXAMPLE 9
To whom it may concern, I’m writing you on behalf of company (NAME). We would be grateful if you would quote us your lowest rate for the despatch of 100 books from Italy to Singapore? We look forward to receiving your quotation as soon as possible. Yours sincerely, Veronika
Feel free to use the above email samples requesting a quotation in your emails!
