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Quotation Email Templates: Send, Follow Up and Close

Eight quotation email samples for every stage, from sending the quote to the polite nudge before it expires, plus subject lines that get opened.

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What is a quotation email?

A quotation email is the short message you send with a price quote attached or linked, summarising the total, validity and next step so the client can say yes quickly.

The quote does the pricing; the email gets it read. A good quotation email is short, names the project, gives the total and validity in one line, attaches or links the quote, and ends with a single clear next step. Most quotes that go quiet are not rejected; they are forgotten, which is why a follow-up plan matters as much as the first email.

Keep it under 120 words; the detail lives in the quotation
Put the project and quote number in the subject line
Attach a PDF or link to the online quote
Plan 2 or 3 follow-ups before the quote expires
Send within 24 hours of the enquiry when you can

Quotation Email Subject Lines

Specific beats clever. The client should know what the email is before opening it.

Quotation for [project name] - Ref. [QT-0042]
Your quote from [Company]: [project], valid until [date]
[Project] proposal and price, as discussed
Response to RFQ [123]: [item / service]
Revised quotation [QT-0042-R1] for [project]
Quick follow-up on your [project] quote
Your [project] quote expires on [date]

Quotation Email Samples

Copy a sample, replace the [brackets], and attach your quotation.

1. Sending a quotation

Use when: After a call or enquiry, when the quote is ready.

Subject: Quotation for [project] - Ref. [QT-0042]

Hi [Name],

Thanks for your time on [day]. As promised, here is our quotation for [project]: [link / attached PDF].

In short: [scope in one line], for [total] ([excl. / incl.] tax), delivered in [timeframe]. The quote is valid until [date].

If it looks good, you can [accept online / reply to confirm] and we will book your start date. Happy to walk through it on a quick call if that helps.

Best, [Your name] [Company] · [Phone]

2. Reply to a request for quotation

Use when: A buyer emailed an RFQ or asked for your price.

Subject: Response to RFQ [123]: [item / service]

Dear [Name],

Thank you for your request for quotation [123]. Please find our quotation Ref. [QT-0042] attached.

Summary: - [Item / service]: [qty] at [unit price] - Total: [amount] [excl. tax] - Delivery: [X] days from purchase order - Payment: [terms] - Valid until: [date]

We have included [datasheets / certificates] as requested. Please let me know if you need anything further for your evaluation.

Kind regards, [Name] [Designation], [Company]

3. First follow-up (3 days later)

Use when: No reply a few days after sending.

Subject: Quick follow-up on your [project] quote

Hi [Name],

Just checking the quote for [project] reached you and made sense. Is there anything you would like me to adjust, such as the scope, timeline or payment schedule?

Here is the link again: [link].

Thanks, [Your name]

4. Second follow-up with value

Use when: About a week later, still no reply.

Subject: An idea for [project]

Hi [Name],

While looking at [project] again, I thought of [a small suggestion / an option to phase the work / a way to reduce cost by X]. I can add it to the quote as an optional item if that is useful.

If the timing is not right, no problem, just let me know and I will check back later.

Best, [Your name]

5. Reminder before the quote expires

Use when: 2 to 3 days before the validity date.

Subject: Your [project] quote expires on [date]

Hi [Name],

A quick note that our quote for [project] is valid until [date]. After that, prices and our schedule may change.

If you would like to go ahead, you can [accept here: link] or simply reply to this email, and we will hold your start date of [date].

Thanks, [Your name]

6. Sending a revised quotation

Use when: The client asked for changes to scope, quantity or price.

Subject: Revised quotation [QT-0042-R1] for [project]

Hi [Name],

Thanks for the feedback. Here is the revised quote: [link / attached].

What changed: [removed X / added Y / adjusted quantity to Z]. The new total is [amount] (was [previous amount]). Everything else, including the timeline, stays the same, and the revised quote is valid until [date].

Let me know if this works for you.

Best, [Your name]

7. After the quote is accepted

Use when: The client said yes. Confirm next steps.

Subject: Thank you! Next steps for [project]

Hi [Name],

Thank you for accepting the quote for [project]. We are excited to get started.

Next steps: 1. Deposit invoice for [amount] attached, due by [date]. 2. Kickoff on [date]; I will send a calendar invite. 3. Please send [assets / access / site details] before kickoff.

Any questions, just reply here.

Best, [Your name]

8. Requesting a quotation (buyer)

Use when: You are the buyer asking suppliers for prices.

Subject: Request for quotation: [items / service]

Hello,

We would like a quotation for the following: - [Item / service, specification]: [quantity] - [Item / service, specification]: [quantity]

Please include unit prices, taxes, delivery time and cost, payment terms, warranty and how long the offer is valid. We would appreciate your quote by [date].

Thank you, [Name] [Company] · [Phone]

A Simple Quote Follow-Up Schedule

Follow up on a schedule, not a feeling. Stop when the client replies either way.

When	Email	Goal
Day 0	Sending the quotation	Deliver the quote with one clear next step
Day 3	First follow-up	Confirm it arrived and invite questions
Day 7	Follow-up with value	Offer an option or idea, not just a nudge
2-3 days before expiry	Expiry reminder	Create a real, honest deadline
After expiry	Check-in (optional)	Offer to refresh the quote later

Best Practices for Quotation Emails

Send the quote fast. A quote that arrives the same day looks organised and keeps the conversation warm.
Summarise the total and validity in the email body. Many people decide from the preview, not the attachment.
Attach a PDF, or better, send a link the client can open on a phone and accept online.
Give one next step: accept, reply, or book a call. Not all three.
Log every quote and follow-up date, so none slip through the cracks.

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Quotation Email Templates FAQs

How do I write an email to send a quotation?

Use a clear subject with the project and quote number, thank the client, summarise the scope, total and validity in two lines, attach or link the quotation, and end with one next step. Sample 1 above is ready to copy.

How do I follow up on a quotation without being pushy?

Follow up on a schedule (about day 3, day 7 and just before expiry), keep each email short, and add value each time, such as an option or an answer to a likely question.

How long should I wait to follow up on a quote?

Two to three business days for the first follow-up is common, then about a week later, then a reminder a few days before the quote expires.

Should I attach the quotation as a PDF or send a link?

Both work. A PDF is universal; a link opens easily on a phone, always shows the latest version and can let the client accept online.

What should the subject line of a quotation email be?

Something specific like "Quotation for [project] - Ref. [QT-0042]" so the client can find it later and knows what it is before opening.

Can I create the quotation itself for free?

Yes. Use the free quotation generator or download a free quotation template in Word or Excel.