When you’re pitching your services, the first line of communication can make or break the deal. A well‑crafted Quotation Sending Email Sample not only looks professional but also sets the tone for a positive client relationship right from the start. With marketing budgets tightening and competition heating up, mastering this small but critical skill has never been more valuable.
In this article you’ll discover why a polished quotation email is essential, how to structure one that reads smoothly, and you’ll see concrete templates for a variety of situations. By the end, you’ll feel equipped to send quotes that convert curiosity into confirmed orders.
Read also: Quotation Sending Email Sample
Why Clear Communication in a Quotation Sending Email Sample Matters
Sending a quotation is more than just attaching a PDF; it’s an opportunity to reinforce brand trust, clarify expectations, and accelerate the decision‑making process. Clients often gauge the professionalism of a company based on the first email they receive. A thorough, courteous email can transform a hesitant lead into an eager buyer.
For many small businesses, the average sales cycle can last 30–45 days. Yet, about 63% of prospects open a quotation email within the first 24 hours. If your email isn’t compelling, that opening may be the last time you engage that prospect. In fast‑moving markets, speed and clarity are your best allies.
| Key Element | Why It Matters | Tip |
|---|---|---|
| Subject Line | First glimpse—must be concise and relevant. | Include project name or urgency. |
| Body Tone | Build rapport and demonstrate value. | Use friendly yet professional language. |
| Attachment Format | Easy to view across devices. | PDF with clickable links and table of contents. |
In the examples below you’ll see how each element can be tailored to fit different scenarios, from new leads to long‑term partners.
Read also: Reference Email Reply Sample
Quotation Sending Email Sample for New Prospects
Subject: Proposal for Your Upcoming Project – XYZ Solutions
Hi Maria,
Thank you for considering XYZ Solutions for your upcoming website redesign. We’re excited to help you bring your vision to life. Enclosed, you’ll find a detailed quotation covering design, development, and post‑launch support.
Key highlights:
- Design Phase: 2 weeks, $3,000
- Development Phase: 4 weeks, $6,000
- Support & Maintenance: $200/month
If you’d like to discuss this further or adjust any part, feel free to reply or call me at (555) 123‑4567.
Looking forward to working together!
Best regards,
John Doe
Creative Lead, XYZ Solutions
Read also: Reminder Email For Payment Sample
Quotation Sending Email Sample for Existing Clients
Subject: Updated Quote for Your Expansion Project – XYZ Solutions
Dear Team at Acme Corp,
Thank you for partnering with us again. Below is the revised quotation for the new modules you requested during our last meeting.
Module A $4,500 Module B $3,800 Implementation Support $1,200 Total: $9,500. Please let me know if any adjustments are needed.
Thank you for your continued trust.
Warm regards,
Jane Smith
Account Manager
Read also: Remittance Advice Email Sample
Quotation Sending Email Sample with Discounts for Repeat Business
Subject: Exclusive Discount Quotation – Let’s Keep Growing!
Hello Alex,
We truly value our ongoing partnership. To show our appreciation, we’re happy to offer you a 15% discount on the upcoming project scope.
Original Total: $12,000.
Discounted Total: $10,200.
Highlights:
- Phase 1: 30% discount on consulting hours.
- Phase 2: Fixed price $8,000.
- Phase 3: 10% off support package.
Ready to move forward? Just reply “Yes” or let me know if you’d like to tweak the scope.
Cheers!
Michael Lee
Sales Lead, XYZ Solutions
Quotation Sending Email Sample for International Clients
Subject: Quotation for Your EU Office Upgrade – XYZ Solutions
Good day, Ms. Wong,
We’ve prepared the quotation you requested for upgrading your EU office infrastructure. All figures are in € and include currency conversion, so you have a clear budget snapshot.
Details:
- Network Infrastructure: €5,200
- Security Audit: €2,400
- Training Sessions: 2 days × €450/day
VAT applies at 20%. We’ll apply an early‑payment discount of 2% if paid within 10 days.
Please review and feel free to contact me for any clarifications. We’re happy to set up a video call if you’d rather discuss in real time.
Kind regards,
Elena Garcia
Project Coordinator
Beyond the structure, the single most effective component of any quotation email is the clear call-to-action (CTA). A direct question—“Shall we schedule a call?”—shifts the conversation from passive reading to active decision‑making. Remember, 50% of leads who receive a follow‑up email with a CTA convert more quickly.
Now that you have multiple proven samples at hand, choose the one that fits your upcoming scenario, personalize it with your branding, and watch your conversion rate climb. If you’d like more guidance or want to download a ready‑to‑use template pack, click here to get started today.