A quotation letter is the formal cousin of the everyday quote: a business letter that presents your price, scope, and terms in full sentences rather than just a table. It’s still the convention in B2B trade, international commerce, government supply, and anywhere a procurement file expects correspondence — and writing one well signals you’ve done formal business before.
When a Quotation Letter Beats a Plain Quote
- Responding to a written enquiry or RFQ — the reply should match the formality of the request
- International trade — many markets expect the letter format, with terms spelled out in prose
- First contact with a new corporate client — the letter introduces your company as well as your price
- Anything entering a procurement file — letters survive forwarding and filing better than bare numbers
For repeat clients and trade work, a standard quote document is faster and just as professional. The letter is for moments that call for a handshake in writing.
Quotation Letter Format
- Letterhead and date — your company details, then the recipient’s name, title, and company
- Reference line — “Re: Quotation for [goods/services], your enquiry of [date]” with their reference number if one exists
- Opening paragraph — thank them for the enquiry and confirm what you’re quoting
- The quotation itself — itemized table or structured list with quantities, unit prices, and totals
- Terms paragraph — validity, delivery, payment terms, and what’s excluded
- Closing paragraph — invite questions, state the next step
- Signature — name, title, and contact details
Sample Quotation Letter
Dear Ms. Alvarez,
Thank you for your enquiry of June 3 regarding office cleaning services for your Riverside Drive premises. We are pleased to quote as follows:
| Service | Frequency | Monthly Price |
|---|---|---|
| General office cleaning, all floors (8,400 sq ft) | 3× weekly | $1,420 |
| Window cleaning, interior, ground floor | Monthly | $140 |
| Consumables restocking | Included | — |
This quotation is valid for 30 days from the date above. Prices exclude applicable taxes. Service can commence within two weeks of confirmation, and payment terms are net 15 from monthly invoice. Carpet deep-cleaning and exterior window access work are excluded and can be quoted separately on request.
We would be glad to arrange a walkthrough at your convenience. To proceed, simply reply confirming acceptance and your preferred start date.
Yours sincerely,
J. Okafor, Operations Manager
Writing Tips
- Mirror their enquiry. Quote exactly what was asked, in their order and their units — then offer alternatives separately if you have better ideas.
- Keep the prose around the table, not instead of it. Paragraph-buried prices get misread; the letter frames, the table states.
- Spell out validity and exclusions even in friendly correspondence. Letters feel personal, but they’re contract evidence — write them like both.
- One page. If the quotation needs more, the extra belongs in an attached quote document or proposal, with the letter as cover.
Letter Plus PDF: the Professional Combination
The strongest format for formal enquiries is a short quotation letter as the email body with a clean, itemized quote PDF attached — the letter carries the relationship, the PDF carries the details into their file. Create the PDF side in OfferKit in minutes, and see how to send a professional quote for the delivery details.
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