Business Letter for Quotation
A business letter for quotation is generally written by a business entity or an individual to another business, group or individual to ask for a quotation for a particular product or service.
It is much like an invitation to treat, inviting an offer from another business, which is then accepted or modified and presented as a counter offer.
Here we will show you how to write a business letter for quotation along with a few samples and a template which you can use for your own custom letter.
Tips for Writing a Business Letter for Quotation
- Be concise and start with the main point – your request for a quotation.
- Clearly state all relevant facts and a description of what you require.
- Make your own interests clear so that the other party can knows what is being asked for and why.
- Send the letter in an official capacity and sign it.
Instructions
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1
Sample of a Business Letter for Quotation #1
April 22, 2013
Stephen Fleming
Senior Executive Sales
Alpha Papers Pvt. Ltd.
2001 Hedge Street
Belleville, NJ, 09785
Subject: Business letter for quotation
Dear Fleming,
As per our discussion on the phone, our press is expanding and we have been contacting retailers regarding our stationary needs and special quotations for bulk purchases.
Since we have done business successfully with your organization over the past 3 years, it gives us immense pleasure to announce our decision to continue our relationship in prospering times.
We will be glad if you can provide us with your best quotation for printing papers in 80-GSM thickness. Please send us the quotation in written form for record-keeping purposes and state any terms of your own in the letter.
We will inform you about the confirmation of the order, if approved, within one week of receipt of the quotation. At the same time, the supply of the items should also start as per the stipulated terms.
Looking forward to a quick response,
Kind Regards,
[Signature]
Alex Eisenberg
Assistant Manager Procurement
Aston Printing Press -
2
Business Letter for Quotation Sample #2
May 2, 2013
Henry Jameson,
Senior Executive Sales,
IT Solutions. Ltd.
201 Bond Street
Belleville, NJ, 09085
Subject: Business letter for quotation
Dear Mr. Henry,
Your company has been recommended to us by another business associate in regards to the procurement of 100 computer systems for our new offices in the city.
While we haven’t done business before, our associate has assured us that we can expect the best quality and services from your end.
In order to formally pursue the matter, we request you to send us a quotation regarding the computer systems, which will then be assessed and accepted if found suitable.
Kindly state your delivery period, method of payment, warranty policy and any other related terms as well.
Looking forward to your response,
Best regards,
[Signature]
Roger Trego
Assistant Manager
Holicorp Solutions -
3
Template of a Business Letter for Quotation
[Date]
[Recipients Name]
[Recipients Title]
[Recipients Company]
[Recipients Address]
[City, State, Zip Code]
Subject: [Subject of letter]
Dear [Recipient’s Last Name],
I am writing this letter to apprise you that I am planning to (your intended purchase). In this regard you have been (referred to me/a choice due to previous dealings), so if you could kindly send me a detailed quotation for the purchase, I could assess it and get back to you.
I will be needing the following:
- [Item 1]
- [Item 2]
- [Item 3]
- ........
If you have any concerns or other questions, please feel free to contact me. Meanwhile, I would like a written quotation from your end at your earlier convenience.
Regards,
[Signature]
[Sender’s Name]
[Title and Company Name]
