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Quotation Email Samples: Subject Lines and Templates That Get Replies

A well-written email makes the difference between a quotation that is read and one that is ignored. Here are templates you can adapt. Create the attachment in a minute with our quotation generator.

1. Sending a quotation

Subject: Quotation QT-2026-014 for CCTV installation, Vaya Technologies

Dear Mr. Sharma,
Thank you for your enquiry. Please find attached our quotation for the CCTV installation at your office. It includes 4 cameras, a recorder, cabling and installation, and is valid until 15 November.
If you would like any change in scope or brands, I will be happy to revise it. You can reach me on 98xxxxxxxx.
Regards,
Name, Business

2. First follow-up (after 2 to 3 days)

Subject: Following up: Quotation QT-2026-014

Hello Mr. Sharma,
I wanted to check whether you had a chance to look at the quotation I sent on Monday. I am happy to answer any questions or adjust the scope to your budget.

3. Second follow-up (after a week)

Subject: Quotation expires on 15 November

Hello Mr. Sharma,
A quick reminder that the rates in our quotation are valid until 15 November. If you would like to go ahead, I can block your installation slot this week. If something has changed, please let me know and I will update the proposal.

4. Revised quotation after negotiation

Subject: Revised quotation QT-2026-014-R1

Dear Mr. Sharma,
As discussed, please find the revised quotation with the changes we agreed on. The revised total is โ‚นX. This is valid for 7 days. Please confirm and we will begin as soon as the advance is received.

5. After the order is confirmed

Subject: Order confirmed. Next steps

Thank you for your confirmation. We will share a proforma invoice for the advance today. Work starts on the scheduled date. Please see proforma invoice for what that is.

WhatsApp version

"Hello Mr. Sharma, this is Saurabh from Vaya Technologies. I have emailed the quotation for your CCTV project (valid until 15 Nov). Happy to explain it on a quick call whenever convenient."

Tips

  • Use a clear subject with the quotation number and your business name.
  • Name the customer and the project in the first line.
  • Keep it short. Put the details in the attachment.
  • Always give a deadline (validity date) and a next step.

More on follow-up timing in how to follow up on a quotation, and chasing payment in payment reminder messages.