Quotation Email Template: Send Professional Price Quotes That Win Deals

A professional quotation email needs to answer every question the client might have about pricing, scope, and next steps. Missing information creates delays and gives the impression that your business lacks attention to detail.

Every quotation email should include an itemized list of deliverables with individual prices, a clear total including any taxes or fees, payment terms and accepted payment methods, the validity period of the quote, estimated project timeline, and your contact information for follow-up questions. For larger projects, consider attaching a formal PDF quote document while summarizing the key figures in the email body for quick reference.

Understanding the difference between a quotation email and a formal proposal helps you choose the right format for each situation. A quotation email is focused primarily on pricing and is typically sent in response to a specific inquiry. It is concise, direct, and designed to give the client the financial information they need to make a decision.

A formal proposal, by contrast, is a comprehensive document that includes background research, your approach to the project, team qualifications, case studies, detailed timelines, and pricing. Proposals are appropriate for complex projects, government contracts, or situations where multiple vendors are being evaluated on criteria beyond price. For straightforward service requests, a well-structured quotation email is usually sufficient and more efficient for both parties.

Sending a quotation is only half the job. Following up strategically can mean the difference between winning the deal and losing it to a competitor or inaction.

Wait three to five business days before your first follow-up unless the client indicated a specific decision timeline. Your follow-up should be brief and value-oriented rather than just asking if they received the quote. Reference a specific benefit from your proposal, share a relevant case study, or offer to answer questions they may have after reviewing the details. If the client asks for a revision, respond quickly and treat the request as a positive signal of serious interest.

After two follow-ups without a response, try a different approach. A phone call can be more effective than another email, and some clients prefer to negotiate verbally. If the quote was for a time-sensitive project, mention the approaching expiry date as a natural reason for reaching out.

Even experienced professionals make quotation mistakes that cost them business. Avoiding these common errors ensures your quotes are professional, clear, and compelling.

• Sending a vague quote without itemized pricing. Clients want to understand what each component costs, not just see a lump sum total.
• Forgetting to include a validity period. Without an expiry date, clients may try to lock in pricing months later when your costs have changed.
• Omitting payment terms. Ambiguity about when and how payment is expected leads to awkward conversations and delayed payments after the project starts.
• Not explaining the value behind the price. A quote that only lists numbers without context feels impersonal and makes it easy for clients to compare you on price alone.
• Failing to follow up. Many deals are lost not because the quote was wrong but because the sender never circled back to keep the conversation moving forward.