If you want your quotation to be noticed in 2025, you must make your quote request clear. It should also be specific and look professional. Every quotation should not cause any confusion. Using AI-powered tools like Mails.ai’s AI Email Writer can help you. These tools let you make personalized quotation messages. They also help you automate each quote request. Here is a quick look at how AI helps your quotation process:
What AI Improves | How It Helps Your Quotation |
|---|---|
Aims each quotation at the right person | |
Sends your request on time, every time | |
Predictive Analytics | Chooses the best time for your quotation |
Segmentation | Points your quote at the right group |
Performance Analysis | Makes your next quotation better |
Industry leaders now use automation to handle every quotation and request faster. You can use templates to save time and stop mistakes. When you send a quote request email sample that uses these tips, you get faster and more accurate answers for every quotation.
Key Takeaways
Use a clear subject line to get attention. A good subject line helps your email get opened more.
Add the person's name and details to your email. This makes your request feel special. It also helps you get more replies.
Give lots of information about what you need. Clear details help suppliers give the right quotes.
Set a deadline for answers to keep your project moving. A clear timeline helps suppliers reply faster.
Use AI tools like Mails.ai to make your quote requests easier. This saves time and helps stop mistakes.
Subject Line Essentials
Writing a Quotation Email Subject
The subject line is what people see first in their inbox. If you want your quote request to stand out, make the subject clear and simple. A good subject helps your email get noticed.
When sending emails to new people, open rate is very important. Almost half of people open emails just by reading the subject line.
Your subject should match your quotation mail format. Use easy words that show you are asking for a quote. Here are some examples you can use:
Request for Quotation: [Product/Service Name]
Quotation Request for [Company Name]
Need a Quote for [Project/Service]
Keep your subject short so it fits on phones. A good subject is easy to read and understand. If you pick the right subject, more people will reply.
Mails.ai’s AI Email Writer can help you pick the best subject. The tool uses AI to give you ideas that fit your quotation mail format. It also helps you get more people to open your email. You can save time and make fewer mistakes with AI subjects.
Personalization Tips
You can make your subject better by adding something personal. People like seeing their name or company in the subject. This makes your email feel special and not like a group message.
Use CRM data to make subjects personal.
Add the recipient's name for a friendly touch.
Try using popular culture to get attention.
Make sure your subject is short and works on phones.
Personalized subjects really work. Emails with names in the subject are opened more often. If you use the person’s last name, your email can get even more attention. Big brands like Netflix and Amazon use names and details to get people interested.
In 2025, using AI to make subjects personal and short for phones is important. A great subject can help more people open your email. With Mails.ai, you can let the AI Email Writer do the work. This way, your quote request always looks new and fits the person you send it to.
Email Structure and Format
A good quotation email helps you get answers faster. It also makes sure the answers are correct. Your request should look neat and be simple to read. Let’s look at the best way to set up a quote request.
Description | |
|---|---|
Opening greeting and introduction | Begin with a kind greeting. Use the person’s name. Say if you talked before or how you found them. |
Detailed product/service description | Explain what you need. List the product details, service info, and any special needs. |
Pricing breakdown and terms | Ask for a clear price. Include things like discounts, taxes, and how you will pay. |
Call-to-action and next steps | Tell them what you want them to do next. Give your contact info for questions. |
Greeting and Introduction
Start your email with a friendly hello. Use the person’s name if you know it. This makes your message feel special. You can say if you talked before or how you found their business. A short intro helps set the mood for your request. For example:
Hi Sarah,
I hope you are well. I am writing to ask for a quote for your web design services.
Adding a name to your greeting helps people reply. AI tools like Mails.ai let you add names, company info, and even things the person likes. This saves you time and makes each email feel different. Using more than one personal detail can double your reply rate. Mails.ai’s AI Email Writer finds info fast, so you do not need to search for hours.
Stating Your Request for Quotation
After you say hello, tell them what you need. Be clear about what you want a quote for. Use short sentences and bullet points to list what you need. This makes your email easy to read. Here is a simple way to set up your email:
Product or service name
How many or how much you need
When you need it
Quality you expect
Any special rules
Use simple and polite words. Clear requests help suppliers give you the right price. Short and clear words show you are professional and polite. This makes suppliers want to answer fast. Mails.ai can help you do this, so your email is always clear and neat.
Tip: Check your email for mistakes before you send it. A clean and correct email shows you care about your request.
Detailing Requirements Clearly
When you want a fast and accurate response to your quotation email, you need to give clear and complete information. The more details you share, the easier it is for the supplier to send you the right quote. Let’s break down how you can do this in your quote request emails.
