Writing a quote request email is one of those tasks that seems simple enough until you're staring at a blank screen, unsure of where to start. What information should you include? Which details are unnecessary? How formal do you need to sound?
Whether you're sourcing raw materials, comparing service providers, or just trying to prepare an accurate budget, a clear, well-structured quote request email can make all the difference.
This short guide breaks down the essentials of writing quote request emails—complete with actionable tips and templates to get you started.
What is a Quote Request Email?
A quote request email is a formal message sent to a supplier or service provider to ask for pricing details on specific products or services.
These emails are typically used to gather information that helps you make informed purchasing decisions, compare costs, or even prepare sales budgets.
Unlike casual inquiries, a quote request email outlines clear requirements so the recipient can provide relevant, well-structured pricing information.
But beyond asking for prices, a quote request works to get a complete picture of the recipient’s terms, scope, workflow, and special considerations to inform decisions.
Whether you're sourcing materials for a project or looking to engage a long-term service provider, a well-written quote request email saves time, reduces confusion, and marks the beginning of a stellar professional relationship.
The Anatomy of a Standout Quote Request Email
Every part of your email plays a role in nailing your quote request email. Here’s what you need to include:
- A Clear Subject Line: Start with a subject line that’s direct and easy to understand. Something like “Request for Quote: {{Product/Service Name}}” ensures your email grabs attention and signals its purpose right away.
- A Courteous Opening Line: Begin with a friendly email greeting and introduce yourself or your company briefly. A simple line like, “My name is {{Your Name}}, and I represent {{Your Business Name}},” sets a professional yet approachable tone.
- A Clear Request in the Body: Detail the purpose of your quote request. Specify quantities, timelines, and other requirements that help the recipient provide an accurate estimate. For example: “We’re looking to purchase {{quantity}} of {{item/service}} and would like a detailed quote, including shipping and delivery timelines.”
- Supporting Attachments: Don't leave room for guesswork. The more specific you are, the more relevant the quote. So, where applicable, include product specifications, diagrams, and additional information to make your quote request more precise.
- A Warm, Professional Closing & CTA: Wrap up with a closing line and call to action that graciously encourages a response. A line like, “Please feel free to reach out if you need more details to prepare the quote. I look forward to your response,” keeps the tone positive and courteous.
- A Strong Sign-Off: End your email with your full name, job title, company name, contact information, and email signature to project credibility.
4 Quote Request Email Templates for Different Situations
Below, you’ll find four quote request email templates to give you a strong starting point. Feel free to adapt them to suit your tone and needs as you see fit.
General Quote Request Email for Products
Subject: Request for Quote: {{Product Name}}
Hi there {{Supplier Contact}},
My name is {{Your Name}}, and I represent {{Your Company Name}}. We are currently sourcing {{Product Name}} and would like to request a quote for the following:
Quantity: {{Quantity Required}}
Specifications: {{Specific Details, e.g., model, size, color}}
Delivery Location: {{Your Address}}
Preferred Delivery Timeline: {{Date or Range}}
Could you please provide a comprehensive quote that includes:
Pricing details
Shipping costs
Potential bulk discounts
Manufacturing lead times
We're particularly interested in understanding your production capabilities for our {{specific project or industry}} needs. If you need additional documentation or details, please don’t hesitate to let me know. I’ve also attached {{relevant documents}} for your reference.
Thank you for your time. I look forward to your response.
Best regards,
{{Your Full Name}}
{{Your Job Title}}
{{Your Contact Information}}
Quote Request Email for Services
Subject: Request for Service Quote: {{Service Name}}
Good day {{Supplier Contact}},
I’m reaching out on behalf of {{Your Company Name}} to request a quote for {{Service Name}}. We’re looking for a service provider to handle the following:
Service Details: {{Specific Scope or Requirements}}
Estimated Duration: {{Duration, e.g., ongoing, project-based}}
Additional Notes: {{Special considerations or requests}}
Our budget range is {{Budget Range}}, and we're looking to start the project {{Timeframe}}. Could you please provide a detailed quote outlining your approach, including pricing, payment terms, and any associated fees?
If you need more information, please feel free to contact me directly via the information below. Thank you for your attention, and I look forward to hearing from you.
Best regards,
{{Your Full Name}}
{{Your Job Title}}
{{Your Contact Information}}
Quote Request Email for Event Planning
Subject: Quote Request for Event Planning Services
Hi {{Supplier Contact}},
I’m organizing an event for {{Occasion, e.g., corporate retreat, product launch}} on behalf of {{Your Company Name}} and would like to request a quote for your planning services. The event details are as follows:
Date: {{Event Date}}
Location: {{Venue or General Area}}
Number of Attendees: {{Estimated Number}}
Required Services: {{Examples: catering, venue setup, audio-visual equipment}}
Could you please send me a breakdown of your pricing, package options, and any additional fees? If needed, I’d be happy to schedule a call to discuss further details. In the meantime, please let me know if you need further information to prepare the quote.
Looking forward to your response!
Best regards,
{{Your Full Name}}
{{Your Job Title}}
{{Your Contact Information}}
Follow Up on a Previous Quote Request Email
Subject: Follow-Up on Quote Request for {{Product/Service Name}}
Hello {{Supplier Contact}},
I hope your week is going great. I’m following up on my previous email regarding a quote for {{Product/Service Name}}. I wanted to check if you need any additional details to finalize the quote.
Here’s a quick summary of my request for your reference:
Details: {{Summary of Initial Request}}
Date of Original Email: {{Date}}
If you’ve already sent a response, could you confirm so I can ensure I haven’t missed it? I’m excited to move forward and would appreciate your reply at your earliest convenience.
Thank you for your time and assistance!
Best regards,
{{Your Full Name}}
{{Your Job Title}}
{{Your Contact Information}}
Automate Your Quote Request Emails with Instantly.ai
Getting helpful quotes from suppliers and service providers can be a hassle if your email content misses the mark. The result? Delays, vague responses, and unnecessary back-and-forth.
Thankfully, email automation partners like Instantly.ai are built specifically to ensure you’ll never have to worry about quote requests (and other email-sending use cases) anymore.
With Instantly’s automation and AI-powered personalization features, you can craft tailored, impactful emails at scale for any scenario, keeping your messages sharp and effective.
Our intelligent AI assistant learns and adapts to your unique style over time. It also analyzes recipient engagement and automates your follow-ups seamlessly. Try Instantly for free!
Key Takeaways
Crafting exceptional quote request emails is both an art and a science. When done right, they can fast-track responses, build trust, and set the stage for fruitful business relationships.
To recap:
- Every great quote request email rests on professionalism and clarity. From an engaging subject line to a well-structured body, each email component plays a role in ensuring your message is noticed, understood, and acted upon.
- Adding specifics like quantities, timelines, and special requirements in your quote request emails not only ensures accurate quotes but also moves the process forward smoothly and efficiently.
- Adapting templates for different scenarios is a smart way to jumpstart writing your quote request email without the stress.
With a partner like Instantly.ai, writing quote request emails at scale (among many other email formats) becomes virtually effortless. Whether you're new to email outreach or refining your strategy, Instantly positions you to hit the mark every time. Sign up for a free trial today!
