In the world of business, clear communication is key to successful transactions. When a quotation you've submitted receives approval, the next step is to confirm this acceptance formally. This is where a well-crafted Sample Email for Approved Quotation becomes invaluable. It serves as a critical bridge, ensuring both parties are on the same page regarding the agreed-upon terms, scope of work, and pricing. This article will guide you through understanding and utilizing effective email templates for approved quotations.
Understanding the Sample Email for Approved Quotation
A Sample Email for Approved Quotation is more than just a confirmation; it's a vital document that solidifies an agreement. It formally acknowledges that your proposed services or products have been accepted by the client, along with the specified costs and conditions.
The importance of this email cannot be overstated, as it acts as a foundational record for the upcoming project or purchase.
When constructing this email, consider the following key elements:
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Clear Subject Line: Immediately informs the recipient of the email's purpose.
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Formal Salutation: Addresses the client professionally.
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Reference to the Quotation: Mentions the specific quotation number and date for easy tracking.
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Confirmation of Approval: Explicitly states that the quotation has been approved.
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Brief Recap of Services/Products: A quick reminder of what has been agreed upon.
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Next Steps: Outlines what will happen now that the quotation is approved.
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Call to Action (if necessary): Prompts the client for any required actions.
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Professional Closing: Ends the email courteously.
Here's a breakdown of what might be included in a typical approved quotation confirmation:
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Acknowledgement:
"We are pleased to confirm receipt of your approval for our quotation..."
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Details:
"This approval pertains to quotation number [Quotation Number] dated [Date], for [Brief Description of Services/Products]."
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Terms Recap:
You might include a short table summarizing key aspects:
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Item
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Description
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Quantity
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Unit Price
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Total Price
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1
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[Service/Product 1]
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[Qty]
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[Price]
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[Total]
|
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Subtotal
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[Subtotal]
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|
Tax
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[Tax Amount]
|
|
Grand Total
|
[Grand Total]
|
Sample Email for Approved Quotation: Standard Confirmation
Subject: Your Quotation Approved - [Your Company Name] - Quotation #[Quotation Number]
Dear [Client Name],
We are writing to formally acknowledge and confirm that we have received your approval for our quotation number [Quotation Number], dated [Date]. We are delighted to have your business and look forward to commencing work on [Project Name or brief description of service/product].
The approved quotation covers [briefly list the main services/products]. We understand that the agreed total for this is [Total Amount], as outlined in the quotation. We will proceed with [mention immediate next steps, e.g., scheduling, procurement, contract signing]. Please let us know if you have any questions before we move forward.
Thank you for choosing [Your Company Name]. We are committed to delivering excellent results and appreciate your trust.
Sincerely,
The Team at [Your Company Name]
Sample Email for Approved Quotation: For a New Project Kick-off
Subject: Project Kick-off: [Project Name] - Quotation Approved!
Dear [Client Name],
This email serves as confirmation that your approval for quotation #[Quotation Number] regarding the [Project Name] has been received and is greatly appreciated. We are thrilled to officially begin this exciting project with you.
As per the approved quotation, we will be delivering [briefly mention key deliverables]. Our team is ready to initiate the project and our next step will be to schedule a kick-off meeting to discuss the detailed project plan and timelines. You can expect an invitation for this meeting shortly.
We are eager to start and are confident that [Project Name] will be a great success.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
Sample Email for Approved Quotation: Requesting Initial Payment
Subject: Quotation Approved & Next Steps - Payment Required - [Your Company Name]
Dear [Client Name],
Thank you for approving quotation #[Quotation Number] for [Brief description of services/products]. We are pleased to proceed with your order.
As per our standard terms and conditions, an initial payment of [Amount] is required to commence work. Please find the invoice attached for your convenience. Once this payment is processed, we will proceed with [mention next steps, e.g., scheduling, production, commencement of services].
We appreciate your prompt attention to this matter.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Sample Email for Approved Quotation: Clarification Needed Before Proceeding
Subject: Approval Received: Quotation #[Quotation Number] - Clarification Needed
Dear [Client Name],
We've received your approval for quotation #[Quotation Number] and are very pleased to move forward with [briefly mention project/service]. However, before we can proceed, we require a minor clarification regarding [specific item requiring clarification].
Could you please provide further details on [ask specific question]? Once we have this information, we can finalize the arrangements and begin.
Thank you for your assistance.
Kind regards,
[Your Name]
[Your Title]
[Your Company Name]
Sample Email for Approved Quotation: For Service Agreement
Subject: Service Agreement Confirmation - Quotation Approved - [Your Company Name]
Dear [Client Name],
This email confirms the approval of our quotation #[Quotation Number] for the provision of [Service Description]. We are delighted to enter into a service agreement with you.
We will be preparing the formal service agreement based on the terms of the approved quotation and will send it over for your review and signature by [Date]. In the meantime, we have begun preliminary preparations for [mention any immediate actions taken].
We look forward to a successful partnership.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Sample Email for Approved Quotation: For Product Order
Subject: Your Product Order Confirmation - Quotation #[Quotation Number] Approved
Dear [Client Name],
We are pleased to confirm that your approval for quotation #[Quotation Number] for the purchase of [Product Name(s)] has been received. Thank you for your order!
We are now proceeding with processing your order. You can expect your order to be shipped by [Date], and you will receive a separate email with tracking information once it has been dispatched.
If you have any questions regarding your order, please do not hesitate to contact us.
Best,
[Your Name]
[Your Title]
[Your Company Name]
Sample Email for Approved Quotation: After a Discount/Negotiation
Subject: Approved Quotation with Updated Terms - [Your Company Name]
Dear [Client Name],
We are pleased to confirm that we have received your approval for our revised quotation #[Quotation Number], incorporating the [mention discount or negotiated term, e.g., 10% discount] we discussed. We appreciate your business and are happy to reach an agreement.
This approval signifies our readiness to proceed with [briefly mention service/product]. We will begin [mention next steps] immediately.
Thank you again for your cooperation and for choosing [Your Company Name].
Regards,
[Your Name]
[Your Title]
[Your Company Name]
Sample Email for Approved Quotation: With Attachment Reminder
Subject: Quotation Approved & Document Attached - [Your Company Name]
Dear [Client Name],
This email confirms that we have received your approval for our quotation #[Quotation Number] for [Brief description of services/products]. We're excited to move forward!
As discussed, the attached document [mention attachment, e.g., revised scope, project brief] provides further details on our upcoming collaboration. Please review it at your convenience. We will be in touch shortly to discuss the next steps.
Thank you for your business.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
In conclusion, mastering the art of sending a Sample Email for Approved Quotation is a fundamental skill for any professional. It ensures clarity, professionalism, and a solid foundation for all subsequent interactions and project execution. By using these templates and understanding the essential components, you can streamline your business processes and foster stronger client relationships, leading to more successful outcomes.