Quotation Approval Letter: 8 Templates

As a qualified individual, you might have to prepare letters asking for data from managers, administration, executives, and third-party vendors.Β 

Understanding how to interact and confer with suppliers from afar is critical, particularly if your job requires you to hire freelancers or vendors. Understanding how to compose a quotation letter of inquiry correctly will make you appear competent and polite. πŸ˜‡

The following piece discusses how to compose a letter seeking a firm quotation, how to write such a letter, and what elements should be included in one. ✴️

What to Write in a Quotation Approval Letter

A corporate quote letter is an inquiry written by someone who is in a position to purchase a service or item from a vendor and is curious about the prospective cost of the good or service in question.

Many supply-based organizations provide customized prices depending on the exact needs of every client, which is why businesses should approach them to express their particular demands and conditions.Β 

The wording and attitude you employ in these messages may have a big influence on the vendor’s readiness to collaborate or bargain, and that’s why it’s critical to grasp the rules and regulations of submitting quotation inquiries. πŸ‘‡

  • When requesting an estimate, it is critical to identify yourself with the person receiving it and educate them of your qualifications. This allows the hiring party to conduct an investigation about you as well as your company to evaluate if they’re interested in rendering you their expertise. πŸ§‘β€πŸ«
  • In the letter you write, outline your work tasks that tie into your justification for requesting their help. Ensure that you adequately clarify your viewpoint and the way their goods or work may help to boost your chances if they embrace the proposal. πŸ§‘β€πŸ’Ό
  • When drafting your firm quotation demand, make it obvious precisely what you’re seeking. πŸ“ˆ
  • A price range or figure for what you’re prepared or anticipating to shell out for the vendor’s product or assistance is also a vital part of a quote request statement. When settling on an offering cost, try studying the normal pricing range for the particular assistance, and note if you’re willing to engage in bargaining. πŸ’°

How to Write a Quotation Approval Letter (Tips)

Here are some pointers to keep in mind while drafting a quotation approval letter.πŸ”» 

Do a good research work

When creating a request for a pricing letter, the initial step is to do a little digging on the firm with whom you’re seeking to do commerce to identify the title of the person in charge of sales. 

Writing the letter right away to the person receiving it might help you appear competent and considerate. If you can’t discover the specific individual who will most likely view the message, send it to the appropriate department alternatively. 🏒

Introduce yourself

After you’ve greeted the people in question correctly, you may proceed further by briefly talking about yourself and the things you do. If you are employed by a corporation, clarify your role as well as what your organization’s long-term goals are. 

If you’re a self-employed contractor, try outlining a few of your previous assignments, particularly those that produced positive outcomes for your company. πŸ§‘β€πŸ’Ό

Inquire about pricing

Try to mention your pricing aspect when submitting your firm proposal demand, something you might want to investigate prior to verifying it’s acceptable as well as within your financial capabilities. 

Consider enquiring about an extensive discount if you’re planning on placing a large purchase of merchandise. You should also enquire about schedules for delivery and transportation expenses, as they might have a significant impact on the work plans. πŸ’Έ

Give your contact details

After confirming your name, give more of your basic personal details, such as your initials and last names, job title, organization’s name, mailing addresses, and cellphone numbers. This enables the merchant to contact you in a variety of ways. πŸ“±

Template: 1

Quotation Approval Letter

From,

[Name of the Company]

[Name of the Sender]

[Title of the Job]

[Address, Zip Code]

[Phone]

[Email]

[Date]

To

[Name of the Supplier]

[Address, Zip Code]

Sub- Approval for A Quotation.

Dear [Name of the Recipient],

On behalf of my company, I am writing to you with the reference to your quotation no [Number], which we have received on [Date]. We want to thank you for sending the quotation.

After receiving the quotation, we have thoroughly checked and verified the details of your offer. I have to say that the details were in order. We have no issues with your offer so we have taken the decision regarding this offer and we are glad to approve your quotation.

This letter is evidence of our approval for your quotation. Currently, we are making a draft of our Purchase Order corresponding to your referenced quotation and after the completion of that Purchase Order, We will surely share it with you.

We are excited and looking forward to doing business with you.

