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How do you write a quote email?

Naming a price does not end the sale. Uncertainty does. Here is the layout that gets a decision.

updated · 2026-09-19

How do you send a price quote by email?

A quote email does not hide the price. In the version that works the price sits in the body of the email, not only in the attachment. The order is: state what is included, give the price and how long it holds, state the delivery time, then ask one question. Quotes that put the number only in a PDF often go unanswered because the PDF never gets opened.

In short

  • The price belongs in the email body; a price that lives only in the attachment goes unread.
  • Every quote needs an expiry date, otherwise the decision is postponed indefinitely.
  • List what is included and, in one line, what is not.
  • End with a single question: "shall we proceed on this basis?"

When do you send a quote?

After the other side has told you what they want. A price sent before any conversation usually prices the wrong scope: too low and you lose margin, too high and you lose the deal.

The exception is standard products with published prices. There the quote is a confirmation: quantity, delivery date and payment terms are enough.

The five things that belong in the body

Keep the body short and put the detail in the attached document. But these five facts stay in the email itself.

  • What it covers: two or three one-line items.
  • What it does not cover: one line, and it prevents the next argument.
  • The price: with currency, and whether tax is included.
  • Delivery or start time: in calendar days.
  • Validity: "this price holds until 15 October".

Pocufy

Three agents run the part of these steps that repeats every week: defining the audience, building the list, writing each email for the person, and following up on the reply.

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A worked example

"Hello Selin, here is our quote for the scope we discussed. Included: 200 custom printed boxes, three-colour print, single delivery. Not included: design work. Price: 84,000 TRY excluding VAT. Delivery: 12 working days from approval. This price holds until 15 October. Full breakdown attached. Shall we proceed on this basis?"

The reader can decide without opening anything. The attachment exists for the record, not for the decision.

Following up on a quote

Wait three working days, then send a short email. It does not repeat the price; it asks whether anything is missing for a decision.

The second follow-up goes out two days before the expiry date and reminds them of it. There is no third: close the file and come back in three months with a new reason.

Common questions

  • It speeds things up. A quote that hides the number pushes the buyer to open an attachment and postpone the decision. An open price filters out buyers whose budget never fit, which saves you weeks.

  • PDF. An editable file invites the number to be changed and forwarded. Put the company name and date in the filename; someone will search for it months later.

  • Two follow-ups, then close. The closing email gets answers too: "no budget now, let's talk in January" is far more useful than silence.

Pocufy

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