Product and Service Details
You should always start with a detailed description of what you need. If you want a quotation for cost details, you must be specific. This helps avoid confusion and saves time for both you and the supplier.
Here’s a simple checklist for your quotation email:
Write the product or service name.
Give a detailed description of what you want.
List the quantity you need.
Share the delivery location and timeline.
Add any technical specifications or special requirements.
Tip: The more details you add, the more accurate your quotation will be. Suppliers can’t guess what you want. If you want a comprehensive quote, you must give them everything they need.
Here’s a table to show why each detail matters in quote request emails:
Required Detail | Importance |
|---|---|
Products needed | Makes sure the quotation matches your needs. |
Quantity | Helps with accurate pricing and stock checks. |
Estimated Time of Arrival (ETA) | Lets you plan for delivery and avoid delays. |
Transport expenses | Shows the full cost in your quotation for cost details. |
Contact person | Makes follow-up easy for both sides. |
Address | Needed for shipping and delivery in the quotation. |
Request for discount | Opens the door for better pricing in your detailed quotation. |
If you want a quotation from a supplier or a quotation from a vendor, always double-check your quote details. A clear description helps you get the right quotation the first time.
Pricing and Terms
Now, let’s talk about pricing. You want your quotation email to ask for clear pricing and terms. This step is key if you want to compare quotes from different suppliers.
Here’s what you should include in your request:
Ask for a full pricing breakdown. This means you want to see the price per item, taxes, shipping, and any extra fees.
Request information about payment terms. For example, do you pay before delivery or after?
Ask about discounts or special offers. Sometimes, suppliers give better pricing if you order more.
Set a deadline for the quotation. This helps you get answers on time.
Note: If you have bought similar products before, mention past pricing. This helps set fair expectations for your new quotation.
When you send quote request emails, always make your pricing questions clear. You want to avoid surprises later. If you need a quotation for cost details, say so in your email. This way, the supplier knows you want a detailed quotation, not just a rough estimate.
Attachments and References
Attachments can make your quotation email even better. If you have product drawings, photos, or a detailed description, add them to your email. This helps the supplier understand your request and send a more accurate quote.
Here’s what you can attach:
Product specifications or diagrams
Photos or reference images
Past invoices or quotations for comparison
A list of technical requirements
Pro Tip: Always mention in your email that you have attached extra files. This shows you care about getting the right quotation.
You can also add references to past projects or suppliers. If you want a quotation that matches a previous order, include that information. This helps the supplier match your needs and avoid mistakes.
Setting a deadline for your quotation is smart. Tell the supplier when you need the quote. This keeps your project on track and helps you make decisions faster.
Mails.ai’s AI Email Writer can help you with all these steps. The tool uses advanced language processing to create a customized quotation email draft. You can add your own details, and the AI will make sure your quote request emails are clear and relevant. This means you spend less time writing and more time getting the right quotation.
If you want your quotation email to stand out in 2025, focus on clear quote details, full pricing, and helpful attachments. With the right tools and a little effort, you can get the best detailed quotation every time.
Sample and Best Practices
Quote Request Email Sample
You want your quote request email to look good and get fast replies. Here is a sample you can use in 2025. This example helps you ask for a quote from a vendor or supplier. You can change the details to match what you need.
Subject: Request for Quotation – Office Chairs for ABC Inc.
Hi [Supplier Name],
My name is [Your Name] from ABC Inc. I am writing to request a quotation for 50 ergonomic office chairs. Please include details about pricing, discounts, delivery time, and payment terms. I have attached a document with specifications and photos for reference.
Could you send your quotation email by June 10, 2025? If you need more information, you can reach me at [Your Email] or [Your Phone Number].
Thank you for your quick response.
Best regards,
[Your Name]
[Your Position]
ABC Inc.
Here is a table that shows the main things you should put in your sample quote request emails:
Key Element | Description |
|---|---|
Clear Subject Line | Tells what your quote request email is about. |
Your Company's Information | Lets the vendor know who you are. |
Client's Details | Makes the quote email feel personal. |
Quotation Number | Helps you keep track of your request. |
Detailed Description of Goods/Services | Explains what you want in the quote. |
Price and Any Applicable Discounts | Lists costs and any savings in the quote. |
Payment Terms | Shares how you plan to pay for the quote. |
Validity of the Quotation | Says how long the quote is good for. |
Call to Action | Asks the vendor to reply to your quote request email. |
Best Practices for Quote Request Emails
You want your quote request email to be easy to read and clear. Here are some best ways to write good quote request emails:
Use a clear subject line in your quote email.
