Quotation Letter Sample / Format / Example / Template (2024)

Letter Writing / 23 Comments / 5 minutes of reading

A quotation letter is the most common and used letter in a business organization. So, a detailed discussion about quotation letters with quotation letter definition and quotation letter sample/quotation letter format/quotation letter example/quotation letter template are given below.

Table of Contents

Quotation letter definition

A quotation is a specific offer for sale. It is sent in response to an inquiry from a particular person or business house. Thus it is a reply message to an inquiry from a potential buyer.

A quotation includes details about the prices of specific goods selected, terms of payment, and conditions of delivery while writing such a letter, the seller should clearly state everything as inquired by the buyer.

The letter must be written to the point with conciseness and a complete tone. A seller must have the intention to create goodwill through such a letter which will establish a business relationship.

Whether the seller wants to impose any terms should be solicited by

Quotation Letter Sample

An inquiry letter was written to a firm regarding the price of mobile sets.

Helpline communication
2nd line road, Bijoy Nagar, Dhaka-1100

1st August 2021

Quotation Letter Format

Reply to the prior inquiry i.e. providing a Quotation.

Telecommunication Ltd.
25, Gulshan Dhaka-1212

10th August 2021

Manager
Purchase Division
HelpLine Communication
2nd Line Road, Bijoynagar
Dhaka-1100

Ref: Terms and Quotations for Nokia “2100”

Dear Sir

Quotation Letter Example

From the previous letter, you already received quotations and terms for the “Nokia 2100” set but you need the terms and conditions to be more flexible as other Competitors are ready to provide, write a letter asking them to offer you the better one.

HelpLine Communication
2nd Line road, Bijoy Nagar, Dhaka-1100

15th August 2021

Sales Manager
Tele-Communication Ltd.
25, Gulshan, Dhaka-1212

Ref; Asking for favorable terms.

Dear Sir,

Thanks for your letter of 10th August, 21 along with quotations and terms.

We are ready to accept the quotations you provided but the terms of trade as you mentioned are still more than the other valued competitors offering in the market. It would be competitive and justifiable if you allow us a 20% Trade Discount for fifteen (15) days. As we will order more than 5000 pieces at a time, you could be able to enjoy a better return on the basis of the terms we mentioned above.

We need a “Nokia 2100” on an urgent basis and hence we look forward to getting a prompt reply from you.

Yours faithfully

M.A. Karim
Purchase Manager,
HelpLine Communication

Quotation Letter Template

Reply to the prior letter given in Example-3.

Tele-Communication Ltd
25, Gulshan, Dhaka-1212

25th Aug 2021

Manager Purchase Division
HelpLine Communication
2nd line Road, Bijoynagar
Dhaka-1100

Ref: Reply to the letter dated 15th August 2004

Dear sir,

Many thanks for the letter of 1st August 2021. We really appreciate your interest in our merchandise “NOKIA 2100” and your expectation to order for them.

May we point out to you that the terms and conditions that were offered are the most competitive ones in the current market scenario. Our product is up to the mark and can ensure a better quality service than others. The so-called terms and conditions for trade offered by us are made in such a way that it will leave us only a slight margin of profit.

However, we shall be pleased to allow you the 20% trade discount for fifteen (15) days if you can raise your order to 10,000 pieces at a time.

We are waiting for your confirmation and hope that we can keep our commitment to providing quality goods on time.