In the world of business, sending a quotation to a potential client can be a critical step towards securing a deal. However, crafting the perfect email that will capture the client’s attention and drive them to action can often be a tricky proposition. Fear not, for those seeking guidance on how to create the perfect quotation email, you have come to the right place.
Below, you’ll find sample emails that can be used as a guide, or edited to fit your own unique business needs. These emails are designed to help you showcase your goods or services in the most compelling way possible. Whether you’re a seasoned sales professional or a new entrepreneur just starting out, these templates will provide you with the tools you need to succeed.
Before diving into the samples, it’s important to bear in mind the power of personalization. Generic emails that lack a personal touch can often be overlooked by potential clients. Take the time to research your client and tailor your email accordingly. A personalized email will help you establish a connection with your client, and increase the likelihood of a positive outcome.
With that said, let’s dive into the samples and see how you can use them to create your own winning quotation emails.
The Best Structure for Sample Email for Sending Quotation to Client
When it comes to sending a quotation to a client, there are a few important things to keep in mind. First and foremost, the email should be professional and clearly convey the details of the quotation. Secondly, it should be easy to read and understand, so that the client understands exactly what they are being asked to pay for.
To achieve these goals, the email should be organized in a specific way. Here is an outline of the best structure for sample email for sending quotation to client:
1. Start with a Greeting
Begin the email by addressing the client by name and offering a friendly greeting. This helps to establish a positive tone and allows you to start the email on a personal note. For example:
Dear Mr. Jones,
2. Introduce the Quotation
Next, introduce the quotation and provide a clear explanation of what it includes. This may include a breakdown of products or services being offered, as well as the price. For example:
I am pleased to provide a quotation for the following:
- Product A – 10 units at $50 per unit
- Service B – 20 hours at $75 per hour
- Shipping and Handling – $50
3. Highlight Value Added Services
If there are value added services that may be of interest to the client, be sure to highlight them in this section. For example:
In addition to the above products and services, we also offer a complimentary consultation to help you get the most out of your purchase. This includes a one-hour session with one of our experienced team members at no extra cost.
4. Include Terms and Conditions
It is important to be clear about the terms and conditions of the quotation, including payment details and any necessary deadlines. For example:
All products and services are payable within 30 days of receipt of invoice. Late payments will incur a fee of 5% per month, with a minimum fee of $100. Full payment must be received by [date] in order to secure your purchase.
5. Close with a Call to Action
Finally, close the email with a call to action that encourages the client to take the next step. This may include a specific request to contact you, or a link to complete the purchase online. For example:
If you have any questions or would like to proceed with this quotation, please let us know at your earliest convenience. You can also purchase these products and services directly through our website by clicking on the link below:
By following this structure, your email will be professional, easy to read, and effective at conveying the details of the quotation. Good luck!
Email Templates for Sending Quotations to Clients
Quotation for Website Development Services
Dear [Client’s Name],
We are excited to provide you with a quote for our exceptional website development services. Our experienced team can build a website that aligns with your business objectives and meets the unique needs of your customers.
The proposed package includes website design, development, testing and implementation, and we can assure you of a high-quality end result that will be delivered within the agreed timeline and budget.
We would be delighted to discuss the quotation in further detail with you, and look forward to working together on this exciting project.
Best regards,
[Your Name]
Quotation for Social Media Marketing Services
Dear [Client’s Name],
We are pleased to send you a quote for our effective social media marketing services that will boost your online presence and engage your target audience. Our experienced team will develop and execute a customized social media strategy to achieve your business objectives, while keeping you updated on our progress and results.
The package includes social media optimization, posting, advertising, and data analysis, all of which will be tailored to your specific business needs and budget.
Please let us know if you have any questions or if you need more information about the quotation.
Best regards,
[Your Name]
Quotation for Graphic Design Services
Dear [Client’s Name],
We are thrilled to provide you with a quote for our creative and professional graphic design services. Our talented team will bring your vision to life with eye-catching designs that will elevate your brand and captivate your audience.
The package includes logo design, branding, packaging design and brochure design, all of which will be customized to suit your unique business needs and goals.
We would be happy to discuss the quotation and provide you with more information about our services.
Best regards,
[Your Name]
Quotation for Content Writing Services
Dear [Client’s Name],
We are delighted to provide you with a quote for our high-quality and engaging content writing services. Our experienced team of writers will develop compelling content that aligns with your brand voice and meets the needs of your target audience.
The package includes blog posts, social media content, product descriptions, and website copy, all of which will be optimized for SEO and delivered within the agreed timeframe and budget.
We would be happy to discuss the quotation and answer any questions you may have about our services.
