In the world of business, quotations are a common language, especially when businesses are talking to each other (B2B) or even sometimes when they’re talking to customers (B2C). Companies send out quotation requests all the time to scout out the best suppliers and the best deals.
When you receive a quotation, it’s crucial to respond quickly and professionally. After all, it’s basic courtesy. Sending a “thank you for the quotation” email shows you value the sender’s time and effort.
This guide is all about crafting effective “thank you for the quotation” responses. We’ll walk through different situations – acknowledging the quote, accepting it, or even rejecting it – and provide helpful templates to get you started.
Acknowledging Receipt: The Thank You Email
When you get a quote from a vendor, it’s good business practice to send a “thank you” email. Here’s how to write one that’s both polite and informative.
Expressing Gratitude
The main point of a “thank you” email is to let the sender know you got the quotation and that you appreciate their time and effort.
Start the email with a clear expression of thanks. For example, “Thank you for sending us the quotation for [product/service].” Be sure to emphasize how valuable the quotation is to your business’s decision-making process.
Stating Review Process and Timeline
It’s also helpful to let the sender know that you’re currently reviewing the quotation and comparing it with others. Give them a realistic timeframe for when you expect to make a decision. This manages expectations and keeps the sender from feeling like you’ve forgotten them.
For example, you might say, “We expect to make a decision within [number] days/weeks.”
Maintaining Professionalism
Finally, thank the sender for their time and effort in preparing the quotation. Acknowledge the work that goes into creating a detailed quote.
Even if you haven’t made a decision yet, reiterate your interest in their products or services. This leaves the door open for future collaboration, even if this particular quote doesn’t win the business.
Crafting the Perfect “Thank You” Email
When you receive a quotation, it’s vital to acknowledge it promptly and professionally. A well-crafted “thank you” email not only shows courtesy but also sets the stage for a positive business relationship. Here’s how to create one that hits all the right notes.
Subject Line Best Practices
Your subject line should be clear, concise, and professional. Think of it as a headline that immediately tells the recipient what the email is about. Here are a few examples:
- Thank You – Quotation Received
- Acknowledgment of Quotation
- Quotation Received – [Your Company Name]
Body Content Guidelines
The body of your email should be just as carefully considered. Follow these guidelines to ensure you convey the right message:
- Start with a polite greeting, addressing the sender by name if possible. For example: “Dear [Sender’s Name],”
- Clearly state that you’ve received the quotation. Something like: “This email confirms that we have received your quotation for [product/service].”
- Express your gratitude for their time and effort: “We appreciate you taking the time to prepare this quotation for us.”
- Briefly mention your review process and the timeline they can expect: “We are currently reviewing your quotation along with others, and we will make a decision by [date].”
- End with a professional closing and your contact information. Use “Sincerely,” or “Best regards,” followed by your name, title, and company.
Beyond “Thank You”: Responding to Quotations – Acceptance and Rejection
Once you’ve received a quotation, you’ll need to respond. Whether you accept or reject it, a prompt and professional reply is crucial.
Quotation Acceptance
If the quotation meets your needs, formally approve it and clearly outline the next steps.
Here’s what to include in your acceptance:
- A clear statement of acceptance. For example, “We are pleased to inform you that we have accepted your quotation.”
- Specific details of the agreement. Reiterate the agreed-upon quantity, price, delivery terms, and any other pertinent information to ensure clarity and avoid misunderstandings.
- An outline of the next steps. Specify what happens next. Will you be issuing a purchase order? Scheduling a meeting? Providing a contract for signature? Clear instructions will keep the process flowing smoothly.
- Contact information. Provide the name and contact details of a specific person within your organization who will be the point of contact for further communication regarding the order.
Quotation Rejection
If the quotation doesn’t work for you, politely decline it, providing clear reasons for your decision.
Here’s what to include in your rejection:
- A polite decline with transparent reasoning. Be upfront about why the quotation was not accepted. Was the price too high? Did another supplier offer better quality or faster delivery? Honesty is important, but always deliver the news with courtesy.
- An expression of potential interest in future collaborations. Even in rejection, aim to maintain a positive relationship with the supplier. Say something like, “While we have chosen another supplier at this time, we appreciate your quotation and may consider you for future projects.”
- Thanks for their time and effort. A simple “Thank you for your time and effort in preparing this quotation” goes a long way.
- Contact information. Provide a contact person for any questions or clarifications the supplier may have.
Why you should follow up
Sending a follow-up email if you haven’t heard back from someone shows that you’re still interested and makes sure your original message didn’t get lost in their inbox. It’s a simple way to nudge them without being too pushy.
Consider sending a follow-up:
- If you haven’t received any response within a week.
- If the decision deadline you gave them has passed.
Here’s how to write a good follow-up email:
- Briefly say again that you’re interested in their quotation.
- Ask for an update on where they are in their decision-making process.
- Offer to give them any more information they need.
In Summary
When you receive a quotation, it’s important to respond quickly and professionally. Good communication is essential for establishing and maintaining strong relationships with vendors and other business partners.
A well-written “thank you” email should express your appreciation, let the sender know the quotation is under review, and include a timeline for your decision. Whether you ultimately accept, reject, or need to follow up with questions, clear and respectful communication is key.
Transparency and respect are vital to preserving positive relationships with suppliers and potential partners, even if you don’t choose to move forward with their quotation at this time. A prompt and courteous response leaves a lasting positive impression.