How To Write an Email Asking for a Quote: 5 Simple Steps

Updated March 10, 2023

If you want to buy materials from a supplier for a professional project, you may consider contacting them with questions before making a purchase. To get an accurate idea of how much the materials cost, you can ask for a price quote. If you're requesting a quote through email for the first time, you might benefit from reading about the proper email format.

In this article, we explain when and how to write a quote request email, share tips for writing one and provide a template and example of this type of email.

When to write an email asking for a quote

Here are some situations in which you might write an email asking for a price quote:

Seeking details about the prices of a business's goods and services
Planning a budget or planning to compare one business' prices with another's
Adding stipulations to your purchase, such as a discount
Learning how a business completes its transactions
Requesting the specific terms of your transactions in writing

How to write an email asking for a quote

Here's a list of steps you can take to request a price quote via email:

1. Write a subject line

It's important to communicate your intentions clearly in the subject line of your email so that the business you're contacting understands what you're seeking. For example, you might write a subject line like, "Request for a quote." You may also consider including your name in the subject line so that the business may remember your request more easily.

2. Develop a strong opening

Start with a polite greeting, preferably using the name of the person you're emailing. If you don't know the person's name, you can use the name of the department or a general greeting like, "Good morning." This can help set a friendly tone for the email.

3. Ask for a quote for specific items

In the email body, you can ask for a quote, share a requested list of items and explain why you're requesting those specific items. It might make the quoting process more efficient if you include the desired amount for each item listed. Consider creating a bullet for each item so the recipient knows to find a quote for each.

4. Add additional details and requests

You can also clarify details and make additional requests in the body of your email. It might be helpful to include information like the date you want your product, the place you want it delivered and the reason you're buying it. This can help the company respond accurately to your request. You can also provide a list of questions and include your contact information so the business can contact you.

5. Close the email

You can close your email with a sentence that shows you're politely waiting for a response, such as, "I'm looking forward to hearing from you." This can help the recipient understand that you expect a timely reply. At the very end of your email, write a closing phrase like, "Thank you in advance," and include your full name.

Tips for writing an email asking for a quote

Here are some tips you can use to write a quote request email:

Use a formal writing style: Try to maintain a friendly and polite tone throughout your correspondence. Writing formally can show the recipient that you're a professional.
Request a prompt response: Consider communicating the urgency level of your request. If you need a reply within a certain amount of time, consider mentioning how soon you expect a response.
Ask about delivery times: In your email, consider asking about delivery times for the products. This can allow you to plan for the deliveries or ask for a quote from another supplier if needed.
Ask about fees: You may also ask the supplier about shipping and delivery fees. This can help you assess what the final cost might be.
Establish your item list: Prepare your detailed list of items before you write the email, including the exact amount of each item. This can help ensure you get a quote for each one.
Ask about payment options: Consider asking what payment options the business has. This can help you determine if its options match your form of payment.

Quote request email template

Here's a template to help you write a quote request email:

[Subject line, including your name]

Dear [supplier name],

Hello, my name is [your name], and I'm the [your position title] for [name of the company for which you work]. I'm writing this email to request a price quote for the following items:

[Item with the exact amount you need]
[Item with the exact amount you need]
[Item with the exact amount you need]
[Item with the exact amount you need]

Since this is our first correspondence, I also have some questions:

[Question for the recipient]
[Question for the recipient]
[Question for the recipient]
[Question for the recipient]

Could you please deliver the [inventory] to [address where you want the supplies delivered] at your earliest convenience? If you could send an email response before [date you'd like a response by], I'd greatly appreciate it. You can also contact me through my office phone at [your phone number] if that's more convenient for you.

I look forward to your reply.

[Closing phrase],
[Your name]

Example of a quote request email

Here's an example of a quote request email:

Subject: Quotation request from Clinio Mondragón

Dear Philip,

Hello, my name is Clinio Mondragón, and I'm the inventory clerk for Furniture Building Warehouse. I'm writing this email to request a price quote for the following items:

20 pieces of 2x2 lumber
20 pieces of 2x4 lumber
2 pieces of 1x4 lumber
32 pieces of 1x2 lumber