How to Write a Quotation Letter: Meaning, Format & Examples

Understanding the correct Quotation Letter format is essential for businesses and educators who frequently request or provide price information in a formal setting. This topic page explains how to structure a Quotation Letter, provides easy-to-follow templates, and highlights common mistakes. You’ll also find real-world Quotation Letter samples for office and school use, along with helpful tips to write error-free formal correspondence.

Quotation Letter Format in English: Step-by-Step Guide

Quotation Letters are formal requests or responses that detail price estimates for goods or services. Whether for office use, tenders, or communication with a principal, a Quotation Letter must be clear, concise, and polite. Following a structured format ensures clarity, professionalism, and successful business relationships. Below is the standard Quotation Letter format in English for various contexts.

Standard Quotation Letter Template and Example

Using this structure, anyone can create a simple quotation letter or a detailed price proposal. Each element brings clarity and formality to your correspondence. You may find additional details on formal letters and letter writing at Vedantu for broader reference.

How to Write a Quotation Letter Step by Step

Writing a Quotation Letter is a straightforward process if you follow the right order. Start with correct addresses, include a precise subject line, use a polite tone, and list the required items or requested services clearly. When preparing a Quotation Letter for tender or to a customer, remember to be formal yet concise in your request or response.

1. Begin with your name, address, and contact details for identification.

2. Add the date, which is necessary in every official communication.

3. Write the recipient’s full address and designation for clarity.

4. Compose a subject line that clearly states the letter’s purpose, such as “Quotation for Printing Services.”

5. Use a polite salutation—‘Dear Sir/Madam’ works for most situations.

6. In the letter body, detail what you are asking (or offering), provide specifics about products or services, and include required quantities or specifications.

7. Add any terms, deadlines, or questions if relevant.

8. End with a respectful sign-off: ‘Sincerely,’ ‘Yours faithfully,’ and then your name and designation.

Practising these steps reduces errors and ensures professional communication. For more on writing practice, try writing skills exercises at Vedantu.

Sample Quotation Letter Format for Different Scenarios

Quotation Letters can be adapted for school principals, customers, offices, or even email. Here are some sample formats and real-world examples to guide you:

Quotation Letter Sample to Principal

Subject: Quotation for Supply of Sports Equipment

Dear Sir/Madam,
I am writing to request a price quotation for footballs, cricket bats, and badminton rackets to be supplied to our school. Kindly provide your best rates and earliest delivery time.
Sincerely,
Rahul Bansal
Sports Coordinator
XYZ School
Contact: 9876543212

Simple Quotation Letter for Office Use

ABC Pvt. Ltd.
Mumbai, Maharashtra
15th March 2024
To,
The Purchase Manager,
DEF Enterprises
Pune, Maharashtra
Subject: Request for Quotation for Office Desks
Dear Sir/Madam,
We require a quotation for 20 modular office desks suitable for a collaborative workspace. Please share your best rates and include delivery timelines.
Yours sincerely,
Amit Singh
Admin Head
Contact: 9123456789

Quotation Letter Email Version

To: sales@company.com
Subject: Quotation for IT Support Services
Dear Sir/Madam,
We are interested in obtaining a price proposal for annual IT support for our office. Please email your quotation letter in English with all terms and details.
Best regards,
Neha Kapoor, Operations Manager

Each of these samples includes a subject line, clear list of requirements, and polite closing—important for any quotation letter template. For other types of requests, see the format for a Society NOC Letter or an Order Letter for more reference.

Best Practices and Common Mistakes to Avoid in a Quotation Letter

Common mistakes in Quotation Letters include missing details, unclear item descriptions, or an informal tone. Always double-check the letterhead, ensure the subject line is relevant, and avoid typographical errors. Using polite and formal language enhances your professionalism, whether you’re sending a sample price proposal and quotation letter or a simple quotation letter for office use.

1. Check all names, addresses, and contact information before sending.

2. Avoid vague phrases—specify products, services, and required quantities.

3. Review the letter for spelling, grammar, and formatting mistakes.

4. Keep the tone respectful and the language free from slang or abbreviations.

5. If sending a quotation letter email version, use a concise and professional subject line.

Applying these best practices ensures your Quotation Letter stands out. For more tips on grammar and punctuation, refer to Grammar guides and subject line formation articles on Vedantu.

Quotation Letter Format for Tenders and Construction Work

Tender quotations and letters for construction work require extra precision. Include your registration details, summarize your offer with breakdowns if needed, and indicate the terms clearly. Using a quotation letter pad or your official letterhead adds authenticity and trust to your communication.

If you are unsure about how to write a quotation letter for tender, keep the message formal, include all sections per the sample quotation letter format in Word, and avoid errors by proofreading carefully. For construction-related correspondences, list specifications and material quality precisely.

Quotation Letter Template: Key Elements and Subject Line Examples

Every Quotation Letter template should prominently feature a strong subject line for easy identification. Subject lines such as “Quotation Request for Science Lab Equipment,” “Price Quotation for Annual Maintenance Contract,” or “Proposal for Event Catering Services” are direct and effective.

A well-chosen subject line allows fast responses and clarity for both sender and receiver. For related templates and further practice writing subject lines or polite business letters, explore Complaint Letter resources and Message Writing guides at Vedantu.

Summary of Quotation Letter Format and Samples

A proper Quotation Letter format in English ensures clarity, professionalism, and positive business outcomes. By following the structured template above and learning from the given sample quotation letters, you can confidently draft requests or offers for any scenario, whether for office use, tenders, or academic situations. Practise your skills using more writing and grammar resources offered at Vedantu.