Start with a polite hello and use the person’s name.
Tell who you are and your company in the quote request email.
Ask for a quote early in the email.
Give a clear description of what you need in the quote.
Attach documents or photos that help explain your request.
Set a deadline for the vendor to reply to your quote email.
Share your contact details for questions about the quote.
End with a polite closing.
Tip: Always check your quote request email for spelling and grammar mistakes. A good quote request shows you care about details.
Here is a table with mistakes you should not make in your quote request email:
Mistake Type | Description |
|---|---|
Informal Tone | Keep your quote email formal and professional. |
Vague Language | Be clear in your quote request email. |
Passive Voice | Use active voice in your quote email so it is clear. |
Spelling and Grammar Errors | Check your quote request email before you send it. |
Poor Organization | Plan your quote request email so it is easy to follow. |
Mails.ai helps you send good quote request emails that get delivered. The AI Email Writer makes personal quote request email samples and sends follow-ups for you. You get more replies and better results from every quote request email.
Response and Follow-Up
Setting Deadlines
When you send a request for quotation, you want a fast and clear reply. Setting a deadline in your quotation email helps suppliers know when you need their quote. You should always mention the date you expect the quotation. This keeps your project moving and helps you compare quotes on time.
Here’s a simple way to show what you need in your request for quotation:
Introduce your company and share your contact details.
Add the RFQ number, issue date, and the deadline for the response.
Give full product details, including part numbers and drawings.
List the quantity and ask for a pricing breakdown.
Explain how you want products packaged and labeled.
Tip: If you want a specific format for the quote, say so in your quotation email. You can ask for a PDF, Excel sheet, or even a reply in the email body.
Always include your contact information and a polite sign-off. When you end your request for quotation with your name, job title, and phone number, you look professional. Suppliers reply faster when they see clear contact info. A friendly closing builds trust and helps you get better quotes.
Add your full name and job title.
Share your phone number and email.
Use a polite closing like “Best regards” or “Thank you.”
Automated Follow-Ups with Mails.ai
Sometimes, suppliers forget to reply to your quotation email. You need to follow up to get the quote you need. Mails.ai makes this easy. You can set up automated follow-ups for every request for quotation. The platform uses real-time data to send reminders at the best time.
With Mails.ai, you can:
Send a follow-up two days after your first request.
Follow up once a week for the next two weeks.
Use chatbots or interactive features to make your quotation email stand out.
Personalize each follow-up based on supplier behavior.
Businesses using Mails.ai save hours every week. For example, some companies automate thousands of quote requests daily. This means faster price quotes and less chance of paying extra. If you wait too long for a quote, you might pay up to 35% more for shipping or products.
Note: Automated follow-ups help you get more replies to your request for quotation. You don’t have to remember every supplier or send manual reminders.
Mails.ai lets you track every quotation email and see who opened or replied. You can adjust your follow-up schedule to get the best results. When you automate your quote requests, you get answers faster and keep your business moving.
You want every quote request to get a quick and correct answer. Begin with a clear subject line. Use easy words in your quotation. Give all the important details, like product, price, and when you need it. Use strong action words in your request. This helps your quotation get noticed. Make your request urgent so suppliers reply fast. Mails.ai helps you write each quotation using AI. You get unlimited accounts, dual warmup, inbox rotation, free checking, and smart analytics. Try Mails.ai to make your next quote request simple and smart.
Want better results for your quotations? Try it for free today!
Strategy Type | Description |
|---|---|
Action-oriented verbs | Use words like 'Start', 'Get', or 'Join' in your request |
Sense of urgency | Ask for a fast answer to your quotation |
Clarity in CTA copy | Make your quote request easy to understand |
FAQ
What should I include in a quote request email?
You need to add your name, company, what you want, how many, when you need it, and your contact info. Attach any helpful files. Always ask for a reply by a certain date.
How can Mails.ai help me write better quote request emails?
Mails.ai’s AI Email Writer creates clear, personal emails for you. It saves time and helps you avoid mistakes. You can also set up automatic follow-ups so you never miss a reply.
Why is it important to set a deadline in my request?
A deadline tells the supplier when you need their answer. This keeps your project on track. Suppliers reply faster when they see a clear date.
Can I send quote requests to many suppliers at once?
Yes! With Mails.ai, you can send your request to many suppliers at the same time. The platform keeps each email personal and tracks who replies.
Tip: Always check your emails before sending. A quick review helps you catch mistakes and look professional.
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