Steps to Write a Request for Quotation Email

Before materials move or vendors dispatch, one key step sets the process in motion which is the quotation email. It’s more than a simple message; it opens the door to business, creates a formal record, and sets expectations.

The Deloitte Global CPO Survey shows 61% of CPOs prioritize supplier collaboration as their top strategy. That collaboration starts with clear, precise communication, beginning with the RFQ.

Procurement isn’t just about price anymore. It’s about value, risk, timelines, and relationships. The quotation email sets the tone, showing vendors you’re organized and serious. It invites accuracy and demands professionalism.

For anyone in procurement, trade, or exports, mastering the RFQ is essential. A vague request leads to errors and delays. A clear RFQ saves time, avoids misalignment, and speeds decision-making.

This blog will cover the key steps to writing a successful RFQ email, including how to craft a clear subject line and communicate specifications, timelines, and budgets for accurate, competitive quotes.

What Is a Request for Quotation?

A request for quotation (RFQ) is a formal message that outlines procurement needs and invites vendors to submit their terms. It covers more than price, including technical specifications, timelines, quantities, and delivery expectations. This structured approach transforms informal inquiries into commercial exchanges with defined boundaries.

The request for quotation initiates a transactional relationship, aligning both parties on numbers, deadlines, and contractual terms. It eliminates assumptions and ambiguity, replacing casual conversations with documented intent.

When a business asks, "What is an RFQ?" it is more than a definition; it triggers a process. It sets the tone for a supplier relationship based on precision, responsiveness, and accountability. In high-stakes procurement, a strong RFQ signals clear expectations and professional standards.

Why Is a Quotation Email Important?

A quotation email lays the foundation for smooth commercial engagement. It removes ambiguity from the buying process and turns assumptions into documented requests. Vendors don’t waste time guessing your needs. Buyers don’t waste time correcting misquotes.

Here’s why it matters to both sides:

• Reduces Friction: A clear RFQ minimizes endless follow-ups, clarifications, and rework. Vendors can respond faster, and buyers can evaluate with more precision.
• Drives Accurate Costing: When details are specified, quotes become sharper and easier to compare. Buyers gain value during negotiation.
• Enables Planning: With delivery schedules and specifications communicated early, logistics, warehousing, and production timelines can align without surprises.
• Strengthens Vendor Selection: A structured quotation process filters out unqualified vendors. It reveals who pays attention to detail and who cuts corners.
• Supports Audit and Compliance: RFQs serve as written proof of intent and expectation. In regulated sectors or cross-border trades, this documentation protects both parties.
• Improves Negotiation Outcomes: When both sides understand the baseline terms, negotiation becomes about refinement rather than realignment. That focus leads to cleaner deals.
• Builds Long-Term Credibility: Vendors remember professional RFQs. They prioritize buyers who are easy to work with and likely to convert. A good RFQ strengthens your future vendor relationships.
• Accelerates Procurement Cycles: Clear documentation speeds up internal reviews and approvals, reducing the time from request to purchase order.

For the seller, it shows that the buyer is serious, organized, and likely to convert. For the buyer, it becomes a control mechanism for costs, timelines, quality, and vendor reliability.

And in competitive industries, where timing and transparency shape margins, a strong quotation email is not a courtesy. It’s a commercial edge. That takes us to when to write a quotation email. Let us discuss this in detail below.

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When To Write A Quotation Email?

Write a quotation email before placing any order, signing any deal, or making any commitment. A well-timed RFQ controls the pace, tone, and transparency of the entire procurement cycle.

You don’t send an RFQ after discussions. You send it to start the conversation when the playing field is still neutral and the options are open. That’s when your inquiry carries the most weight.

Use an RFQ when:

• You’re Shortlisting Vendors: You need a structured way to assess vendors based on capability, responsiveness, and price. A well-formulated RFQ gives you consistent data points to compare, making it easier to decide who moves to the negotiation table.
• You want to Benchmark Costs: RFQs offer a snapshot of current market pricing across multiple vendors. This helps identify pricing trends, outliers, and negotiating room, even if you're not ready to place an order immediately.
• You Need Lead-Time Clarity: Some vendors may offer better pricing, but with longer delivery windows. RFQs reveal lead times upfront, allowing you to balance cost against production schedules or client delivery commitments.
• You Require Scope Confirmation: An RFQ invites suppliers to validate your technical specifications or suggest modifications. This early dialogue ensures your teams don’t over-spec or under-define, saving rework later.
• You’re Budgeting for Future Orders: Use RFQs to gather cost estimates before your procurement cycle begins. This supports accurate internal budgeting, even for projects still in planning.
• You’re Assessing New Suppliers: Whether you’re expanding vendor lists or replacing underperformers, an RFQ helps you evaluate new players based on how they quote, communicate, and clarify.
• You’re Testing Supplier Responsiveness: How fast and accurately a vendor replies to your RFQ can reveal how they'll perform post-order. It's a low-risk way to test reliability.
• You’re Entering a New Market or Geography: New regions mean unfamiliar vendors. RFQs bring structure to vendor discovery and reduce the risks of miscommunication or overpayment in unfamiliar supply chains.
• You’re Running Competitive Procurement: For tenders or large-volume purchases, a formal RFQ creates a level playing field. It documents fairness, supports internal audits, and protects against vendor bias.

Now that you understand what a quotation email or request for quotation (RFQ) is and why it matters, let’s break down what you should include in one. A well-structured RFQ ensures suppliers have all the information they need to respond accurately.

What to Include in a Request for Quotation (RFQ) Email

1. Introduction of Your Business

Start your RFQ by briefly introducing yourself and your company. Include your business name, industry, and key credentials to build trust and help the vendor decide if they want to proceed.

Example: "I’m [Your Name], [Your Position] at [Company Name], a leading provider of [product/service] with [number] years of experience."

2. What Your Business Does

Explain your core activities and how the vendor’s product or service fits your needs. Be specific about your goals to ensure clarity.

Example: "We are organizing a corporate sports retreat and seek a vendor to supply customized T-shirts. Your expertise in apparel production suits our needs."

3. Clear Specification of What You’re Looking For

Clearly detail your requirements, including product specs, quantities, or service deliverables, so that the vendor can provide an accurate quote.

Example: "We need 200 dry-fit T-shirts, sizes small to XXL, with our logo printed on front and back."

4. Budget and Price Expectations

Include your budget range to set expectations and speed up the process. Mention flexibility if applicable.

Example: "We expect to pay $15-$25 per shirt, depending on materials and customization. We’re open to discussing pricing."

5. Timeline for Submission

State your deadline for receiving the quote to keep the process on schedule.

Example: "Please submit your quote by [date], as we need to finalize the order within [timeframe]. Contact me for any questions."

6. Contact Information

Always include your contact details and specify the preferred method for the vendor to get in touch with you. Provide your phone number, email, and any other relevant communication channels to make it easier for the vendor to respond quickly. 

Example: "For any questions, please feel free to contact me at [Phone Number] or via email at [Email Address]."

7. Closing Statement

Finish your RFQ letter by expressing your interest in working with the vendor and your appreciation for their time and consideration. Let them know that you are looking forward to receiving their quotation and that you’re eager to move forward with the process.

Example: "We are looking forward to reviewing your quotation and hopefully partnering with your company for this project. Thank you for considering our request, and we appreciate your time and effort in preparing your proposal."

By including these key components in your request for quotation email or letter, you provide the vendor with all the information they need to submit an accurate and detailed quote. 

Now, let us understand what you need to keep ready before writing the RFQ email for your business.

Preparation Before Writing the RFQ Email

Rushing through the RFQ (Request for Quotation) process can often result in unclear communication, incomplete proposals, and ultimately, missed opportunities. Proper preparation is key to ensuring that you receive accurate, well-thought-out responses from vendors. Here’s a detailed guide to help you thoroughly prepare before you write your RFQ email:

1. Confirm Technical Specifications with Your Operations or Engineering Team

Ensure product or service specs are accurate and clear. Collaborate closely to avoid ambiguous requirements that lead to unsuitable vendor proposals.

Tip: Create a detailed spec sheet covering dimensions, materials, tolerances, and key criteria to guide vendors.

2. Lock in Delivery Timelines with Your Planning or Logistics Team

Coordinate lead times with your logistics team to set realistic delivery expectations. This helps prevent delays and keeps your project on track.

Tip: Include buffer time and define acceptable early or late delivery ranges.

3. Align Payment and Legal Terms with Your Finance Department

Clarify payment structures and legal clauses with your finance and legal teams to avoid contract issues and negotiation delays.

