Quotation letter format samples: a price quotation letter, a quotation email and a covering letter for tender submission. Copy the wording and attach your price table.
Price quotation letter format
Aarav Electricals
14, Sunrise Complex, CG Road, Ahmedabad 380009
Phone +91 98250 00000 | accounts@aaravelectricals.in
Ref: QT-2026-118
Date: 14 October 2026
To,
The Purchase Manager
Neelkanth Builders LLP
402, Shivalik Plaza, Ambawadi, Ahmedabad 380015
Subject: Quotation for electrical fittings and wiring, Neelkanth Heights
Dear Sir,
Thank you for your enquiry dated 10 October 2026. We are pleased to quote our best rates for the items below.
| # | Description | Qty | Rate | Amount |
|---|---|---|---|---|
| 1 | LED panel light 18W | 40 Nos | 450.00 | 18,000.00 |
| 2 | Modular switches and plates | 55 Points | 310.00 | 17,050.00 |
| 3 | Wiring labour | 55 Points | 180.00 | 9,900.00 |
| Total | 44,950.00 | |||
| GST @ 18% | 8,091.00 | |||
| Grand total | 53,041.00 |
Terms: prices valid until 29 October 2026; 50% advance with order, balance on completion; completion in 12 working days from site handover.
We hope our offer meets your requirement and look forward to your order.
Yours faithfully,
For Aarav Electricals
Aarav Shah
Proprietor
Quotation email format
Most quotations now go by email. Keep the email short, put the quotation number in the subject, and attach the PDF.
Subject: Quotation QT-2026-118 for electrical work, Neelkanth Heights
Dear Mr. Shah,
Thank you for your enquiry. Please find attached our quotation QT-2026-118 for the supply and installation of electrical fittings at Neelkanth Heights.
Summary: total Rs 44,950 plus GST, valid until 29 October 2026. Work can start within 3 days of your order and will be completed in 12 working days.
Do let me know if you would like any changes to the scope or a site visit before you decide.
Regards,
Aarav Shah
Aarav Electricals | +91 98250 00000
Covering letter for quotation submission
Government and tender enquiries often ask for a covering letter with the quotation.
To,
The Tender Officer, [Department]
Subject: Submission of quotation against your enquiry no. [ ] dated [ ]
Sir / Madam,
With reference to the above, we submit our sealed quotation for [items or work]. Our rates are valid for [90] days from the date of opening. We have read and accept the terms of your enquiry.
Enclosed: price schedule, GST certificate, PAN copy, and [other documents].
Yours faithfully,
[Name, designation, company, seal]
Letter or table: which to send?
| Situation | Best format |
|---|---|
| Formal buyer, government office, tender | Letter with price schedule |
| Repeat customer, quick prices | Quotation table PDF with short email |
| Many items, GST | Quotation table from the maker or Excel |
| Services with scope | Letter with scope, then price table |
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Polite follow-up email
Subject: Following up: quotation QT-2026-118
Dear Mr. Shah,
I hope our quotation for the electrical work at Neelkanth Heights reached you. The prices are valid until 29 October. Please let me know if you need any changes, a revised scope or a site visit, and I will arrange it.
Regards,
Aarav Shah
Revised quotation wording
When you change prices or scope, issue a revised quotation with a suffix (QT-2026-118-R1) and a line at the top: “This revised quotation replaces QT-2026-118 dated 14 Oct 2026.” Keep both versions.
Tone tips
Do
- Thank the buyer for the enquiry.
- Keep the body short and put details in the table.
- Close with a clear next step.
Avoid
- Do not over-promise delivery.
- Do not attach editable files as the final quotation.
Frequently asked questions
How do I start a quotation letter?
Thank the buyer for the enquiry, mention their reference and date, then say you are pleased to quote.
Should a quotation email have the price in the body?
Give the total and validity in one line and attach the full quotation as PDF.
Who signs a quotation letter?
The proprietor, a partner or an authorised person, with the business name and seal if used.
Checked and updated 14 Oct 2026. Independent template site; not tax or legal advice.