How to Send a Quotation Email to Clients | MailMaestro quotation email template & examples

11 oct 2023

So you've just received a request for a quote from a potential client, or you've need to circle back with your clients for a revised quotation. You know that your prompt response could be the deciding factor in whether or not you secure their business. The pressure is on to craft a quotation email that is professional, clear, and compelling. This is a common scenario in the business world, and mastering the art of crafting a detailed quotation and writing quotation emails is crucial.


A quotation email is a type of business email sent in response to a request for a quote by a potential client. It's usually sent out whenever you get a request for quotation or when your client sends you a revised quotation request email. It outlines the costs of the products or services requested, offering a clear breakdown of the pricing details which is especially important if you're a business owner. It's a critical part of the sales process, as it's often the first step in negotiating a deal.


Quotation emails are important because they set the tone for your business relationship with a potential client. They provide a clear and concise breakdown of your pricing, which helps to establish trust and transparency. Moreover, well-written quotation emails can help you stand out from your competitors and win more business, but above all else, a prompt response is still needed to make sure your clients stay impressed.


request for quotation


General tips on how to write quotation emails:


  1. Personalize your email


Although others go for a formal quotation email format that's traditionally used, by being able to address the recipient by their name and reference any previous conversations or meetings is equally powerful in the quotation process. This shows that you value their business and have taken the time to understand their needs and to get to know your clients on a deeper level.


  1. Include a call to action in your email body


Don't just send a quote and leave it at that. Encourage the recipient to take the next step, whether that's scheduling a call to discuss the quote in more detail, asking for further information, getting more contact details, getting them to check the payment terms, or request or asking them to confirm their acceptance -- the most important thing is to get them to take an action after reading your email.


This is a general rule in any email communication, especially in marketing and email campaigns.


  1. Add value


Keep in mind that you're mostly communicating with business owners. Part of the decision making process of a business owner is that you only want what will provide value to your business. So be sure to provide details that are relevant, valuable, and makes sense for them. Anything to help your clients make informed decisions.


Apart from listing your prices, explain why your product or service is worth the investment. Highlight what sets you apart from your competitors, such as superior quality, exceptional customer service, or innovative features.


While this may be an obvious advice, make no mistake because this makes a big difference between you and your competitors.


Need to write a quotation email faster? Use MailMaestro!


Part of the quotation process is being able to provide a comprehensive quotation quickly. If possible, all detailed specifications of the quotation are already captured in a single email. This helps you avoid the needless back-and-forth follow up email from your clients.


With MailMaestro, you can draft a high-quality compelling quotation email in a matter of seconds. One of its standout features is Text shortcuts. This feature allows you to save commonly used details like a general quotation of your services as 'snippets' and assign them shortcuts.


For instance, "!quotation" could automatically paste your standard service quotation into your emails. This saves you the time and effort of typing it all out each time, and allows you to push out multiple quotations in a short span of time, ensuring consistency and speed in your communication.


Watch the transformation of the shortcut below! Download MailMaestro now to explore more of our features.


quotation email with subject line


Sample situations and how to approach them:


New Client Request for a Quote


You've just received an inquiry from a potential client interested in your services. It's crucial to make a good first impression. Approach this by being professional and courteous, showing enthusiasm for their project, and providing a detailed and transparent quotation.


Example: "Dear [Client's Name], Thank you for considering our services for your project. We're excited about the possibility of working with you. Please find attached our detailed quotation for your review."


Sending a Revised Quote


The client has requested some changes to the initial quote, but you don't know how to send revised quotation to customer. This is a delicate situation, and your prompt response is equally important as you need to justify the changes without losing the client's trust. Be clear about the changes and why they were necessary.


Example: "Dear [Client's Name], Thank you for your feedback. Based on our recent discussion, I have revised our initial quotation. Please find the updated quote attached, explaining the necessary adjustments."


