A quotation letter is a formal document written to specify the price of particular goods, products, or services. The letter can be written either by the buyer/client inquiring about the price tag, or seller/service provider for submitting the quote as a response to the inquiry. A buyer or the prospective client can inquire for the price tag of any of the seller’s product or the service being offered by the service provider. The structured format of the letter serves as a convenient way to initiate a discussion between a seller and a buyer. It also helps the buyer to make a rapid decision by comparing the letters submitted by other sellers.
Apart from the price tag, the letter also specifies the details of the inquired product or service along with the details of payment procedure specifying the date to complete payment transfer and other terms and conditions. The letter is not legally binding unless the buyer, submitting the inquiry, accepts the offer of the seller or service provider.
Before submitting the quotation letter there are few things which need to be considered:
- Ensuring adequate availability of the products requested by the buyer
- Assessing the supply chain to highlight any additional cost which is likely to be incurred
- Understanding the delivery channel, whether the customer/buyer would collect the requested product on his/her own or does it need to be delivered
- Estimating the time required to process the various tasks, in order to avoid any inconvenience in timely delivery of a product or service
- Evaluating the overhead cost and the service charges to ensure profit return
Let us assume, a travel agency Anima Travels is inquired about its service charges and is requested to submit a quotation letter. Below mentioned tips could be effective for the travel agency to grasp the client’s attention and close the deal:
- Clearly understand the client’s requirements and needs. In case of any ambiguity reach out to the client for clarification before sharing the quotation letter
- While writing the letter, show gratitude to the client for showing interest in the services of your agency
- Introduce the agency by providing an overview of the agency’s vision
- Refer to the request of the client
- Tailor the details of service package (for accommodation, travel, activities, and destination) as per the client’s request
- Mention terms and conditions (if any) – such as the timeline for tour dates, reservation dates, or the letter acceptance
Sample Travel Agency Quotation Letter
Date
Name of Addressee and designation
Address
Dear Mr./Ms. [X]
Thank you for your interest in tour packages of Anima Travels.
Anima Travels is a leading travel agency licensed by IATA and IFTA. We provide travel services to our clients, and suffice their accommodation at an affordable price through a strong network,
Our understanding of your need based on your request for quotation is that you require tour package details inclusive of accommodation and visit tourist sites for your company’s board meeting, in Hong Kong, comprising of 25 participants scheduled from April 04, 20XX, to April 06, 20XX.
Our pricing details are mentioned below:
- Promo Package – $[X] per person
- Package includes: 3 days and 2 nights at Hotel ABC ( 4-star hotel)
- Daily breakfast
- The fare from the airport to hotel and back to the airport
- Half-day city tour on Day 2, excluding entry fee of tourist sites
- Premium Package – $[X] per person
- Package includes: 3 days and 2 nights at Hotel ABC (5- star hotel)
- Daily breakfast and 2 days hi-tea
- The fare from the airport to hotel and back to the airport
- Half-day city tour on Day 2 excluding entry fee of tourist sites
- Supreme Package – $[X] per person
- Package includes: 3 days and 2 nights at Hotel ABC (5-star hotel)
- Daily breakfast, dinner and 2 days hi-tea
- The fare from the airport to hotel and back to the airport
- Half-day city tour on Day 2 including entry fee of tourist sites
Cancellation and Refund Policy
- No cancellation fee will be charged within 24 hours of proposal acceptance
- 10% cancellation fee will be charged in case of cancellation within 48 hours of proposal acceptance
- 25% cancellation fee will be charged in case of cancellation within 72 hours of proposal acceptance
- 50% cancellation fee will be charged in case of cancellation within 96 hours of proposal acceptance
- 100% cancellation fee will be charged in case of cancellation after 96 hours of proposal acceptance
For a detailed itinerary and any further information, please reach out to us.
Hoping to hear from you soon.
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