Inquiry Letter For Quotation
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Supplier/Company Name]
[Address]
[City, State, ZIP Code]
Subject: Inquiry for Quotation
Dear [Recipient's Name or Sir/Madam],
I hope this letter finds you well. My name is [Your Name], and I am writing on behalf of [Your Company/Organization Name]. We are a [briefly describe your business/organization and its activities].
We are currently in the process of [briefly describe the project or the purpose of the requested products/services]. As part of this endeavor, we are interested in obtaining a quotation for the following goods/services:
[List the products/services you are inquiring about, including any specifications or quantities if available]
We kindly request that you provide us with a detailed quotation that includes the following information:
1. Unit prices for each product/service.
2. Any applicable bulk or volume discounts.
3. Delivery timelines and estimated shipping costs, if applicable.
4. Terms of payment and any associated conditions.
5. Warranty or guarantee information, if applicable.
6. Availability of technical support or after-sales services.
7. Any other relevant information or special offers.
If you offer any additional products or services that you think might be relevant to our project, please feel free to include them in the quotation as well.
We would appreciate it if you could send us the quotation by [specify the date you would like to receive the quotation]. If there are any additional documents or details that you require from us to prepare the quotation, please let us know, and we will be happy to provide them promptly.
Should you have any questions or require further information, please do not hesitate to contact me via email at [Your Email Address] or by phone at [Your Phone Number].
Thank you for considering our inquiry. We are looking forward to receiving your competitive quotation.
Sincerely,
[Your Name]
[Your Title/Position - optional]
[Your Company/Organization Name - optional]
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Formal Inquiry Letter for Quotation
Subject: Request for Quotation
Dear [Supplier's Name],
I am writing to request a quotation for the following products/services: [List of products or services].
Please provide details including pricing, delivery timelines, payment terms, and any bulk order discounts. We are considering placing an order of [Quantity] units and would appreciate your earliest response.
Thank you for your attention to this request. I look forward to your quotation.
Sincerely,
[Your Name]
[Company Name]
[Position]
[Contact Information]
Casual Email Inquiry for Quotation
Subject: Quotation Request
Hi [Supplier's Name],
I hope you're doing well. Could you please send me a quotation for [Product/Service Name]?
I'm particularly interested in the pricing for [Quantity or Package], along with delivery options and estimated timelines.
Looking forward to your reply.
Best regards,
[Your Name]
[Company Name]
Preliminary Inquiry for Quotation Letter
Subject: Preliminary Quotation Request
Dear [Supplier's Name],
We are exploring options for [Product/Service Name] and would like to receive a preliminary quotation.
Kindly include information about pricing, lead times, minimum order quantities, and payment terms. This will help us evaluate our requirements before finalizing the order.
Thank you for your assistance.
Sincerely,
[Your Name]
[Company Name]
Detailed Product Quotation Request Letter
Subject: Request for Detailed Quotation
Dear [Supplier's Name],
Please provide a detailed quotation for the following items:
- [Item 1 with specifications]
- [Item 2 with specifications]
- [Item 3 with specifications]
Include unit prices, bulk discounts, delivery timelines, warranty terms, and any additional charges applicable. Your prompt response will assist us in making a timely purchasing decision.
Thank you,
[Your Name]
[Company Name]
[Contact Information]
Quick Request for Quotation Email
Subject: Quotation Needed
Hi [Supplier's Name],
Could you please send me a quotation for [Product/Service]?
We need it as soon as possible to proceed with our procurement process.
Thanks in advance!
[Your Name]
What is an Inquiry Letter for Quotation and Why You Need It
An inquiry letter for quotation is a formal or informal communication sent to a supplier requesting price and service information for products or services.
Purpose:
- Obtain pricing and terms for potential purchases
- Compare suppliers before making procurement decisions
- Understand delivery schedules, payment terms, and discounts
- Maintain formal communication for business records
Who Should Send an Inquiry Letter for Quotation
- Procurement officers or buyers in companies
- Business owners or managers seeking suppliers
- Individuals or organizations requiring multiple quotes for comparison
- Project managers handling material or service acquisitions
Whom Should the Letter Be Addressed To
- Supplier sales representatives
- Customer service or quotation departments
- Authorized distributors or resellers
- Official contacts listed for corporate purchasing inquiries
When to Send an Inquiry Letter for Quotation
- Before placing a bulk or one-time order
- When comparing multiple suppliers for cost-effectiveness
- Prior to signing contracts or agreements
- When exploring new product lines or services
How to Write and Send an Inquiry Letter for Quotation
- Start with a clear subject line: “Request for Quotation”
- Politely greet the recipient
- Specify the products or services and any technical specifications
- Request detailed pricing, delivery, and payment terms
- Close with thanks and professional signature
- Send by email for faster response or printed letter for formal documentation
Formatting Guidelines for Quotation Inquiry Letters
- Length: 1–2 pages for formal letters; short and concise for emails
- Tone: Professional and polite
- Wording: Clear, specific, and free of ambiguity
- Attachments: Include product specifications or requirement sheets if necessary
- Signature: Name, company, position, and contact information
Requirements and Prerequisites Before Sending a Quotation Inquiry
- Clearly define the product or service specifications
- Know the quantity and budget constraints
- Research potential suppliers beforehand
- Identify preferred delivery timelines
- Prepare any technical documents to support the request
Tricks and Tips for Effective Quotation Inquiry Letters
- Include product/service specifications to avoid back-and-forth
- Mention required delivery date to ensure supplier feasibility
- Request multiple options or packages if applicable
- Use bullet points for clarity
- Follow up politely if no response is received within the expected timeframe
Common Mistakes to Avoid in Quotation Inquiry Letters
- Being vague about product specifications or quantity
- Using informal or unprofessional language
- Omitting contact details for responses
- Requesting quotations without sufficient lead time
- Forgetting to mention payment terms or delivery expectations
Elements and Structure of a Quotation Inquiry Letter
- Subject line clearly stating the request
- Greeting to the supplier or contact person
- Introduction explaining the purpose of inquiry
- Detailed list of products/services required
- Request for pricing, delivery, and payment terms
- Closing statement with appreciation
- Signature including name, position, company, and contact information
FAQ About Inquiry Letters for Quotation
Q: Can I request a quotation via email?
A: Yes, emails are standard for fast and documented communication.
Q: Should I include product specifications?
A: Yes, detailed specifications help suppliers provide accurate quotes.
Q: How soon should I expect a response?
A: Typically within 2–5 business days, depending on the supplier’s workload.
Q: Is it acceptable to request quotations from multiple suppliers simultaneously?
A: Yes, this is common practice to compare prices and terms.
