Cover letter for quotation to client

Cover Letter for Quotation to Client

Letters Kate

It is a common practice for sellers to prepare a quotation for their clients when they want to know the prices of the items they intend to purchase. Clients generally request quotations from multiple sellers and, after careful evaluation, choose one seller to proceed with the purchase.

A cover letter is an important part of the quotation, as it provides a brief introduction to the quotation document. Although it is not a mandatory document, since many sellers submit their quotations without one, those who include a cover letter often create a better impression. A well-written cover letter helps clients understand the quotation more clearly.

To make this process easier, we have created a few sample cover letters for quotations that you can use as a reference or customize according to your specific business needs.

In many cases, sellers fail to secure a deal because their cover letter is not strong enough, even if their quotation is competitive. Therefore, it is important to follow these tips:

  • Understand the content of your letter before writing it, as you cannot afford to miss any important information.
  • Briefly describe what the client can expect to find in the quotation, ensuring the letter does not exceed one page.
  • Clearly mention the items or services included in the quotation.
  • Include the terms and conditions of the sale, along with the estimated delivery timeline for the products or services.

Samples

Subject: Cover Letter for Quotation

Dear Mr. ABC,

With reference to our discussion last week regarding the supply of furniture for your office, we are pleased to submit our quotation. This includes the supply of furniture items such as three chairs, one table, and one sofa set.

We believe that this quotation is aligned with your expectations in terms of pricing, delivery terms, and overall requirements.

For your convenience and clarity, we have provided a detailed list of items along with their specifications below:

  • Specification 1: __________________
  • Specification 2: __________________
  • Specification 3: __________________

We hope you will review the quotation carefully and proceed with your order accordingly.

Kindly note that the order, along with payment, should be completed within 30 days of receiving this quotation. We will make every effort to deliver the products at the earliest possible time.

Please also note that prices are subject to change due to market fluctuations. This quotation is valid for 35 business days. Any orders placed after this period will require a revised quotation. We encourage you to place your order at your earliest convenience, as stock availability may be limited.

We look forward to your positive response.

Yours sincerely,
[Your Name]
[Your Company Name]
[Contact Information]

Cover letter for quotation to client

Another sample cover letter for a quotation, written by a seller to a prospective client, is provided below.

Sample cover letter for bid:

Subject: Cover Letter for Quotation

Dear Mr. ABC,

With reference to our meeting last month, we are pleased to submit our quotation for the supply of stationery products to your office. The list of items included in our quotation is as follows:

  • 1
  • 2

We are confident that the information provided in our quotation will meet your requirements. A prompt response will enable us to process your order and ensure timely delivery of the products.

Please note the following important terms:

  • Payment can be made within one week after the delivery of the products.
  • The exchange policy is applicable only if the product is defective or does not match the specifications of your order.

We look forward to your positive response and hope to establish a long-term business relationship. It will be our pleasure to serve you.

Yours sincerely,
[Your Name]
[Your Company Name]

Cover letter for quotation to client

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