Quoting for a Large Project


The client has a big project and needs a detailed breakdown of costs. This can be overwhelming, but it's important to be thorough and transparent. Break down the costs in detail and explain each item.


Example: "Dear [Client's Name], Thank you for considering us for your large-scale project. We understand the importance of detailed planning and budgeting in such endeavors. Please find attached a detailed quotation, breaking down the costs involved."


Quote Request for a Long-term Contract


The client is considering a long-term contract. This is a great opportunity to secure steady business, but it's also a big commitment for the client. Highlight the benefits of a long-term partnership and provide a detailed quotation.


Example: "Dear [Client's Name], We appreciate your interest in a long-term contract. We believe that this arrangement will provide numerous benefits, including priority service and cost efficiency. Please find our detailed quotation attached, outlining the benefits of our partnership."


successful partnership with potential clients


🪄 MailMaestro tip:


Once you've filled in the recipient box and the placeholders, simply use MailMaestro's Improve existing email option and paste one of the drafts above into the text box. Make sure to select your preferred email tone and length. And just like that, you'll have a polished quotation email ready to send!


In conclusion, mastering the art of quotation emails can significantly improve your business communication and increase your chances of securing new clients. With MailMaestro, an AI email assistant powered with OpenAI capabilities, you can draft professional, clear, and concise quotation emails in no time. So why wait? Download MailMaestro today and take your email communication to the next level!

How to Send a Quotation Email to Clients | MailMaestro quotation email template & examples

11 oct 2023

So you've just received a request for a quote from a potential client, or you've need to circle back with your clients for a revised quotation. You know that your prompt response could be the deciding factor in whether or not you secure their business. The pressure is on to craft a quotation email that is professional, clear, and compelling. This is a common scenario in the business world, and mastering the art of crafting a detailed quotation and writing quotation emails is crucial.


A quotation email is a type of business email sent in response to a request for a quote by a potential client. It's usually sent out whenever you get a request for quotation or when your client sends you a revised quotation request email. It outlines the costs of the products or services requested, offering a clear breakdown of the pricing details which is especially important if you're a business owner. It's a critical part of the sales process, as it's often the first step in negotiating a deal.


Quotation emails are important because they set the tone for your business relationship with a potential client. They provide a clear and concise breakdown of your pricing, which helps to establish trust and transparency. Moreover, well-written quotation emails can help you stand out from your competitors and win more business, but above all else, a prompt response is still needed to make sure your clients stay impressed.


request for quotation


General tips on how to write quotation emails:


  1. Personalize your email


Although others go for a formal quotation email format that's traditionally used, by being able to address the recipient by their name and reference any previous conversations or meetings is equally powerful in the quotation process. This shows that you value their business and have taken the time to understand their needs and to get to know your clients on a deeper level.


  1. Include a call to action in your email body


Don't just send a quote and leave it at that. Encourage the recipient to take the next step, whether that's scheduling a call to discuss the quote in more detail, asking for further information, getting more contact details, getting them to check the payment terms, or request or asking them to confirm their acceptance -- the most important thing is to get them to take an action after reading your email.


This is a general rule in any email communication, especially in marketing and email campaigns.


  1. Add value


Keep in mind that you're mostly communicating with business owners. Part of the decision making process of a business owner is that you only want what will provide value to your business. So be sure to provide details that are relevant, valuable, and makes sense for them. Anything to help your clients make informed decisions.


Apart from listing your prices, explain why your product or service is worth the investment. Highlight what sets you apart from your competitors, such as superior quality, exceptional customer service, or innovative features.


While this may be an obvious advice, make no mistake because this makes a big difference between you and your competitors.


Need to write a quotation email faster? Use MailMaestro!


Part of the quotation process is being able to provide a comprehensive quotation quickly. If possible, all detailed specifications of the quotation are already captured in a single email. This helps you avoid the needless back-and-forth follow up email from your clients.


