A short, well-written letter can be the difference between a lost inquiry and a signed order. These free quote letter templates give you more than a dozen ready-to-edit formats for writing a professional quotation letter to customers, clients and organizations. Download a template, adjust the wording and send a polished letter in minutes.
What Is a Quotation Letter?
A quotation letter, also called a quote letter, is a formal letter in which a seller or service provider states the price and terms for specific goods or services. It is often sent in reply to a request for quotation (RFQ) or an inquiry from a customer. Unlike a table-style quote, a letter includes a personal introduction and explains the offer in words, which is helpful for larger or more detailed proposals.
When to Send a Quote Letter
Send a quote letter when a customer asks for a price in writing, when you respond to a tender or when you want to accompany a detailed quote with a cover message. It is also useful for repeat customers, corporate clients and situations where the relationship matters as much as the price. A thoughtful letter shows professionalism and gives you the chance to highlight the strengths of your offer.
What to Include in a Quotation Letter
- Letterhead: your company name, logo, address and contact details.
- Date and reference number: for tracking.
- Recipient details: name, title, company and address.
- Subject line: for example, Quotation for office furniture supply.
- Opening paragraph: thank the customer for the inquiry and refer to their request.
- Description of goods or services: quantity, specifications and unit prices.
- Total price and taxes: clear and easy to find.
- Terms: delivery time, payment terms, warranty and validity period.
- Closing paragraph: invite questions, express willingness to negotiate reasonable details and say how to accept the offer.
- Signature block: your name, position and contact details.
How to Write a Quote Letter Step by Step
- Read the request carefully. Address each question or requirement.
- Prepare your prices. Confirm costs, availability and delivery times.
- Open with a greeting and thanks. Keep the tone polite and professional.
- State the offer. Present the products or services, quantities and prices clearly, using a table for longer lists.
- Add terms and validity. Include payment conditions and the expiry date.
- Close with a call to action. Explain how the customer can accept and whom to contact.
- Proofread and send. Check names, numbers and spelling, then send as a PDF or printed letter on your letterhead.
Sample Opening and Closing Lines
A good letter starts warmly and ends with a clear next step. You could open with: Thank you for your inquiry dated the fifth of May. We are pleased to submit our quotation for the items listed below. You could close with: We hope this offer meets your requirements. Please contact us if you have any questions, or sign and return a copy of this letter to confirm your order. Simple, courteous language like this makes your message easy to understand and leaves a good impression.
Download Free Quote Letter Templates
Choose a letter format from the previews below. The downloads include Word templates and documents that you can edit in Microsoft Word or a compatible word processor.
Download Quote letter templates:
Tips for Writing Effective Quote Letters
Keep the letter short and focused, ideally one page plus a price table. Use a friendly but professional tone, avoid jargon and be specific about what is included. If you are competing with other suppliers, emphasize what makes you different, such as quality, delivery speed or after-sales support. Always print the letter on your company letterhead if you have one, and send it promptly. A quick response tells the customer that you value their business.
Common Mistakes to Avoid
Common mistakes include leaving out the validity date, using the wrong recipient name, forgetting taxes and delivery costs, and writing long paragraphs that hide the price. Another mistake is failing to follow up. A short call or email a few days later can turn a quote letter into an order.
Who Can Use These Templates?
Suppliers, manufacturers, contractors, freelancers, agencies, consultants and small business owners can all adapt these letters. They are also useful for students who need to practice business writing.
Frequently Asked Questions About Quote Letters
What is the difference between a quote and a quotation letter?
A quote can be a table or form listing prices. A quotation letter presents the offer in letter format with a greeting, explanation and closing, which is helpful for more detailed offers.
Are these quote letter templates free?
Yes. You can download, edit and use them for your own business at no cost.
How long should a quotation letter be?
Usually one page, plus an attached price table if the list of items is long. Keep it clear and easy to scan.
Should I attach a price list to the letter?
If you have many items, attach a table or a separate quote and refer to it in the letter so the customer can review the details.
How should I send a quote letter?
Email a PDF for speed and to preserve formatting, or print it on letterhead if the customer prefers a paper copy.
What should I do after sending the letter?
Follow up politely after two or three days to confirm receipt, answer questions and ask whether the customer would like to proceed.