Best regards,
[Your Name]
Quotation for Video Production Services
Dear [Client’s Name],
We are excited to send you a quote for our professional and creative video production services. Our expert team will create high-quality videos that will tell your brand story, engage your audience and generate leads for your business.
The package includes video concept development, script writing, filming, editing, and post-production, and we can guarantee a final result that exceeds your expectations.
Please do not hesitate to contact us should you have any questions or need any further information about the quotation.
Best regards,
[Your Name]
Quotation for App Development Services
Dear [Client’s Name],
We are pleased to provide you with a quote for our exceptional app development services. Our experienced team of developers will create a customized app that aligns with your business objectives while ensuring a smooth and user-friendly experience.
The package includes app design, development, testing, and implementation for both Android and iOS platforms.
We would be happy to discuss the quotation and answer any questions you may have about our services.
Best regards,
[Your Name]
Quotation for SEO Services
Dear [Client’s Name],
We are thrilled to provide you with a quote for our effective and reliable SEO services that will drive more traffic to your website and increase your online visibility.
The package includes keyword research, on-page optimization, off-page optimization, and analytics tracking, all of which will be tailored to your specific business needs and budget.
We would be happy to discuss the quotation and answer any questions you may have about our services.
Best regards,
[Your Name]
Tips for Writing an Effective Quotation Email to a Client
When sending a quotation email to a client, it is important to make a good impression and convey professionalism. Here are some tips to help you write an effective email that will capture the attention of your potential client:
1. Keep it concise and to the point. Your email should be clear and succinct. Avoid long-winded introductions and stick to the essential information. The client should be able to quickly understand what you are offering and how much it will cost.
2. Personalize your email. Address your client by name and make sure that your tone is friendly and professional. Personalizing your email will help establish a connection with your potential client and make it more likely that they will choose to do business with you.
3. Use bullet points. Using bullet points can help organize the information in your email and make it more visually appealing. This will also make it easier for the client to quickly understand the scope of your services and associated costs.
4. Include a call-to-action. Clearly state what you want the client to do next, whether that is to confirm the quotation, ask for more information, or schedule a follow-up meeting. A clear call-to-action will help move the conversation forward and increase the chances of closing the deal.
5. Proofread your email. Before sending your quotation email, make sure to carefully proofread it for spelling and grammar errors. A well-written email without errors will demonstrate attention to detail and professionalism, and will help build trust with the client.
By following these tips, you can write an effective email that will help you win potential clients and grow your business.
FAQs for sending quotation to client
What is a sample email for sending a quotation to a client?
A sample email for sending a quotation to a client is a template email that you can customize for your specific business and client needs. It should include all the necessary information about your products or services and the pricing details.
What should I include in a quotation email?
A quotation email should include the product or service details, pricing information, any applicable discounts or promotions, and your contact information in case the client has any questions or concerns. You can also add a personalized message or introduction to the email.
How do I write a professional quotation email?
To write a professional quotation email, use a formal tone and language, provide clear and concise information, and ensure that you have proofread your email for any errors or mistakes. It’s also important to customize the email to the client’s specific needs and requirements.
What is the best time to send a quotation email to a client?
The best time to send a quotation email to a client is when they have expressed interest in your products or services and when they are actively looking for solutions to their needs or problems. This could be after an initial consultation or when they have requested a quote from you.
How soon should I send a quotation email to a client?
You should send a quotation email to a client as soon as possible after they have expressed interest in your products or services or after they have requested a quote from you. This shows that you are efficient, organized, and responsive to their needs.
Can I follow up on a quotation email?
Yes, you can follow up on a quotation email if you haven’t received a response from the client after a reasonable amount of time. You can send a polite reminder email or call them to check if they have any questions or concerns about the quotation.
What should I do if the client rejects the quotation?
If the client rejects the quotation, you can ask for feedback to find out why they decided not to proceed with your products or services. This can help you improve your offerings or pricing in the future. You can also ask if they would be interested in other products or services that you offer.
Can I negotiate the pricing details in a quotation email?
Yes, you can negotiate the pricing details in a quotation email if the client has any concerns or if you have some flexibility in your pricing structure. Be open to discussing the client’s needs and budget and find a mutually beneficial solution.
Should I attach the quotation to the email or include it in the body of the email?
You can do both, depending on the client’s preference and your business needs. Attaching the quotation as a separate document can make it easier for the client to review and share it with others. Including the quotation in the body of the email can make it more accessible and convenient for the client.
Time to Hit “Send”!
Now that you have a solid email draft to send your client, it’s time to hit “send” and wait for their response. Remember, if they have any questions or concerns about the quotation, don’t hesitate to follow up and clarify. And if you found this article helpful, be sure to check back in for more tips and tricks on how to grow and improve your business. Thanks for reading!