With MailMaestro, you can draft a high-quality compelling quotation email in a matter of seconds. One of its standout features is Text shortcuts. This feature allows you to save commonly used details like a general quotation of your services as 'snippets' and assign them shortcuts.


For instance, "!quotation" could automatically paste your standard service quotation into your emails. This saves you the time and effort of typing it all out each time, and allows you to push out multiple quotations in a short span of time, ensuring consistency and speed in your communication.


Watch the transformation of the shortcut below! Download MailMaestro now to explore more of our features.


quotation email with subject line


Sample situations and how to approach them:


New Client Request for a Quote


You've just received an inquiry from a potential client interested in your services. It's crucial to make a good first impression. Approach this by being professional and courteous, showing enthusiasm for their project, and providing a detailed and transparent quotation.


Example: "Dear [Client's Name], Thank you for considering our services for your project. We're excited about the possibility of working with you. Please find attached our detailed quotation for your review."


Sending a Revised Quote


The client has requested some changes to the initial quote, but you don't know how to send revised quotation to customer. This is a delicate situation, and your prompt response is equally important as you need to justify the changes without losing the client's trust. Be clear about the changes and why they were necessary.


Example: "Dear [Client's Name], Thank you for your feedback. Based on our recent discussion, I have revised our initial quotation. Please find the updated quote attached, explaining the necessary adjustments."


Quoting for a Large Project


The client has a big project and needs a detailed breakdown of costs. This can be overwhelming, but it's important to be thorough and transparent. Break down the costs in detail and explain each item.


Example: "Dear [Client's Name], Thank you for considering us for your large-scale project. We understand the importance of detailed planning and budgeting in such endeavors. Please find attached a detailed quotation, breaking down the costs involved."


Quote Request for a Long-term Contract


The client is considering a long-term contract. This is a great opportunity to secure steady business, but it's also a big commitment for the client. Highlight the benefits of a long-term partnership and provide a detailed quotation.


Example: "Dear [Client's Name], We appreciate your interest in a long-term contract. We believe that this arrangement will provide numerous benefits, including priority service and cost efficiency. Please find our detailed quotation attached, outlining the benefits of our partnership."


successful partnership with potential clients


🪄 MailMaestro tip:


Once you've filled in the recipient box and the placeholders, simply use MailMaestro's Improve existing email option and paste one of the drafts above into the text box. Make sure to select your preferred email tone and length. And just like that, you'll have a polished quotation email ready to send!


In conclusion, mastering the art of quotation emails can significantly improve your business communication and increase your chances of securing new clients. With MailMaestro, an AI email assistant powered with OpenAI capabilities, you can draft professional, clear, and concise quotation emails in no time. So why wait? Download MailMaestro today and take your email communication to the next level!

So you've just received a request for a quote from a potential client, or you've need to circle back with your clients for a revised quotation. You know that your prompt response could be the deciding factor in whether or not you secure their business. The pressure is on to craft a quotation email that is professional, clear, and compelling. This is a common scenario in the business world, and mastering the art of crafting a detailed quotation and writing quotation emails is crucial.


A quotation email is a type of business email sent in response to a request for a quote by a potential client. It's usually sent out whenever you get a request for quotation or when your client sends you a revised quotation request email. It outlines the costs of the products or services requested, offering a clear breakdown of the pricing details which is especially important if you're a business owner. It's a critical part of the sales process, as it's often the first step in negotiating a deal.


Quotation emails are important because they set the tone for your business relationship with a potential client. They provide a clear and concise breakdown of your pricing, which helps to establish trust and transparency. Moreover, well-written quotation emails can help you stand out from your competitors and win more business, but above all else, a prompt response is still needed to make sure your clients stay impressed.


request for quotation


General tips on how to write quotation emails:


  1. Personalize your email


Although others go for a formal quotation email format that's traditionally used, by being able to address the recipient by their name and reference any previous conversations or meetings is equally powerful in the quotation process. This shows that you value their business and have taken the time to understand their needs and to get to know your clients on a deeper level.


