Business quotation letters are by their nature written in formal business letter style and they are meant to transmit important cost information to a concerned organization or company. The letter’s style mainly depends on the relationship between the two parties. A quotation represents an offer for sale and it is sent in response to an inquiry from an organization or a person. A business quotation letter contains details about the prices of specific goods, the way the payment will be made and conditions of delivery.
Request for Proposal:
Requests for proposal or RFP offers details about the customer’s needs to buy. Customer sends a request for proposal letter or email to the vendor on specific product, project or service. And vendor sends a detailed proposal as per requested, along with cost, word strategy, required time duration etc.
Request for Quotation:
Request for quotation or RFQ are made when customers want to buy massive quantities. RFQs can be very detailed and obviously lengthy, but they are not longer than an RFP. Generally, they consist of cost data.
Invitation for Bids:
Company sends this type of quotation letter to multiple vendors and ask them to bid for the lowest cost along with maintaining the same work quality and time frame. A bid form usually attached with the letter that represents the existing offers and blank spaces to fill in required details.
Writing Tips for a Quotation Letter
Whoever you are writing the business quotation letter to, write it as if the receiver only has a minute or two to give a look over it. To be effective, a business quotation letter must have short bullet point lists to draw consideration. The opening paragraph must attract the reader’s attention and let him know why should he choose your services. You must choose how to write your first paragraph wisely because it can make the difference between being read or being thrown in the trash.
Moving on to the next paragraph of your business letter, it must allow the reader to recognize the benefits in your proposal. Show them how your services can improve and increase their business. Another way of keeping for as much time as possible the attention is to break down the letter into small parts, because people tend to pay more attention if the letter seems shorter and well-structured (paragraphs of four to five sentences).
Most business quotation letters include contact information in their headers such as the sender’s name, phone number and address. Following the contact information comes the date when the letter was sent. In the case of a business letter sent via email, the letter should start with a formal salutation and get straight into the subject.
The business quotation letter’s format is the following:
Your name, address, city, zip code, phone number and email address should be included in the contact information. Following the contact info is the date. After these comes the contact information about the person or company you are writing to, the formula of salutation, the body of the business quotation letter, complimentary close and your signature (handwritten signature if the letter is mailed).
These are the main steps in writing an appropriate business quotation letter. To sum it up, a business quotation letter must provide the information in short and clear sentences, attract the attention of the reader, show respect and lack errors. If you follow these steps, then you can write a proper business quotation letter.
Sample Business Quotation Letter:
This sample represents a price quotation request letter for products that a company require to upgrade its systems.
Quotation Email Format
This sample shows the right format to use if you are sending a business quotation email.