When a client asks for pricing, you have an opening to showcase professionalism and build trust. A polished Email Sample for Sending Quotation can be the key that turns a simple request into a successful sale. In this article, you’ll learn why the right email matters, how to structure it, and what to include to maximize your chances of closing the deal.
Many sales professionals send generic PDFs or copy/paste messages that feel impersonal. In a fast‑moving marketplace, 71% of buyers say they are more likely to buy from companies that tailor their communication—highlighting the importance of a personalized email sample. This guide gives you the tools to craft an email that feels tailored, professional, and focused on the client’s needs.
Read also: Email Sample For Sending Quotation
Why a Well‑Crafted Email Sample for Sending Quotation Matters
First impressions are everything. When you send a quotation, your email is the first touchpoint that sets the tone for the relationship. A clear, concise message establishes competence, while a personal touch demonstrates that you understand the client’s unique requirements.
Key elements that boost credibility:
- Strong subject line – grabs attention in a cluttered inbox
- Personalized greeting – shows you know who you’re speaking to
- Clearly laid‑out pricing – removes ambiguity and builds trust
The email itself is a powerful marketing tool, not just a piece of paperwork. By using bullet points, tables, or concise paragraphs, you make the information easy for the prospect to digest and compare against competitors.
Read also: Email Sample When Applying For A Job
Email Sample for Sending Quotation: Reaching Out to a New Client
Subject: Your Customized Proposal for Project X
Hi Jane,
Thank you for considering Acme Solutions to support your upcoming launch. As requested, please find our detailed quotation below:
| Service | Unit Price | Quantity | Total |
|---|---|---|---|
| Website Design | $1,200 | 1 | $1,200 |
| SEO Optimization | $500 | 1 | $500 |
| Subtotal | $1,700 |
We can deliver this within 4 weeks. We propose a 50% upfront payment and the remainder upon completion. If you’d like to discuss any of the details, I’m available tomorrow at 10 a.m. or 3 p.m. Call me at (555) 123-4567.
Looking forward to partnering with you.
Best regards,
Mark
Senior Account Manager – Acme Solutions
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Email Sample for Sending Quotation: Following Up with a Repeat Customer
Subject: Updated Quote for Your New Marketing Campaign – Client Success
Hello Alex,
Thanks for reaching out. Based on our last collaboration, we’re delighted to present you with an updated quotation for your upcoming campaign:
- Paid Social Advertising: $8,000
- Influencer Outreach: $3,500
- Analytics Report: Included
Total Cost: $11,500. With our preferred‑partner discount, this becomes $10,875!
Your loyalty is valuable, and we want to offer you a 10% discount on the next billing. Let me know if you’d like to schedule a quick call to review the scope.
Thank you for your continued trust.
Warmly,
Maria
Account Executive – Acme Solutions
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Email Sample for Sending Quotation: Presenting a Custom Project
Subject: Customized Pricing for Your Unique Project Needs
Dear Linda,
We appreciate the chance to collaborate on your custom project. After reviewing your specifications, here’s a tailored quotation:
- Requirement Analysis – $2,000
- Prototype Development – $7,700
- Implementation & Testing – $5,300
Total: $15,000. We recommend a milestone payment structure: 30% upfront, 30% after the prototype, and the balance upon final delivery.
Feel free to reply or give me a call at (555) 987-6543 if you’d like to adjust any line item. Our goal is to ensure the scope matches your vision.
Thank you for entrusting us with your project. I look forward to your feedback.
Sincerely,
Jenna
Project Lead – Acme Solutions
Email Sample for Sending Quotation: Including a Time‑Sensitive Offer
Subject: Limited‑Time Discount on Your Upcoming Order – Act Now!
Hi Mark,
We’re excited to provide you with a special quotation that expires in 10 days. Capture the savings before it’s gone:
| Product | Regular Price | 10% Discount |
|---|---|---|
| Premium Bundle | $4,800 | $4,320 |
| Savings | $480 |
For quick confirmation, just reply “YES” by April 15th. We’ll lock in the price and start production immediately.
For any questions, I’m just a text away on (555) 555-5555. Secure your discount today!
Cheers,
Luis
Sales Manager – Acme Solutions
In today’s competitive landscape, mastering the art of the quotation email means turning inquiries into tangible revenue. The email format not only conveys cost but also reflects your brand’s professionalism and attentiveness. By crafting a clear, personalized message and including all relevant details, you increase the likelihood of a prompt response and a closed deal.
If you need help tailoring your own email sample, book a free consultation with our sales strategy team. Let’s transform your quotation process and boost your conversion rates—now.