Quote Request Letter

Request letters are an important element of written communication used in formal relations. When one needs some help, information, or wishes to request someone to take an action, he/she would have to ask for this favor in a formal manner, and what better than writing a request letter. Similarly, a quote request letter, also known as a quotation request letter is a letter requesting someone to send a quotation that is an estimate of the cost for his good or services. The letter is strictly a formal letter, and is very common in business communication. Sending a letter requesting a quote, makes things simpler by allowing the documentation of the same, and thus getting exactly what one wants.

Writing a quote request letter:

As mentioned above, this is a formal letter, and thus it has to be written in formal language following the format of the formal letter writing, and has to be drafted giving proper specifications of the requirements.

A quotation is invited for different requirements like - for buying raw material, getting a new caterer, new systems, transport, uniforms, etc. Since it is an organizational requirement, it is printed on the letterhead of the organization, and sent after the approval of the Purchase Officer. The purchase department gets requirements from the various departments of the organization. This department then requests for a quote from the regular vendor if there is a change in the requirement; or in case of new requirements, looks for best vendors, and requests quotes for the same. The quotation requests are thus sent in a standard format on the company letterhead, as mentioned above. In small-scale organizations, one might ask for the quote verbally or send in a handwritten quotation request. However, it is advisable to send a quotation request printed on the letterhead, and signed by the concerned officer.

Some points to remember while writing a quote request letter are as follows -

• Since the letter is to be printed on the letterhead, one needs to set the margins of the document properly, such that the letter is printed clearly on the letterhead.
• The letterhead has the company name, and contact details written clearly, thus the sender just needs to write his/her name, and direct phone extension along with the email address to facilitate communication.
• The letter has to be addressed to a concerned person. Thus, after finding the list of vendors, call up the vendor, and find out the name of the concerned person who would send you the quote. This fastens the process.
• The letter will have a subject line, which will clearly put forth your motive of writing the letter
• Providing a business quotation number to the vendor is important. The vendor will put this number on his quotation. This will help in simplifying the short listing procedure, and will help in locating the quotation when needed again later.
• The requirements should be given in exact quantities, and not approximate numbers.
• Mentioning your terms and conditions, specifications, quality standards, payment modes,

certifications required for the vendor to work with you, etc., can also be included in the request letter

A sample quote request letter given below will help you draft a letter for your organizational requirements.

Sparks Manufacturers Ltd.
3566 Hall Street
Las Vegas, NV 89119
Phone: 702-557-8351
Anna C. Kissel
Purchase Department
Email Address: Anna@sparks.com

To,
The Sales Head
Mr. Brown
Zeal Material Suppliers
3567 Hall Street
Las Vegas, NV 89119

Subject: Requesting a quotation for 20000 units of recyclable pet bottles; Business quotation no: 65120

Dear Mr. Brown,

As per the discussion we had, and the samples that you sent, we would like to inform you that the design B from the pet bottle samples is finalized. We thus, request you to send a quote for the same.

The requirements for one week is as follows -

Material - Recyclable plastic

Design - Sample B

Size:

• 500 ml pet bottles - Number 8000
• 750 ml pet bottles - Number 4000
• 1000 ml pet bottles - Number 8000

Frequency - Once in a week

Please send us a quote with reference to the requirements given above by February 4, 2012. Please find enclosed the documents along with giving details on our payment policies. Looking forward to engage in a healthy professional relationship with your organization.

Thank you

Regards,
Anna C. Kissel
Purchase Department
Sparks Manufacturers Ltd.

Enclosures:

• Copy of payment policies

The quote request letter sample given above clearly puts forth the requirement, and invites quotations for the same. The numbers are mentioned clearly, thus facilitating the quotation drafting. Write a similar letter next time, when you request a quote. Also, you can refer to Volunteers Request Letter and Allowance Request Letter for more sample letters.