Sample Email for Approved Quotation

Alright, you have a quotation and it’s exactly what you’re looking for. You are ready to give the green light to the project. But hold on a sec, how do you let the supplier know you are ready to proceed? Check out our Sample Email for Approved Quotation. You’ll find different examples to get inspired and edit them as needed.

Sample Email for Approved Quotation

When a business or individual needs to purchase goods or services, they often request a quotation from multiple suppliers. The quotation should include the price, terms of payment, delivery schedule, and other relevant information. Once the customer has reviewed the quotations, they will typically select the one that best meets their needs.

If you are a supplier and you have received an approved quotation, you should send an email to the customer to confirm the order. This email should include the following information:

  • The customer’s name and contact information
  • The date of the approved quotation
  • The items and quantities ordered
  • The price and terms of payment
  • The delivery schedule
  • Any other relevant information, such as the customer’s purchase order number

You should also take this opportunity to thank the customer for their business and express your commitment to providing them with excellent service. Here is an example of an approved quotation email:

Dear [Customer Name],

I hope this email finds you well.

I am writing to confirm your approved quotation for the purchase of [Items and Quantities Ordered]. The total price for this order is [Price] and the terms of payment are [Terms of Payment].

We will deliver the items to you on [Delivery Schedule]. We appreciate your business and are committed to providing you with excellent service.

If you have any questions, please do not hesitate to contact me.

Thank you again for your business.

Sincerely,

[Your Name]

By sending this email, you are confirming the order and agreeing to the terms and conditions of the quotation. If you have any questions, please be sure to ask them before you send the email.

Approved Quotation Emails

Related Tips for Sample Email for Approved Quotation

A well-crafted email for an approved quotation can strengthen your business relationship with the client and set the stage for a successful project. Here are some in-depth tips to consider:

Include a Compelling Subject Line:

  • Keep it brief and informative. Clearly state the purpose of the email, such as “Approved Quotation for [Project Name].”
  • Add a sense of urgency or excitement to encourage the client to open the email promptly.

Address the Client with Professionalism:

  • Use a formal greeting, such as “Dear [Client Name]” or “Hello [Mr./Ms. Client’s Surname].”
  • Personalize the email by addressing the client by name, showing you value their business.

Express Gratitude:

  • Begin the email by thanking the client for choosing your company for the project.
  • Convey your appreciation for their trust and confidence in your services.

Clearly State the Approval:

  • Use clear and concise language to inform the client that their quotation has been approved.
  • Include a reference number or proposal ID for easy tracking and identification.

Highlight Key Details:

  • Summarize the essential details of the approved quotation, including the project scope, deliverables, timelines, and payment terms.
  • Use bullet points or a tabulated format for clarity.

Address Any Concerns or Questions:

  • Anticipate potential questions or concerns the client may have regarding the quotation.
  • Address these concerns proactively by providing additional information or reassurances.

Express Enthusiasm and Commitment:

  • Convey your excitement about working on the project and your commitment to delivering exceptional results.
  • Emphasize your team’s expertise and dedication.

Include Next Steps:

  • Outline the next steps in the process, such as scheduling a project kickoff meeting or signing a formal contract.
  • Provide clear instructions for the client to follow.

Proofread Carefully:

  • Review the email thoroughly for any grammatical errors, typos, or inconsistencies.
  • Ensure all the information is accurate and up-to-date.

Professional Sign-Off:

  • Close the email with a professional sign-off, such as “Sincerely” or “Best regards.”
  • Include your full name, job title, and contact information.

FAQs About Sample Email for Approved Quotation

What is the purpose of a sample email for an approved quotation?

A sample email for an approved quotation is a pre-written email template that businesses can use to send to customers to confirm that their quotation has been approved and the order is ready to be processed.

What information should I include in the email?

The email should include the customer’s name, the quotation number, the date the quotation was approved, the total amount of the order, and the expected delivery date.

How should I format the email?

The email should be formatted professionally and be easy to read. It should also be sent from a legitimate business email address.

What is the best way to word the email?

The email should be polite and courteous. It should also be clear and concise, and it should avoid using jargon or technical terms that the customer may not understand.

How should I follow up after sending the email?

After sending the email, you should follow up with the customer to make sure that they received it and that they have any questions. You should also keep track of the status of the order and update the customer on its progress.

What should I do if the customer has questions about the order?

If the customer has questions about the order, you should be prepared to answer them in a timely and professional manner. You should also be willing to work with the customer to resolve any issues that may arise.

What are some additional tips for writing a sample email for an approved quotation?

Here are some additional tips for writing a sample email for an approved quotation:
– Keep the email short and to the point.
– Use clear and concise language.
– Proofread the email carefully before sending it.
– Send the email from a legitimate business email address.
– Follow up with the customer to make sure that they received the email and that they have any questions.

Thanks for Reading!

That’s a wrap for our guide on approved quotation sample emails. Hopefully, you found this article helpful and informative. If you have more questions about approved quotes or any other business-related topics, feel free to visit our blog again soon. We’re always adding new content to help you run your business better. Thanks for reading, and see you next time!