So, you've got a great product or service and a potential customer is asking for a price. What's next? You need to present a clear, professional offer, and that's where a price quotation letter comes in. This article will walk you through the basics of How To Write A Price Quotation Letter Sample, making sure you don't miss any crucial details and present your business in the best possible light.
Understanding the Anatomy of a Price Quotation
Writing a price quotation letter might seem a bit formal, but it's actually a super important step in any business transaction. Think of it as a promise of what you'll deliver and for how much. When you know how to write a price quotation letter sample effectively, you're setting clear expectations for both you and your client, which helps avoid misunderstandings down the road. It's your first official handshake, so make it a good one!
Here's what you absolutely need to include:
- Your Company Information: Name, address, contact details.
- Client's Information: Their name and address.
- Date: When the quote is issued.
- Quotation Number: A unique ID for your records.
- Clear Description of Goods/Services: What exactly are you offering?
- Quantity: How many of each item?
- Unit Price: The cost of one item.
- Total Price: The overall cost.
- Payment Terms: How and when should they pay?
- Validity Period: How long is this quote good for?
- Taxes and Fees: Any extra charges.
Sometimes, you might need to get a bit more specific. For example, a table can be really helpful to break down costs for different components of a project:
| Item/Service | Quantity | Unit Price | Total Price |
|---|---|---|---|
| Website Design | 1 | $1000 | $1000 |
| Content Writing | 5 pages | $50/page | $250 |
Price Quotation Letter for a New Client Request
[Your Company Letterhead]
[Your Company Name]
[Your Company Address]
[Your Phone Number]
[Your Email Address]
[Your Website (Optional)]
[Date]
[Client Name]
[Client Company Name (if applicable)]
[Client Address]
Subject: Price Quotation for [Product/Service Name] - Quotation # [Quotation Number]
Dear [Mr./Ms./Mx. Client Last Name],
Thank you for your interest in [Your Company Name] and for the opportunity to provide you with a quotation for [briefly mention the product or service they inquired about]. We are excited about the possibility of working with you.
Please find below the detailed breakdown of our pricing for the requested [product/service]:
- [Item/Service 1]: [Brief Description] - [Quantity] x [Unit Price] = [Total Price for Item 1]
- [Item/Service 2]: [Brief Description] - [Quantity] x [Unit Price] = [Total Price for Item 2]
- [Item/Service 3]: [Brief Description] - [Quantity] x [Unit Price] = [Total Price for Item 3]
Subtotal: [Subtotal Amount]
[Applicable Taxes/Fees]: [Tax/Fee Amount]
Total Amount Due: [Total Amount]
Payment Terms: [e.g., 50% deposit upon order confirmation, balance due upon completion/delivery.]
Quotation Validity: This quotation is valid for [Number] days from the date of issue.
We are confident that our [product/service] will meet your needs and expectations. If you have any questions or require further clarification, please do not hesitate to contact us at [Your Phone Number] or [Your Email Address].
We look forward to hearing from you soon.
Sincerely,
[Your Name]
[Your Title]
Price Quotation Letter for a Repeat Customer Discount
[Your Company Letterhead]
[Your Company Name]
[Your Company Address]
[Your Phone Number]
[Your Email Address]
[Your Website (Optional)]
[Date]
[Client Name]
[Client Company Name (if applicable)]
[Client Address]
Subject: Special Price Quotation for [Product/Service Name] - Loyalty Discount - Quotation # [Quotation Number]
Dear [Mr./Ms./Mx. Client Last Name],
Thank you for being a valued customer of [Your Company Name]. We truly appreciate your continued business and loyalty. As a token of our appreciation, we are pleased to offer you a special discounted price for [briefly mention the product or service they inquired about].
Here is your personalized quotation, including your loyalty discount:
- [Item/Service 1]: [Brief Description] - [Quantity] x [Unit Price] = [Total Price for Item 1]
- [Item/Service 2]: [Brief Description] - [Quantity] x [Unit Price] = [Total Price for Item 2]
- Loyalty Discount: - [Discount Amount]
Subtotal: [Subtotal Amount]
[Applicable Taxes/Fees]: [Tax/Fee Amount]
Total Amount Due: [Total Amount]
Payment Terms: [e.g., Net 30 days.]
Quotation Validity: This special quotation is valid for [Number] days from the date of issue.
We are committed to providing you with the best products and services. If you have any questions or would like to proceed, please feel free to reach out.
We look forward to serving you again.
