Email Template for Sending a Quotation to a Client (2026)

Email Template for Sending a Quotation to a Client

You sent the quote. Then you waited. Three days later - nothing. No reply, no questions, no "we went with someone else." Just silence.

It's the most common outcome in quoting, and it's almost always preventable. Three rules matter more than any template: send within 24-48 hours of the request, itemize every line so nothing looks like a mystery charge, and include a validity date that creates a decision window instead of an open-ended maybe. Every template below follows all three.

Pre-Send Checklist

Before you write a single word, run through this. Missing any of these is how quotes get ignored - or worse, bounced to a dead address.

1. Scope and deliverables - spell out exactly what's included and what isn't
2. Itemized pricing - line-by-line breakdown, never a lump sum
3. Validity date - 14-30 days is standard; shorter for volatile pricing, especially in trades where material costs shift weekly
4. Payment terms - net 30, 50% upfront, milestone-based - state it clearly
5. Quote number - alphanumeric, 3-5 characters like QT482, per Zoomforth's guidance
6. Attachment naming - use [YourCompany] - Quote - [ProjectName].pdf, not "quote_final_v3.pdf"
7. Tone split - keep the email conversational and person-to-person; save the formal company-to-company tone for the attached PDF
8. Clear CTA - tell them exactly what to do next: reply, sign, or schedule a call (see Email Call to Action Best Practices)
9. Verify the recipient's email - a bounced quote signals carelessness, and it's the easiest thing to prevent. Prospeo's real-time verification catches invalid addresses before you hit send (use a professional email checker or learn how to check if an email address exists).

Quotation Email Templates

Basic Service Quote

Use this for straightforward service engagements where scope is already discussed.

Subject: Quote for [Project Name] - Valid Until [Date]

Hi [First Name],

Thanks for the conversation about [project/service]. As discussed, here's our quote for the scope we outlined:

Scope: [2-3 sentence summary of deliverables] Investment: [Total] (see attached breakdown: [YourCompany] - Quote - [ProjectName].pdf) Valid through: [Date]

To move forward, just reply to this email or [book a kickoff call here]. Happy to walk through any line items if questions come up.

Best, [Your Name]

Product Quote With Line Items

For multi-item orders where the buyer needs to see exactly what they're paying for.

Subject: [Company] x [Client] - Your Pricing Breakdown

Hi [First Name],

Here's the pricing for the items we discussed:

| Item | Qty | Unit Price | Total | |------|-----|-----------|-------| | [Product A] | [X] | $[X] | $[X] | | [Product B] | [X] | $[X] | $[X] | | Shipping | - | - | $[X] | | Total | | | $[X] |

Payment terms: [Net 30 / 50% upfront] Valid through: [Date]

Reply "approved" and we'll generate the invoice same day. Questions? I'm here.

[Your Name]

For construction or trades, swap the generic item rows for Materials, Labor, and Miscellaneous categories. Buyers in those industries expect that breakdown, and skipping it invites suspicion about padding.

Revised or Updated Quote

When scope changed or pricing shifted, acknowledge it directly instead of pretending the first version never existed.

Subject: Updated Quote for [Project Name] - Rev. 2

Hi [First Name],

Based on our last conversation, I've revised the quote to reflect [specific change - e.g., "the additional design phase" or "updated material pricing"]. The new total is $[X], up/down from the original $[X].

Updated breakdown attached. This revision is valid through [Date].

Same next step - reply to confirm and we'll get started.

[Your Name]

Quote Expiry Reminder

This isn't a follow-up. It's a deadline notice. The tone should be matter-of-fact, not apologetic.

Subject: Your [Service/Product] Quote Expires [Date]

Hi [First Name],

Quick note - the quote I sent on [original date], Ref: [Quote #], expires on [Date]. After that, pricing may change based on [reason - availability, material costs, scheduling].

If you'd like to move forward at the current rate, just reply and we're good. If anything's changed on your end, happy to revise.

[Your Name]

Subject Lines That Get Opened

64% of recipients decide to open or delete based on the subject line alone, and personalized subject lines are 50% more likely to be opened. For quote emails, specificity beats cleverness every time. If you want more options, pull from these professional email subject line examples or use these email subject line ideas.

Formulas that work:

• Quote for [Project Name] - Valid Until [Date]
• [Your Company] x [Client] - Your Pricing Breakdown
• Your [Service] Quote From [Company] (Expires [Date])
• [First Name], Here's the [Service] Quote We Discussed
• [Project Name] - Revised Pricing Attached
• Your [Product] Order - Pricing + Next Steps

Aim for around 41 characters - roughly seven words - when possible. Mobile truncates the rest, and most of your buyers are reading on their phones first.

Follow-Up Templates After Sending a Quote

Look, one follow-up email can increase your reply rate by 22%. I've watched reps send 50 quotes a week with zero follow-up and wonder why nothing closes. Most people either skip it entirely or send the dreaded "just checking in" - which, as one rep on r/sales put it, sounds "super desperate." Wait 3-5 business days, reply in the same thread, and add something useful (more email thread best practices help here).

Value-Add Follow-Up (3-5 Days After)

Hi [First Name],

Wanted to share a quick case study from a similar [project/engagement] we completed for [comparable client]. [One sentence on the result.] Thought it might be relevant as you're evaluating.

The quote from [date] is still active - let me know if you'd like to discuss.

Expiry Nudge Follow-Up

Hi [First Name],

The quote I sent on [date] expires [in X days / this Friday]. Happy to extend it or revise if your needs have shifted - just let me know either way.

Five Mistakes That Kill Your Quote

1. Vague scope or lump-sum pricing. If the buyer can't see what each dollar covers, they'll assume you're hiding something. Itemize everything - materials, labor, fees, shipping. This is especially critical in trades where material costs shift weekly and a lump sum invites suspicion.

2. No validity date. Without a deadline, your quote sits in an inbox forever. A 14-30 day window forces a decision. We've seen quotes without expiry dates linger for months, then resurface when the buyer's budget and your costs have both changed - and nobody's happy.

3. No clear next step. "Let me know if you have questions" isn't a call to action. "Reply 'approved' and we'll send the invoice today" is. Tell them exactly what action moves the project forward (see Next Steps Email).

4. Not following up at all. You're leaving 22% of potential replies on the table. One follow-up, same thread, with added value. That's it. If you need more variations, use these follow-up email examples or a dedicated sales follow up email framework.

5. Quoting without qualifying. Here's the hot take most sellers don't want to hear: if a prospect won't take a 10-minute call to discuss scope, your quote is just a price tag they'll shop around. The r/sales consensus is blunt - you'll end up "dropping off quotes all day and making very little sales." Qualify first. Quote second. Skip this step and you're writing proposals for people who were never going to buy from you.

Verify Before You Send

You've got the templates. Now make sure your quotation email actually reaches the right inbox. A bounced quote doesn't just waste your time - it tells the prospect you didn't care enough to check. We've seen teams cut bounce rates from 35% to under 4% just by verifying addresses before sending (here’s a deeper guide on checking email addresses for validity).