Yours sincerely,

[Your Signature].

quotation approval letter

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Template: 2

Quotation Approval Email

From,

[Write the name of the Company]

[Name of the Sender]

[Title of the Job]

[Address, Zip Code]

[Phone number]

[Email-id]

[Date]

To

[Name of the Supplier]

[Mention address and zip code]

Sub- Approval for A Quotation.

Dear [Name of the Receiver],

We are glad to notify you that your filled quotation on the date of (Mention date) quotation with reference no (mention quotation no) has been accepted by our company for the (Mention project name). And we are glad that our prolonged search has come to an end for you.

The figure you have sent is in reach of our hand also it fits our estimates. Many big industrialists have mentioned your name as a good working partner. We hope that the same goes for us.

We have arranged a meeting on (Mention date) at the (Mention place of meeting) to help you and your associates explain the entire working process.

Feel free to contact us regarding any inquiries, our contact details are (Write your contact details). We are always available for the people who want to make the world a better place.

Thanks again for working with us.

Yours faithfully,

[Your Signature].

quotation approval letter

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Template: 3

Approval Letter for Quotation

From,

[Write the name of the Company]

[Name of the Sender]

[Title of the Job]

[Address, Zip Code]

[Phone number]

[Email-id]

[Date]

To

[Name of the Supplier]

[Mention address and zip code]

Sub- Approval for A Quotation.

Dear [Name of the Receiver],

Your quotation no (Mention quotation no), dated (mention quotation date), has been happily accepted by us, and we want to acknowledge you.

In this age of rising prices, people are suffering to buy their day-to-day household materials, and it is becoming impossible to lead a quality lifestyle. Although your bid has come as a relief to us. We are very happy to have an organization like you. 

For the last (Mention timeline), we have been looking for a company that can do our job at a minimum price and in a perfect way. I think you are suitable for it. 

We will soon inform you after we make the required purchase.

Thanks and regards,

Yours sincerely,

[Your Signature].

quotation approval letter

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Template: 4

[Name of the sender]

[HR of the respective company]

To,

[Name of addressee]

[Address of recipient]

Subject: Letter of Quotation Approval

Respected sir/madam,

I [mention your name], being the HR of the company, wanted to inform you that your quotation for the [mention purpose] has been approved. Looking into your quotation, the idea that you have mentioned will definitely bring change in our work and will help our business to grow.

So, the idea was accepted by all the team members, so your quotation has been approved. Now, you can proceed to execute your idea to the higher authority. And I believe they will also approve your quotation. You have been a sincere and hard-working employee at [mention company name]. And your quotation can bring a changing work.

Keep working and keep growing. All the needed documents have been attached with this letter; please find the attachment and proceed to the needful work. All the best for your upcoming work. Hope you achieve your success.

If you have any further queries, you can reach us at [mention phone number] or through an email [mention email address].

Sincerely,

[Sender Name]

quotation approval letter

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Template: 5

From,

[Mention the name of the sender]

[Mention the designation of the sender]

[Mention the full name of the company/organization]

 [Mention the date]

To,

[Mention the full name of the recipient]

[Mention the job title of the recipient]

[Mention the name of the department of the recipient]

[Mention the full name of the entity/organization]

Subject: Letter of Approval for A Quotation. 

Dear [Mention the full name of the recipient],

We at [mention the name of the company/organization] are happy to inform you that the quotation you had made on [mention the date when the quotation was made] with the quotation reference number [mention the quotation number] has been approved. 

The price that you had quoted for [ mention the product or the service] stands to be exclusive from all other quotations we had received.  We request you to visit the [mention the name of the department] for further proceedings before we start working together

In this rising market, getting the service within our budget is appreciated. We hope that the service you will be providing will exactly be the same that you had mentioned in your quotation details. 

This letter will act as an initial approval order to go ahead with your work. However, proper documentation will be made on your visit to our office. 

Please let us know in advance when you will be visiting so that we can keep our documentation ready by then. And also, you can bring your lawyer to the final signing process. We will also be sending the same documents to you in your mail. 

We look forward to a long association with you and your company/organization.

Sincerely,

[Mention the name of the sender].

[Mention the designation of the sender]

[Mention the full name of the company/organization]

[Mention the mail ID or the contact number of the sender].

quotation approval letter

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Template: 6

From,

[Mention the name of the sender]

[Mention the designation of the sender]

[Mention the full name of the company/organization]

 [Mention the date]

To,

[Mention the full name of the recipient]

[Mention the job title of the recipient]

[Mention the name of the department of the recipient]

[Mention the full name of the entity/organization]

Subject: Letter of Approval for A Quotation.

