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Quotation approval emails play a crucial role in the purchasing and sales processes, ensuring that both parties are in agreement on the terms of a transaction. These emails typically involve four entities: the sender (usually a sales representative or vendor), the recipient (a customer or buyer), the quotation itself, and the approval authority (a manager or financial controller).
The Ultimate Guide to Quotation Approval Emails
Quotation approval emails are essential for businesses to streamline their procurement process and ensure that they are getting the best possible deals on goods and services. However, writing effective quotation approval emails can be a challenge. That’s why we’ve put together this guide to help you write emails that are clear, concise, and persuasive.
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Email Structure
The following structure is a recommended format for quotation approval emails:
- Subject line: The subject line should be clear and concise, and it should accurately reflect the purpose of the email. For example, “Quotation Approval Request for [product or service].”
- Salutation: The salutation should be formal and professional. For example, “Dear Mr./Ms. [Last name],”
- Introduction: The introduction should state the purpose of the email and provide some background information. For example, “I am writing to request your approval for the attached quotation from [Vendor name] for [product or service].”
- Quotation summary: The quotation summary should provide a brief overview of the key terms of the quotation. This includes the following:
Term Description Price The total cost of the goods or services. Quantity The number of units of goods or services being ordered. Delivery date The date on which the goods or services are expected to be delivered. Payment terms The terms of payment, including the amount due and the payment schedule. - Justification: The justification should explain why you are recommending this quotation for approval. This could include factors such as the following:
- The price is competitive.
- The vendor is reputable and has a good track record.
- The delivery date meets your needs.
- The payment terms are acceptable.
- Call to action: The call to action should state what you want the recipient to do. For example, “Please approve this quotation by [date].
- Closing: The closing should be formal and professional. For example, “Thank you for your time and consideration.”
By following this structure, you can write quotation approval emails that are clear, concise, and persuasive.
7 Sample Quotation Approval Emails for Various Reasons
Example 1: Contract Extension
<section class="examples">
<p>Dear [Recipient Name],</p>
<p>I hope this email finds you well.</p>
<p>I am writing to request your approval for the contract extension of [Employee Name]. Their current contract expires on [Date]. After careful consideration, we believe that extending their contract would be highly beneficial for our team.</p>
<p>During their time with our company, [Employee Name] has consistently exceeded expectations in their role as [Job Title]. They have demonstrated exceptional [List of key skills and accomplishments].</p>
<p>We propose extending their contract until [New Expiration Date]. The terms of the extension will remain the same as the current contract, except for a slight salary adjustment to reflect their increased responsibilities.</p>
<p>Your prompt approval would be greatly appreciated. Please let me know if you have any questions or concerns before approving this request.</p>
<p>Thank you for your time and consideration.</p>
<p>Sincerely,</p>
<p>[Your Name]</p>
Example 2: Equipment Purchase
<section class="examples">
<p>Dear [Recipient Name],</p>
<p>I am writing to request your approval for the purchase of [Equipment Name].</p>
<p>This equipment is essential for upgrading our [Department] department and improving our work efficiency.</p>
<ul>
<li>Enhances [Benefit]</li>
<li>Reduces [Cost or Time]</li>
<li>Improves [Performance or Quality]</li>
</ul>
<p>We have done extensive research to determine that the [Equipment Name] is the best option for our needs.</p>
<p>The total cost of the equipment is [Amount]. We have already secured a vendor who is willing to provide a discount if we purchase multiple units.</p>
<p>Your approval would enable us to purchase this equipment and integrate it into our operations.</p>
<p>Thank you for your prompt attention to this matter.</p>
<p>Sincerely,</p>
<p>[Your Name]</p>
Example 3: Training Program Sponsorship
<section class="examples">
<p>Dear [Recipient Name],</p>
<p>I hope you are doing well.</p>
<p>I am writing to request your approval for sponsoring [Employee Name] for the [Training Program Name] training program.</p>
<p>[Employee Name] has expressed a strong interest in attending this program to enhance their [Skill or Knowledge Area]. This training program is highly regarded in the industry and will provide them with the necessary skills to excel in their current role and future career aspirations.</p>
<p>The program duration is [Duration] and will take place from [Start Date] to [End Date]. The total cost of the program is [Amount].</p>
<p>We believe that sponsoring [Employee Name] for this program is a valuable investment in their professional development and will ultimately benefit our organization.</p>
<p>Thank you for your consideration.</p>
<p>Sincerely,</p>
<p>[Your Name]</p>
Example 4: Travel Authorization
<section class="examples">
<p>Dear [Recipient Name],</p>
