A quotation letter is the most common and used letter in a business organization. So, a detailed discussion about quotation letter with quotation letter definition and quotation letter sample/quotation letter format/quotation letter example/quotation letter template are given below.
Quotation letter definition
A quotation is a specific offer for sale. It is sent in response to an inquiry from a particular person or business house. Thus it is a reply message to an inquiry from a potential buyer. A quotation includes details about the prices of specific goods selected, terms of payment, and conditions of delivery while writing such a letter, the seller should clearly state everything as inquired by the buyer. The letter must be written to the point with conciseness and complete tone. A seller must have the intention to create goodwill through such a letter which will establish a business relationship.
Whether the seller wants to impose any terms should be solicited by
Quotation Letter Sample
An inquiry letter was written to a firm for the price of mobile sets.
1st August, 04
Ref; An inquiry for the price of Mobile sets
Would you kindly give us detailed information about the “Nokia 2100” mobile sets recently advertised by you in the “Daily Star.” we are impressed by the description of the respective mobile set as advertised by you and expected to purchase if terms and conditions are found to be suitable. Our annual requirement of such a set is around twenty-five thousand (25,000) pieces.
As we handle a lot of mobile sets each year, we hope and trust you will quote the most favorable prices and terms.
M. A. Karim
An image of a quotation letter sample given above from which one can get an idea about the structure of a quotation letter sample.
Quotation Letter Format
Reply to the prior inquiry i.e. providing Quotation.
10th August, 04
Ref: Terms and Quotations for Nokia “2100”
Thank you for your inquiry of 1st August, 04. We are glad to enclose the following quotations of “Nokia-2100”.
Set Model Battery Price per unit Warranty
Our normal trade discount is 15% for ten (10) days and 5% extra if the order is made for more than 5,000 pieces at a time. We do supply to our customers’ door through our own care.
Our Mobile is originally imported with intact packing and we provide a guarantee for our mobile set for three (3) years.
If you need any further details to meet your customer’s requirements, you should feel free to write to us.
Quotation Letter Example
From the previous letter, you already received quotations and terms for the “Nokia 2100” set but you need the terms and conditions to be more flexible as other Competitors are ready to provide, write a letter asking them to offer you the better one.
15th August, 04
Ref; Asking for favorable terms.
Thanks for your letter of 10th August, 04 along with quotations and terms.
We are ready to accept the quotations as you provided but the terms of trade as you mentioned are still more than the other valued competitors offering in the market. It would be competitive and justifiable if you allow us a 20% Trade Discount for fifteen (15) days. As we will order more than 5000 pieces at a time, you could be able to enjoy a better return on the basis of the terms we mentioned above.
We need a “Nokia 2100” on an urgent basis and hence we look forward to getting a prompt reply from you.
Quotation Letter Template
Reply to the prior letter given in Example-3.
25th Aug 2004
Manager Purchase Division
Ref: Reply to the letter dated 15th August 2004
Many thanks for the letter of 1st August 2004. We really appreciate your interest in our merchandise “NOKIA 2100” and your expectation to order for them.
May we point out to you that our terms and conditions that were offered are the most competitive ones in the current market scenario. Our product is up to the mark and can ensure a better and quality service than others. The so-called terms and conditions for trade offered by us made in such a way that it will leave us only a slight margin of profit.
However, we shall be pleased to allow you the 20% trade discount for fifteen (15) days if you can raise your order to 10,000 pieces at a time.
We are waiting for your confirmation and hope that we can keep our commitment to providing quality goods on time.
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