  1. Include a call to action in your email body


Don't just send a quote and leave it at that. Encourage the recipient to take the next step, whether that's scheduling a call to discuss the quote in more detail, asking for further information, getting more contact details, getting them to check the payment terms, or request or asking them to confirm their acceptance -- the most important thing is to get them to take an action after reading your email.


This is a general rule in any email communication, especially in marketing and email campaigns.


  1. Add value


Keep in mind that you're mostly communicating with business owners. Part of the decision making process of a business owner is that you only want what will provide value to your business. So be sure to provide details that are relevant, valuable, and makes sense for them. Anything to help your clients make informed decisions.


Apart from listing your prices, explain why your product or service is worth the investment. Highlight what sets you apart from your competitors, such as superior quality, exceptional customer service, or innovative features.


While this may be an obvious advice, make no mistake because this makes a big difference between you and your competitors.


Need to write a quotation email faster? Use MailMaestro!


Part of the quotation process is being able to provide a comprehensive quotation quickly. If possible, all detailed specifications of the quotation are already captured in a single email. This helps you avoid the needless back-and-forth follow up email from your clients.


With MailMaestro, you can draft a high-quality compelling quotation email in a matter of seconds. One of its standout features is Text shortcuts. This feature allows you to save commonly used details like a general quotation of your services as 'snippets' and assign them shortcuts.


For instance, "!quotation" could automatically paste your standard service quotation into your emails. This saves you the time and effort of typing it all out each time, and allows you to push out multiple quotations in a short span of time, ensuring consistency and speed in your communication.


Watch the transformation of the shortcut below! Download MailMaestro now to explore more of our features.


quotation email with subject line


Sample situations and how to approach them:


New Client Request for a Quote


You've just received an inquiry from a potential client interested in your services. It's crucial to make a good first impression. Approach this by being professional and courteous, showing enthusiasm for their project, and providing a detailed and transparent quotation.


Example: "Dear [Client's Name], Thank you for considering our services for your project. We're excited about the possibility of working with you. Please find attached our detailed quotation for your review."


Sending a Revised Quote


The client has requested some changes to the initial quote, but you don't know how to send revised quotation to customer. This is a delicate situation, and your prompt response is equally important as you need to justify the changes without losing the client's trust. Be clear about the changes and why they were necessary.


Example: "Dear [Client's Name], Thank you for your feedback. Based on our recent discussion, I have revised our initial quotation. Please find the updated quote attached, explaining the necessary adjustments."


Quoting for a Large Project


The client has a big project and needs a detailed breakdown of costs. This can be overwhelming, but it's important to be thorough and transparent. Break down the costs in detail and explain each item.


Example: "Dear [Client's Name], Thank you for considering us for your large-scale project. We understand the importance of detailed planning and budgeting in such endeavors. Please find attached a detailed quotation, breaking down the costs involved."


Quote Request for a Long-term Contract


The client is considering a long-term contract. This is a great opportunity to secure steady business, but it's also a big commitment for the client. Highlight the benefits of a long-term partnership and provide a detailed quotation.


Example: "Dear [Client's Name], We appreciate your interest in a long-term contract. We believe that this arrangement will provide numerous benefits, including priority service and cost efficiency. Please find our detailed quotation attached, outlining the benefits of our partnership."


successful partnership with potential clients


🪄 MailMaestro tip:


Once you've filled in the recipient box and the placeholders, simply use MailMaestro's Improve existing email option and paste one of the drafts above into the text box. Make sure to select your preferred email tone and length. And just like that, you'll have a polished quotation email ready to send!


In conclusion, mastering the art of quotation emails can significantly improve your business communication and increase your chances of securing new clients. With MailMaestro, an AI email assistant powered with OpenAI capabilities, you can draft professional, clear, and concise quotation emails in no time. So why wait? Download MailMaestro today and take your email communication to the next level!