You want to write a good quotation request email for your business. This helps you get fast and correct replies. Start with a clear and professional message. Make sure you add every detail the other person needs. Many businesses have some common problems. These include low open rates, spam filters, and needing professional personalization. If your email looks plain or is not professional, it can go to spam or be ignored. Tools like Mails.ai and the AI Email Writer help you write better emails. They also help your emails get delivered. When you use a professional style, you make a strong impression. This helps you get the quote you want. Focus on good content and making sure your email gets delivered. This gives you the best results. Here is a professional quotation request example to help you.
Common challenges in 2025:
Not many people open your professional email.
Spam filters block unprofessional emails.
Your professional email does not feel personal enough.
Key Takeaways
Begin your quotation request email with a clear subject line. This helps get attention.
Add all needed details like product specifications, amounts, and deadlines. This helps you get correct answers.
Make your email personal so it stands out. This makes people open it more and reply faster.
Give a clear deadline for answers. This keeps your project on time and shows you respect the supplier's time.
If you do not get a reply, follow up in a polite way. This can help you get a response.
Getting Started with Quote Requests
Define Your Needs
Before you send a quote request, you need to know exactly what your business wants. Start by listing the products or services you want to buy. Write down the quantities, any special features, and the deadline for delivery. If your business needs a service, think about the number of hours or the project scope. Set clear goals for your quote request. This helps the supplier understand your business needs and reply with an accurate request for quotation.
Tip: The more details you give in your quote request, the faster you get the right answer.
Gather Details
Now, collect all the important information your business needs for the quote request. Make sure you have these ready:
Your business name and contact info.
A short description of your business and what you do.
The exact items or services you want in your request for quotation.
Any technical specs or special requirements.
The quantity you need.
Your budget range, if you have one.
The timeline for delivery or project completion.
Any documents, case studies, or testimonials that support your business.
Having all this information makes your quote request email clear and complete. It also shows the supplier that your business is serious.
Choose the Right Contact
You want your quote request to reach the right person in the other business. Look for someone who can make decisions about your request for quotation. Check the company’s website or call their office to find the right contact. Pick a supplier who has a good reputation, delivers on time, and meets your business standards. Make sure the supplier follows all legal rules and respects privacy. Always include your business name, a physical address, and an easy way to unsubscribe in your email.
Note: Sending your quote request to the right person saves your business time and gets you a faster reply.
How to Write a Quote Request Email
Writing a good quote request email helps your business get quick and correct answers. You want your email to be noticed. Make it simple for the supplier to reply. Let’s look at each part of the quotation request email so you can follow easy steps.
Subject Line and Greeting
Begin your quote request with a strong subject line. This is what the person sees first. It should be clear, short, and to the point. A good subject line tells the supplier what your business needs.
Here’s a table with the main parts of a subject line and some examples:
Essential Component | Description |
|---|---|
Clarity | The subject line should clearly show the email's purpose. |
Conciseness | Keep it brief so it’s easy to read. |
Specific Details | Add the product/service name and deadline if possible. |
Examples of Effective Lines | Quotation Request: [Product/Service Name] - [Your Company Name] |
Request for Quotation - [Your Company Name] - Deadline: [Date] | |
Inquiry Regarding [Product/Service Name] Pricing | |
Quotation for [Product/Service Name] - Ref: Your Request | |
Response to Quotation Request - [Your Company Name] |
After the subject line, use a polite greeting. This makes your email sound professional. If you write to a manager or boss, use a formal greeting like “Dear Mr. Smith” or “Dear Ms. Williams.” Use last names unless they say you can use their first name. Formal greetings show you are serious and respectful in business.
Use formal greetings for important clients or top officials.
Use casual greetings for coworkers, but not in business quote requests.
State Your Purpose
You want the supplier to know why you are writing. Say your reason right away in the email. Use simple words so there is no confusion.