<p>I am requesting your approval for [Employee Name] to travel to [Destination] from [Start Date] to [End Date].</p>
<p>The purpose of this travel is to attend the [Event Name] conference, which is essential for [Employee Name] to [List of benefits from attending the conference].</p>
<p>The estimated travel expenses are as follows:</p>
<ul>
<li>Airfare: [Amount]</li>
<li>Hotel: [Amount]</li>
<li>Meals: [Amount]</li>
<li>Miscellaneous: [Amount]</li>
</ul>
<p>Total Estimated Cost: [Amount]</p>
<p>We have secured the best possible deals on airfare and hotel accommodations.</p>
<p>Your approval would enable [Employee Name] to represent our organization at this important event.</p>
<p>Thank you for your consideration.</p>
<p>Sincerely,</p>
<p>[Your Name]</p>
Example 5: Marketing Campaign Budget
<section class="examples">
<p>Dear [Recipient Name],</p>
<p>I am writing to request your approval for the marketing campaign budget for the upcoming [Campaign Name] campaign.</p>
<p>Our goal for this campaign is to [List of campaign goals].</p>
<p>After careful analysis and research, we have developed a comprehensive marketing strategy that includes the following components:</p>
<ul>
<li>[Channel]</li>
<li>[Channel]</li>
<li>[Channel]</li>
</ul>
<p>The proposed budget for this campaign is [Amount].</p>
<p>We believe that this budget is necessary to achieve the desired results for this campaign. Your approval will enable us to execute this campaign effectively.</p>
<p>Thank you for your support.</p>
<p>Sincerely,</p>
<p>[Your Name]</p>
Example 6: New Hire Offer
<section class="examples">
<p>Dear [Recipient Name],</p>
<p>I hope this email finds you well.</p>
<p>I am writing to request your approval for a job offer to [Candidate Name] for the position of [Job Title].</p>
<p>[Candidate Name] was recently interviewed and demonstrated excellent qualifications and experience for this role.</p>
<ul>
<li>[Skill 1]</li>
<li>[Skill 2]</li>
<li>[Skill 3]</li>
</ul>
<p>We believe that [Candidate Name] would be a valuable asset to our team.</p>
<p>We are offering [Candidate Name] a salary of [Amount] per year, plus benefits.</p>
<p>Your approval would enable us to extend this offer to [Candidate Name] and secure their employment.</p>
<p>Thank you for your consideration.</p>
<p>Sincerely,</p>
<p>[Your Name]</p>
Example 7: Employee Recognition Award
<section class="examples">
<p>Dear [Recipient Name],</p>
<p>I am writing to request your approval for an employee recognition award for [Employee Name].</p>
<p>[Employee Name] has consistently gone above and beyond in their role as [Job Title]. They have [List of accomplishments and contributions].</p>
<p>We are proposing to recognize [Employee Name] with a [Type of Award] valued at [Amount].</p>
<p>This award is a token of our appreciation for their hard work and dedication.</p>
<p>Your approval would enable us to show our gratitude to [Employee Name] and inspire others to strive for excellence.</p>
<p>Thank you for your time and support.</p>
<p>Sincerely,</p>
<p>[Your Name]</p>
What is a Quotation Approval Email?
A quotation approval email is an electronic communication sent by a sales representative or vendor to a potential customer to get approval for a quotation submitted earlier. It typically provides details about the quoted items, pricing, terms and conditions, and any other relevant information. The approval email serves as a formal request for the customer to review the quotation and indicate their acceptance or rejection.
What should be included in a quotation approval email?
An effective quotation approval email should include the following key elements:
- Subject line: A clear and concise subject line that indicates the purpose of the email, such as “Quotation Approval Request for [Project Name]”
- Salutation: A professional greeting addressed to the designated contact person
- Introduction: A brief introduction that reminds the recipient of the previous quotation submission and the reason for the follow-up email
- Quotation details: A summary of the quoted items, including the description, quantity, unit price, total price, and any applicable discounts
- Terms and conditions: A clear outline of the terms and conditions associated with the quotation, such as payment terms, delivery timelines, and warranty information
- Call to action: A clear request for the customer to review and approve the quotation, typically by replying to the email or clicking on a provided link
- Contact information: The contact details of the sales representative or vendor for any questions or clarifications
What are best practices for sending quotation approval emails?
To increase the chances of a positive response, it is essential to follow these best practices when sending quotation approval emails:
- Personalize the email: Address the recipient by name and reference any previous interactions or conversations
- Keep it concise: Provide only the necessary information in a clear and organized manner to avoid overwhelming the recipient
- Proofread carefully: Ensure that the email is free of errors in grammar, spelling, and formatting
- Send at an appropriate time: Choose a time when the recipient is likely to be available and receptive to reviewing the quotation
- Follow up: If the recipient does not respond within a reasonable time, send a polite follow-up email to inquire about their decision
Thanks for sticking with me through this one! I hope you found this info on quotation approval emails helpful. If you’ve got any more email-related questions, feel free to swing by again. I’m always happy to lend a hand (or keyboard).