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Claim OfferThe standard format for a quotation letter, six sample letters you can copy, and a free letterhead quotation template in Word and Excel.
4.8/5 on G2 · Our quotation generator is used by 50,000+ people · Updated September 2026What is a quotation letter?
A quotation letter is a formal business letter that presents a price offer, or requests one, with the itemized prices and key terms set out in or attached to the letter.
Some buyers, especially procurement teams, government offices and larger companies, expect a quotation as a formal letter on company letterhead rather than a simple quote form. The letter adds a reference number, a subject line, a short courteous introduction and a formal sign-off around the same price table and terms you would put on any quotation.
Every quotation letter follows the same order. Use it for supplier quotes, service quotes and replies to tenders.
| Part | What to write |
|---|---|
| Letterhead | Company name, address, phone, email, website, registration or tax number |
| Reference and date | Your quotation number (for example QT-0042) and the date |
| Recipient | Name, designation, company and address |
| Subject | "Quotation for [product / service]", plus the buyer's RFQ number if there is one |
| Salutation | "Dear Mr / Ms [Name]," or "Dear Sir or Madam," |
| Opening | Thank them for the enquiry and refer to its date |
| Price table | Item, quantity, unit price, amount, subtotal, tax and total, or "please find our quotation attached" |
| Terms | Validity, payment, delivery and warranty, in short numbered points |
| Closing | Invite questions and express interest in the order |
| Sign-off | "Yours sincerely" or "Yours faithfully", signature, name, designation, company |
Formal quotations to companies, procurement teams and public bodies.
Copy a sample, replace the [brackets], and paste it on your letterhead.
Use when: You are sending your price to a customer who asked for it.
Subject: Quotation for [supply of office chairs] - Ref. [QT-0042]
Dear [Mr / Ms Name],
Thank you for your enquiry dated [date]. We are pleased to submit our quotation for [product / service] as follows:
[Item] - [Qty] x [Unit price] = [Amount] [Item] - [Qty] x [Unit price] = [Amount] Subtotal: [amount] Tax ([rate]%): [amount] Total: [amount]
Terms: 1. Validity: [30] days from the date of this letter. 2. Payment: [50]% advance, balance on delivery. 3. Delivery: within [10] working days of your order. 4. Warranty: [12] months against manufacturing defects.
We trust our offer meets your requirements and look forward to your order. Please contact me on [phone] or [email] with any questions.
Yours sincerely, [Name] [Designation], [Company]
Use when: A buyer has sent a formal RFQ with a reference number and deadline.
Subject: Response to RFQ No. [123] - [Project / item]
Dear [Name],
We refer to your Request for Quotation No. [123] dated [date] for [description]. We are pleased to confirm that we can meet your specification and submit our quotation, attached as Ref. [QT-0042].
Our price of [total] (excluding [tax]) covers [scope summary]. Delivery can be completed within [X] days of your purchase order. This offer is valid until [date].
We have also attached [product datasheets / company profile / certificates] as requested in the RFQ.
Thank you for the opportunity to quote. We would welcome the chance to discuss any clarification.
Yours faithfully, [Name] [Designation], [Company]
Use when: You are updating a quote after a change in scope, quantity or price.
Subject: Revised Quotation Ref. [QT-0042-R1] for [item / project]
Dear [Name],
Further to our discussion on [date], please find our revised quotation Ref. [QT-0042-R1], which replaces our earlier quotation Ref. [QT-0042].
The revision reflects [the reduced quantity of 40 units / the added installation service / updated material prices]. The new total is [amount], compared with [previous amount].
All other terms remain unchanged. This revised quotation is valid until [date].
Please let us know if you would like to proceed.
Yours sincerely, [Name] [Designation], [Company]
Use when: You are the buyer and want suppliers to quote.
Subject: Request for Quotation - [items / service]
Dear Sir or Madam,
We are interested in purchasing the following and request your best quotation:
1. [Item / specification] - Quantity: [X] 2. [Item / specification] - Quantity: [X]
Please include unit prices, applicable taxes, delivery time and charges, payment terms, warranty and the validity of your offer.
Kindly send your quotation by [date] to [email / address], quoting reference [RFQ-123].
Yours faithfully, [Name] [Designation], [Company]
Use when: You are the buyer and want to accept a supplier's quote in writing.
Subject: Acceptance of Quotation Ref. [QT-0042]
Dear [Name],
We are pleased to accept your quotation Ref. [QT-0042] dated [date] for [items / service] at a total of [amount], on the terms stated in your quotation.
Please treat this letter as our order. Our purchase order No. [PO-789] is attached. Kindly arrange delivery to [address] by [date] and send your invoice to [accounts email].
Yours sincerely, [Name] [Designation], [Company]
Use when: You are the buyer and have chosen another supplier.
Subject: Your Quotation Ref. [QT-0042]
Dear [Name],
Thank you for your quotation Ref. [QT-0042] dated [date] for [items / service] and for the time you spent preparing it.
After careful review, we have decided not to proceed with your offer on this occasion. We will keep your details on file and would be glad to invite you to quote for future requirements.
Yours sincerely, [Name] [Designation], [Company]
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A formal letter that presents a price offer to a customer, or requests one from a supplier, with a reference, subject, itemized prices or an attached quotation, and key terms.
Use your letterhead, add a reference and date, the recipient, a subject line, thank them for the enquiry, set out the prices and terms, invite questions, and sign off with your name and designation.
A quotation is the price document itself. A quotation letter wraps that price in a formal business letter, which some buyers and public bodies require.
Refer to the RFQ number and date, confirm you meet the specification, state your price, delivery time and validity, attach the documents requested, and thank them for the opportunity. Sample 2 above is ready to copy.
Yes. Most quotation letters are now sent as a PDF attached to a short covering email, which you can copy from our quotation email templates.
Yes. Download the letterhead quotation letter template above in Word, Excel or PDF, free and with no signup.