Sincerely,
[Your Name]
[Your Title]
Price Quotation Letter for a Project Proposal
[Your Company Letterhead]
[Your Company Name]
[Your Company Address]
[Your Phone Number]
[Your Email Address]
[Your Website (Optional)]
[Date]
[Client Name]
[Client Company Name (if applicable)]
[Client Address]
Subject: Project Proposal and Price Quotation for [Project Name] - Quotation # [Quotation Number]
Dear [Mr./Ms./Mx. Client Last Name],
Following our recent discussion regarding [briefly mention the project type, e.g., your need for a new marketing campaign], we are pleased to submit this comprehensive project proposal and price quotation. We are excited about the opportunity to partner with you on this important initiative.
Our proposal outlines our understanding of your project goals and our recommended approach. The following quotation details the investment required to achieve these objectives:
| Phase/Deliverable | Description | Estimated Hours/Units | Rate/Unit Cost | Total Cost |
|---|---|---|---|---|
| Phase 1: Discovery & Planning | [Briefly describe activities] | [Hours/Units] | [Rate/Unit Cost] | [Total Cost] |
| Phase 2: [Key Project Stage] | [Briefly describe activities] | [Hours/Units] | [Rate/Unit Cost] | [Total Cost] |
| Phase 3: [Final Stage] | [Briefly describe activities] | [Hours/Units] | [Rate/Unit Cost] | [Total Cost] |
Project Management & Overhead: [Amount]
Subtotal: [Subtotal Amount]
[Applicable Taxes/Fees]: [Tax/Fee Amount]
Total Project Investment: [Total Amount]
Payment Schedule: [e.g., 30% upon project commencement, 40% upon completion of Phase 2, 30% upon final project delivery.]
Project Timeline: We estimate the project will be completed within [Number] weeks/months, commencing upon receipt of the initial deposit.
Quotation Validity: This proposal and quotation are valid for [Number] days from the date of issue.
We believe this proposal offers a strong solution for your [project goal]. We are available to discuss this in further detail at your convenience.
We look forward to the opportunity to bring your vision to life.
Sincerely,
[Your Name]
[Your Title]
Price Quotation Letter for a Service Agreement
[Your Company Letterhead]
[Your Company Name]
[Your Company Address]
[Your Phone Number]
[Your Email Address]
[Your Website (Optional)]
[Date]
[Client Name]
[Client Company Name (if applicable)]
[Client Address]
Subject: Price Quotation for [Service Name] Service Agreement - Quotation # [Quotation Number]
Dear [Mr./Ms./Mx. Client Last Name],
Thank you for reaching out to [Your Company Name] regarding your need for [specific service, e.g., ongoing IT support, regular maintenance]. We are pleased to provide you with this quotation for a comprehensive service agreement designed to meet your requirements.
Our service agreement ensures you receive reliable and consistent support. The pricing structure for your [Service Name] service agreement is as follows:
- Service Description: [Detailed description of the services to be provided, e.g., 24/7 remote monitoring, monthly on-site visits, priority response time.]
- Service Term: [e.g., 12 months, 24 months.]
- Monthly Service Fee: [Amount]
- One-Time Setup Fee (if applicable): [Amount]
Total Initial Investment: [Amount (if applicable)]
Total Monthly Investment: [Amount]
Payment Terms: [e.g., Monthly payments due on the 1st of each month. First payment due upon signing.]
Service Level Agreement (SLA) Highlights: [Briefly mention key SLA points, e.g., guaranteed response times, uptime percentages.]
Quotation Validity: This service agreement quotation is valid for [Number] days from the date of issue.
We are dedicated to providing excellent service and supporting your operational efficiency. Please review the attached Service Agreement document for full terms and conditions.
We look forward to establishing a long-term partnership.
Sincerely,
[Your Name]
[Your Title]
Price Quotation Letter for Custom Product Order
[Your Company Letterhead]
[Your Company Name]
[Your Company Address]
[Your Phone Number]
[Your Email Address]
[Your Website (Optional)]
[Date]
[Client Name]
[Client Company Name (if applicable)]
[Client Address]
Subject: Price Quotation for Custom [Product Name] Order - Quotation # [Quotation Number]
Dear [Mr./Ms./Mx. Client Last Name],
Thank you for your interest in our custom [Product Name]! We've carefully reviewed your specifications and are pleased to provide you with this detailed price quotation for your unique order.
Creating a custom product requires precision and attention to detail. Here’s a breakdown of the costs associated with your bespoke [Product Name]:
- Custom Material Sourcing: [Cost]
- Design & Prototyping: [Cost]
- Manufacturing Labor: [Cost]
- Finishing & Quality Control: [Cost]
- [Any other specific cost categories]: [Cost]
Subtotal for Customization: [Subtotal Amount]
[Applicable Taxes/Fees]: [Tax/Fee Amount]
Total Custom Order Price: [Total Amount]
Payment Terms: [e.g., 50% non-refundable deposit required to commence production, with the remaining balance due upon completion and prior to shipping.]