Here’s a table with phrases you can use:
Effective Phrase | Purpose |
|---|---|
I would like to request a quotation for... | Shows you want a quote for a product or service. |
Could you please provide pricing for... | Asks for specific pricing information. |
We are interested in... | Tells the supplier your business wants details. |
You can start your email with one of these phrases. For example, “I would like to request a quotation for 500 units of your Model X printer.” This helps the supplier know what your business needs right away.
Organize Information Clearly
A clear quote request makes it easy for the supplier to answer. Use short paragraphs and bullet points to keep things simple. This makes your email easy to read and look professional.
Here are some best ways to organize your quotation request email:
Best Practice | Description |
|---|---|
Clear Subject Line | Use a precise subject line to show the email’s purpose. |
Your Company's Information | Add your business name, address, and contact details. |
Client's Details | Personalize the email with the recipient’s name and company. |
Quotation Number | Use a unique number for tracking if needed. |
Detailed Description of Goods/Services | List what you want, including specs and quantities. |
Price and Any Applicable Discounts | Ask for prices and mention if you expect any discounts. |
Payment Terms | State how you plan to pay and any policies. |
Validity of the Quotation | Ask how long the quote will be valid. |
Call to Action | Encourage a quick reply with a strong call to action. |
Tip: Use bullet points or tables in your quotation email body. This makes your quote request easy to read.
Here’s an example of how you can organize your information:
Your business name and contact info
Product or service details (include specs and quantities)
Delivery timeline
Payment terms
Any special requirements
Request for discounts or offers
Short paragraphs and bullet points help the supplier read your email fast. Make your message personal for each person. Always end with a polite closing and your contact details.
If you want to save time and make your quote request better, try Mails.ai’s AI Email Writer. It helps you write personal, high-quality emails in seconds. You just type in your business needs, and the AI makes a professional quotation request email for you.
Set Response Expectations
You want the supplier to reply on time. Tell them when you need a reply in your quote request. Ask for a response by a certain date. This helps your business stay on track and plan well.
Here are some ways to ask for a reply:
“I would appreciate receiving your quotation by June 15.”
“Please let me know if you’re able to provide the requested information by Friday.”
“We hope to receive your quote request reply within five business days.”
Setting a deadline helps you get answers faster. It also shows you respect the supplier’s time.
Use strong call-to-action words to get a quick reply. Here are some examples:
Type of Phrase | Example Phrases |
|---|---|
Persuasive Words | new, free, because, results, guarantee, your, my |
Urgency Phrases | now, immediately, hurry, offer ends on, last chance, today only, while supplies last, closing soon, limited supply |
Exclusivity Phrases | exclusive access, limited spots, only available, members only, now closed, request an invitation |
You can say, “Please reply now to secure your spot,” or “This offer ends on June 20.” These words make people reply faster to your quotation request email.
If you follow these steps, you will know how to write a quote that gets noticed. Your business will stand out, and you will get correct quotes quickly. Mails.ai’s AI Email Writer can help you make the best quotation email and organize your email for great results.
Effective Quote Request Email Best Practices
Personalization with AI Email Writer
You want your quote request to get noticed. Personalization helps your email stand out. Mails.ai’s AI Email Writer lets you write a business quote that feels special. You do more than use the person’s name. You change your message for each business and person. You talk about their company and what they need. You can even mention things they did before. Personalized quote request emails get more attention. They are opened 29% more and get 41% more clicks. You show the supplier you care about their time and offer. This helps you get a faster answer to your business quotation.
Tip: Use facts from the supplier’s website or old talks in your quote request. This makes your business quote feel real.
Avoiding Common Mistakes
Many businesses make easy mistakes when sending a quote request. These mistakes can lower your chances of getting a reply. Here are some things you should not do:
Vague calls-to-action make it hard for the supplier to reply.
No personalization makes your quote request seem boring.
Too casual sign-offs make your business quote look less important.
