How to Craft an Effective Mail for Quotation Request in 2025

You want to get the best price or service, so you need an effective mail for quotation request. Start with clear details and a polite tone. Make sure you include all the important information your supplier needs. Modern tools like Mails.ai and its AI Email Writer help you write faster and smarter. If you follow up and use automation, you will see better response rates and save time.

Key Takeaways

• Begin your quotation request email with a clear subject line. Use words like 'Request for Quotation' to get attention.

• Put all needed details in your email. List things like quantity and delivery place so there is no confusion.

• Give a deadline for replies. This helps suppliers focus on your request. It also keeps your project moving.

• Use templates to save time. Change them for each supplier to keep things clear and professional.

• Think about using tools like Mails.ai. They help you write faster and send follow-ups. They also make sure your emails have no mistakes.

Quotation Request Email Essentials

If you want a quote, you must send a clear mail for quotation request. You should know what to include so you get quick and correct replies.

Subject Line for Request Quotation Email

The subject line is what the recipient sees first. Make it easy to understand. They should know you want a quote. Some examples are:

• Request for Quotation: [Product/Service Name]

• Quotation Request for [Project or Item]

• Asking for a Quote: [Your Company Name]

Tip: Keep your subject line short. Make it specific. This helps your email get noticed.

Greeting and Introduction

Begin with a polite greeting. Use the person’s name if you have it. Say who you are and your company. This helps the recipient know why you are writing.

Example:

Hi [Recipient Name],

My name is [Your Name]. I work at [Your Company]. We want to know more about your [product/service].

Stating Your Request for Quotation

Say what you need right away. Tell them you want a quotation. Be clear about your request. You can write:

• I am writing to request a quotation for [product/service].

• We are interested in receiving a quote for [item/project].

This helps both you and the supplier save time.

Detailing Specifications and Requirements

Give all the details the supplier needs. List things like size, color, quantity, or other needs. If you forget something, you may get wrong information or need to send more emails.

Note: More details mean you get the right answer faster.

Example:

• Quantity: 500 units

• Size: Medium

• Delivery location: [Address]

• Special requirements: [Any specific needs]

Attaching Documents

Sometimes you need to send extra files. Attach things like product lists or drawings. Tell the recipient about these files in your email.

Example:

Please find attached our product specifications and delivery schedule.

Setting a Response Deadline

Tell the supplier when you need the quote. This helps them reply on time. You can say:

• Please send your quotation by [date].

• We would appreciate your response by [deadline].

A deadline helps your project stay on track.

Contact Information and Sign-Off

Finish your mail for quotation request with your contact info. Add your phone number and email. End with a polite closing like “Best regards” or “Sincerely,” then your name and job title.

Example:

Best regards,
[Your Name]
[Your Position]
[Your Company]
[Your Phone Number]
[Your Email Address]

Best Practices for Structuring a Mail for Quotation Request

• Use short paragraphs and bullet points.

• Always be polite and professional.

• Check your details before you send.

• Use a simple quotation email format.

• Tools like Mails.ai help you save time with templates.

Pro Tip: Mails.ai’s AI Email Writer can make your request quotation email fast. It helps you avoid mistakes and keeps your emails the same each time.

Sample Outline: Request Quotation Email Template

Here is a template for your next mail for quotation request:

Subject: Quotation Request for [Product/Service Name]

Hi [Recipient Name],

My name is [Your Name] from [Your Company]. I am reaching out to request a quotation for [product/service].

Here are the details:
- Quantity: [number]
- Specifications: [details]
- Delivery location: [address]
- Special requirements: [any specific needs]

Please find attached [list of documents].

We would appreciate your quote by [date]. If you need more information, feel free to contact me at [phone/email].

Thank you for your time.

Best regards,
[Your Name]
[Your Position]
[Your Company]
[Your Contact Information]

This template has all the important parts of a mail for quotation request. You can change it to fit your needs. If you use Mails.ai, you can save this template and send follow-ups automatically.

Remember: A good mail for quotation request makes it easy for suppliers to reply. You get better deals and your projects move forward.

Best Practices for Writing a Request Quotation Email

Clarity and Professional Tone

You want your email to get noticed. Use clear words so people know what you need. Write short sentences. Do not use hard words or confusing language. Simple messages help everyone understand.

Be polite in your email. Start with a nice greeting. Say "please" and "thank you." Respect the person’s time. Being professional helps people trust you. It also makes them reply faster.

Here are some easy tips for writing clearly and politely:

• Say why you are writing at the start.

• Use bullet points for details.

• Check names and facts before sending.

• Do not use slang or short forms.

• Finish with a kind closing.