Estimated Production Timeline: We anticipate that your custom [Product Name] will be ready for dispatch within [Number] to [Number] weeks from the date of deposit confirmation.
Quotation Validity: This quotation is valid for [Number] days from the date of issue.
We are excited to create this special [Product Name] for you. Please confirm your acceptance of this quotation by signing and returning a copy, or by providing the required deposit.
We look forward to bringing your vision to life.
Sincerely,
[Your Name]
[Your Title]
Price Quotation Letter for Bulk Order Discount
[Your Company Letterhead]
[Your Company Name]
[Your Company Address]
[Your Phone Number]
[Your Email Address]
[Your Website (Optional)]
[Date]
[Client Name]
[Client Company Name (if applicable)]
[Client Address]
Subject: Price Quotation for Bulk Order of [Product Name] - Special Discount - Quotation # [Quotation Number]
Dear [Mr./Ms./Mx. Client Last Name],
Thank you for your interest in placing a bulk order with [Your Company Name]. We are pleased to offer you a special discounted price for your significant order of [Product Name].
We value large orders and are happy to pass on cost savings to our clients. Here is your quotation for the bulk purchase:
- Product Name: [Product Name]
- Quantity Ordered: [Number of Units]
- Standard Unit Price: [Standard Unit Price]
- Bulk Order Discount Percentage: [Discount Percentage]%
- Discounted Unit Price: [Discounted Unit Price]
Subtotal for Bulk Order: [Subtotal Amount]
[Applicable Taxes/Fees]: [Tax/Fee Amount]
Total Amount Due: [Total Amount]
Payment Terms: [e.g., 50% deposit upon order confirmation, balance due 30 days after delivery.]
Estimated Delivery Time: We anticipate delivery within [Number] to [Number] business days, depending on your location.
Quotation Validity: This bulk order quotation is valid for [Number] days from the date of issue.
We are ready to fulfill your order and ensure you receive high-quality products. Please let us know if you have any questions or wish to proceed.
We appreciate your business.
Sincerely,
[Your Name]
[Your Title]
Price Quotation Letter for a Tender Response
[Your Company Letterhead]
[Your Company Name]
[Your Company Address]
[Your Phone Number]
[Your Email Address]
[Your Website (Optional)]
[Date]
[Client Name/Procurement Department]
[Client Company Name]
[Client Address]
Subject: Tender Response and Price Quotation for [Tender Name/Reference Number] - Quotation # [Quotation Number]
Dear [Mr./Ms./Mx. Client Last Name or Sir/Madam],
In response to your invitation for tender [Tender Name/Reference Number] dated [Date of Tender Invitation], [Your Company Name] is pleased to submit our comprehensive proposal and price quotation for [briefly mention the goods/services required by the tender]. We have thoroughly reviewed the tender requirements and are confident in our ability to deliver outstanding value and performance.
Our submission addresses all specified requirements. The detailed pricing structure for the requested [goods/services] is provided below:
| Item/Service | Specification Reference | Quantity | Unit Price (Excluding Tax) | Total Price (Excluding Tax) |
|---|---|---|---|---|
| [Item/Service 1] | [Reference to tender spec] | [Quantity] | [Unit Price] | [Total Price] |
| [Item/Service 2] | [Reference to tender spec] | [Quantity] | [Unit Price] | [Total Price] |
| Subtotal (Excluding Tax) | [Subtotal Amount] | |||
| [Applicable Taxes (e.g., VAT @ %)] | [Tax Amount] | |||
| Total Tendered Price (Inclusive of Tax) | [Total Amount] | |||
Payment Terms: [State terms as per tender document or standard terms if not specified, e.g., Net 60 days upon successful delivery and acceptance.]
Delivery/Completion Period: [State the timeframe as per tender requirements.]
Quotation Validity: This price quotation is valid for [Number] days from the submission deadline of the tender.
We have attached [mention any supporting documents, e.g., our detailed technical proposal, company profile] for your review. We are available to provide any further information or clarification required during the evaluation process.
We eagerly await the opportunity to contribute to your esteemed organization.
Sincerely,
[Your Name]
[Your Title]
Writing a good price quotation letter is all about being clear, professional, and thorough. By following these guidelines and using the samples as your starting point, you can confidently create quotation letters that impress your clients and help your business thrive. Remember, a well-crafted quote is the first step to a successful business relationship!