Dear [Mention the full name of the recipient],

I, on behalf of [mention the name of the company/organization] writing this letter to inform you that your quotation request made on [mention the date] with the quotation reference number [mention the number] has been approved by our [mention the department].

You are as a result of this requested to contact our [mention the department] to submit your acceptance. 

You are needed to the office on [mention the date] so that we can carry forward with the further proceedings. Before your visit, you will receive a draft of the final agreement. Please go through the clauses mentioned and let us know if all of them are okay. After your approval, we will go ahead with the signing process. 

The initial advance payment will be made to you after the signing process is done so that you can start with your work. Also, mention if you require any other support to complete the project. However, we will be meeting at regular intervals for updates from both ends.

Please submit the copies of your identity proof and your work license roof on your acceptance and carry the original document on the signing day. 

If you have any queries or check through any documents, let us know we will provide you with the same.

[Mention the name of the company/organization] is looking for a fruitful association with you and your Company/organization].

Thanks and Regards,

Sincerely,

[Mention the name of the sender].

[Mention the designation of the sender]

[Mention the full name of the company/organization]

[Mention the mail ID or the contact number of the sender].

quotation approval letter

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Template: 7

[Name of the sender]

[HR of the respective company]

To,

[Name of addressee]

[Address of recipient]

Subject: Letter of Quotation Approval

Respected sir/madam,

Being the company’s HR, I [mention your name] wanted to inform you that your quotation for the [mention purpose] has been approved. Looking into your quotation, the idea you have mentioned will definitely bring change in our work and help our business grow. So, as the idea was accepted by all the team members, your quotation has been approved.

Now, you can proceed to execute your idea to the higher authority. And I believe they will also approve your quotation. You have been a sincere and hard-working employee at [mention company name]. And your quote can bring a changing work.

Keep working and keep growing. All the needed documents have been attached to this letter. Please find the attachment and proceed to the needful work. All the best for your upcoming work. Hope you achieve your success.

If you have any further queries, you can reach us at [mention phone number] or through an email [mention email address].

Sincerely,

[Sender Name]

quotation approval letter

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

How to Send Email for Quotation Approval?

  • Start the email by mentioning your name and the company you are writing the email on behalf of.
  • Confirm of acknowledging the email.
  • Let them know the process a little bit which you had to go through in order to verify the details of the quotation.
  • Proceed by congratulating them on the acceptance of the quotation.
  • Confirming that this letter will act as evidence to verify the confirmation of the deal.
  • Let them know the date by which the purchase order will be ready to be shared.
  • Show your excitement towards the collaboration.

How to Accept a Quote by Email?

  • At the beginning of the letter, mention your name and the company you are representing at that moment.
  • Tell them about the quotation you have received.
  • Let them know the process you had to follow in order to make a fair decision on the quotation.
  • Congratulate them on the acceptance of the quotation.
  • Mention the date and time to share the purchase order with them
  • Congratulations once again on the acceptance of the deal.
  • Assure them that this email can be used as evidence for the acceptance of the deal.
  • End the email by thanking them for their efforts.
  • Show excitement towards the deal.


How to Approve Quotation in Email?

  • Start the email including your name and the company’s details you are writing on behalf of.
  • Confirm the appearance of the request.
  • Let them know that after a lot of discussions and verifications, the quotation is accepted.
  • Keep the email as short as possible.
  • Take a specific date and time to place and purchase order, by the time the Purchase order is mended.
  • Thank them the applying for the sponsorship.
  • Show them the love and excitement for the new beginnings.
  • Mention regards and email while closing the chat.


How to Reply for Approved Quotation?

  • Start the letter with a greeting.
  • Mention the name and the sponsorship detail.
  • Mention the research you did in order to verify the quotation
  • Then be glad to mention the acceptance of the application.
  • Use as less words as possible.
  • Mention a time and date on which you will be able to complete the purchase order and share it with them.
  • Again, thanking and be glad for the application.
  • Show them excitement towards the deal.
  • Send regards.

Similar Posts:

Was this article helpful?

Leave a Comment