If you use these tips, suppliers can answer your email easily.

Customizable Templates for Request for Quotation

Templates help you save time. You can use a template for every email. Change the details for each supplier. This keeps your emails neat and professional.

A good template has all the important parts. Add your company name, product info, and deadline. Using a template helps you remember everything.

Here is a simple template you can use:

Subject: Request for Quotation – [Product/Service Name]

Hi [Recipient Name],

I am asking for a quotation for [product/service]. Here are the details:
- Quantity: [number]
- Specifications: [details]
- Delivery location: [address]
- Special requirements: [any specific needs]

Please send your quote by [date]. If you need more information, contact me at [phone/email].

Thank you!

Best regards,
[Your Name]
[Your Position]
[Your Company]

You can keep this template and use it again. This helps you stay neat and professional.

Using Mails.ai AI Email Writer for Quotation Requests

Mails.ai’s AI Email Writer can help you write emails faster. You type in your details. The AI makes a full email for you.

Mails.ai helps you avoid mistakes. The AI checks your spelling and grammar. It also makes sure your message is easy to read. You can make different emails to see which one works best.

Here is how you use Mails.ai for your next email:

• Open Mails.ai and pick the AI Email Writer.

• Type in your product info, quantity, and deadline.

• Let the AI write your email.

• Check and change the email if you want.

• Save the template for later.

Mails.ai can send reminders if you do not get a reply. This means you always get the info you need.

If you use these best practices, you will get answers faster. You save time and make fewer mistakes. Your emails look professional. Tools like Mails.ai help you write good emails and manage your work.

Follow-Up Strategies for Quotation Request Emails

Timing Your Follow-Up

You sent your mail for quotation request, but you have not heard back. What should you do next? You should wait two to three business days before you follow up on a quote request. This gives the supplier enough time to review your request for quotation and prepare a response. If you need the information quickly, you can mention your deadline in your original request quotation email. Always check your spam folder before sending a follow-up. Sometimes, replies get lost there.

Tip: Set a reminder on your calendar so you do not forget to follow up. This helps you stay organized and shows you care about the response.

Polite Follow-Up Email Example

When you write a follow-up, keep your message short and friendly. Remind the supplier about your original quote request email. Ask if they need more details or if they have any updates. Here is a simple template you can use:

Subject: Follow-Up on Quotation Request for [Product/Service Name]

Hi [Recipient Name],

I am following up on my previous request for specific information about [product/service]. I wanted to check if you need any more details to prepare the quotation. Please let me know if you have any questions or updates.

Thank you for your time.

Best regards,  
[Your Name]

This quotation email format keeps things clear and polite. You show respect for their time and make it easy for them to reply.

Automated Follow-Ups with Mails.ai

You do not have to remember every follow-up. Mails.ai can help you automate this process. When you use Mails.ai, you can set up automatic reminders for your quotation request. The platform tracks replies and sends a follow-up if you do not get a response. You can even personalize each follow-up so it matches your professional email style. This saves you time and helps you get answers faster.

With Mails.ai, you can detail your requirements once and let the system handle the rest. The tool keeps your quotation email body consistent and ensures you never miss a chance when requesting a quotation or asking for a quote. Automated follow-ups help you manage every key detail to include in your outreach, so you always look professional when requesting a quote.

You now know how to write a strong quotation request email. Start with clear details and a friendly tone. Use templates to save time. Mails.ai helps you automate your emails, personalize each message, and track replies. You get unlimited email accounts, free verification, and smart follow-ups. Try Mails.ai today and see how easy email outreach can be. 🚀 Get started for free!

FAQ

How do I make my quotation request email stand out?

You can use a clear subject line and add all the details. Try bullet points for easy reading. Use a friendly greeting. Mails.ai helps you create unique emails with AI, so your message gets noticed.

Tip: Personalize your email for each supplier.

What should I do if I don’t get a reply?

Wait two or three days. Send a polite follow-up. You can use Mails.ai to automate reminders. Always check your spam folder before you send another email.

• Set a calendar reminder

• Use a short, friendly message

Can I use templates for every quotation request?

Yes! Templates save you time and keep your emails neat. You can change details for each request. Mails.ai lets you create and store templates, so you never forget important info.

How does Mails.ai help with email deliverability?

Mails.ai uses inbox rotation, email warmup, and verification. These tools keep your emails out of spam. You reach more suppliers and get better replies.

Note: Good deliverability means your emails land in the inbox, not junk.

Is it safe to send attachments in a quotation request email?

Yes, you can attach files like specs or drawings. Make sure your files are not too large. Tell the supplier what you attached in your email.

Please find attached our product list and delivery schedule.