You want your business quotation to be clear and simple. Use action words in your request. Put your call-to-action where it is easy to find. Make sure your quote request email looks neat and professional. Mails.ai can help you check your email for these mistakes before you send it.
Mistake | Impact on Business |
|---|---|
Generic quote request | Low open rates |
No personalization | Lower click rates |
Weak call-to-action | Poor response |
Following Up Professionally
You should always send a follow-up after your quote request. The right timing is important. Send your follow-up email in 24-48 hours. Use a friendly and professional tone. Talk about your first business quotation and mention any details from your first email. This shows you care about the supplier’s answer. Automated follow-ups from Mails.ai can double your replies. You can set your follow-up to send at the best time, like mid-morning or mid-week. Clear calls-to-action in your follow-up can raise conversions by 161%. When you follow up, you help your business get the quote it needs faster.
Note: Watch your open rates, click rates, and conversion rates for each quote request. This helps you learn what works best for your business.
Quotation Request Example and Template
Sample Email Template
You might wonder what a strong quotation request example looks like. A good quote template helps your business get fast and clear replies. Here’s a simple quote template you can use for your next email:
Description | |
|---|---|
Subject line | Make it clear and professional. Say it is a quotation request and add details. |
Email body | List what you need, your terms, and use bullet points or a table for clarity. |
Sign-off | Thank the person, share next steps, and add your contact details. |
Here’s a quotation request example you can copy:
Subject: Quotation Request for [Product/Service Name] – [Your Business Name]
Dear [Supplier Name],
I hope this email finds you well. I would like to request a quotation for the following items:
- Product/Service: [List items or services]
- Quantity: [Number]
- Delivery timeline: [Date]
- Special requirements: [Any details]
Please include your best price, payment terms, and the validity of the quote. If you need more information, let me know.
Thank you for your time. I look forward to your reply.
Best regards,
[Your Name]
[Your Business Name]
[Your Contact Information]
This quote template keeps your email simple and easy to read. You can use this template for any business need.
Customizing for Your Business
You can change this quote template to fit your business or industry. Try these steps:
Add your logo and brand colors to the template.
Pick the right currency for your customer.
Share your business email, phone, and website.
Attach extra files or details if needed.
If you want to save time, Mails.ai lets you create and send a personalized quotation request example at scale. You can use the AI Email Writer to fill in your business details and send a custom quote template to every supplier. This helps your business look professional and get more replies.
To write a good quotation request email, follow these easy steps:
Pick a subject line that is clear.
Begin with a greeting that uses the person’s name.
Tell who you are and what your business does.
Say what you need in a simple way.
Give all the details the supplier needs.
Tell when you want a reply.
Ask the supplier to do something, like reply or send prices.
End your email in a polite and professional way.
Being clear and professional helps people trust you. It also helps you get answers faster. Mails.ai can help you send emails to many people at once. It lets you make each email personal. It also helps your emails get to the right inbox.
Mails.ai gives you:
As many email accounts as you want
Two ways to warm up your emails
Free checking of email addresses
Switching inboxes to avoid problems
Content made by AI
Do you want your business to grow? Try Mails.ai for free today at Mails.ai! 🚀
FAQ
How do I make my email stand out when requesting a quote?
You want your email to grab attention. Use a clear subject line. Personalize your message. Add all the details suppliers need. Keep your email short and easy to read.
Can I send the same email template to different suppliers?
You can use one template, but change each email for the supplier. Add their name and company details. This helps your email feel personal and gets better replies.
What should I do if I don’t get a reply to my email?
Wait a day or two. Send a friendly follow-up email. Remind the supplier about your first email. Ask if they need more information. Automated follow-ups can help you save time.
Is it safe to include payment terms in my email?
Yes, you can share payment terms in your email. This helps suppliers know what you expect. Always keep your email professional and clear.
How does Mails.ai help with email deliverability?
Mails.ai uses smart tools to keep your email out of spam. It warms up your inbox, rotates accounts, and checks addresses. You get better inbox placement and more replies.
Share this post