Tip: Standardize terms across RFQs to streamline vendor negotiations.

4. Review Past Pricing Benchmarks or Vendor Histories

Check historical pricing and vendor performance to set fair expectations and identify pricing trends.

Tip: Compare previous proposals for consistency and market justification.

5. Define Evaluation Criteria

Make your priorities clear: price, quality, reliability, and delivery. Consider a weighted scoring system to aid objective decision-making.

Tip: Assign percentage weights to each criterion (for example, price 40%, delivery 30%, quality 30%).

6. Identify Potential Suppliers and Check Their Credentials

Research vendors’ reputation, experience, financial health, and certifications before sending RFQs to ensure reliability.

Tip: Use reviews, case studies, and industry memberships to vet suppliers.

7. Determine Quantity and Scope Clearly

Providing clear details on the quantity and scope of the products or services needed is essential for receiving accurate quotes. Vendors can only offer precise pricing when they understand exactly what is being requested. 

Tip: If you're uncertain about quantities, consider getting quotes for different order sizes or tiers. For instance, if you're unsure how many units you'll need, ask for pricing based on a range (e.g., 100–200 units) so you can adjust based on actual demand.

8. Set a Clear Deadline for Responses

Setting a clear, firm deadline for receiving RFQ responses ensures that you stay on schedule. Vendors need to know when you expect their proposals to avoid unnecessary delays. 

Tip: Consider giving vendors at least a few business days to respond, especially if the request involves complex technical details or multiple components. 

9. Clarify Communication Channels

Clear communication ensures that your RFQ process is efficient and organized. Specify the preferred method for submitting responses, whether via email, a submission portal, or another platform. You should also outline any expectations regarding follow-up questions or clarifications, including who vendors can contact if they need additional information.

Tip: Create a dedicated inbox or project management tool for receiving RFQs. 

10.  Include Any Special Instructions or Requirements

If your RFQ has specific requirements, such as packaging instructions, certifications, or sustainability preferences, include these details in your email. These instructions ensure that vendors understand all of your needs and can adjust their proposals accordingly, reducing the chances of receiving non-compliant or incomplete responses.

Tip: Highlight these special requirements in a bullet-point list to make them easy for vendors to reference. This will help prevent misunderstandings and improve the chances of receiving accurate proposals that align with your expectations.

Thorough preparation ensures clear expectations and smooth RFQ processes. Cover specifications, timelines, terms, and communication to encourage competitive, accurate vendor proposals. 

So, how do you write a detailed quotation email? Let us understand this in more detail below.

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How To Write A Quotation Email?

Writing a quotation email is a crucial skill for professionals in various industries, especially those involved in sales, project management, or procurement. Here's a detailed breakdown of how to write an effective quotation email:

1. Subject Line: Be Clear and Concise

The subject line is the first thing your recipient will see. It should be straightforward, informative, and relevant to the purpose of the email. A good subject line ensures that your email is opened promptly.

Example:

• "Quotation for Website Design Services – XYZ Company"
• "Request for Quotation: Bulk Purchase of Office Supplies"

Make sure it immediately conveys that the email contains a quote and is specific to the recipient's request.

2. Greeting: Professional and Personalized

The greeting should be polite and professional, but also personalized where possible. Using the recipient's name shows that the email is tailored to them and not a generic message.

Example:

• "Dear Mr. Smith,"
• "Hello, Ms. Johnson,"

If you're unsure of the recipient's title or gender, a neutral greeting like "Hello [First Name]" can be used.

3. Introduction: Acknowledge the Request or Inquiry

In this section, briefly mention the reason you are sending the email. This helps the recipient understand the context of the quotation and establishes clarity. If the quotation is based on a prior conversation or request, make sure to acknowledge that.

Example:

• "Thank you for reaching out to us regarding your website redesign needs."
• "I appreciate your interest in our products, and I’m happy to provide the requested quotation for your bulk order of office supplies."

4. Body: Provide a Detailed Breakdown of the Quotation

This is the most important section of the email. Here, you should present the quote in a structured and easy-to-understand format. A detailed breakdown helps the recipient understand the components of the quotation and eliminates confusion. 

Key elements to include:

• Description of the goods or services: Be specific about what you're offering. For example, if it's a service, explain what the service entails. If it's a product, provide specifications like quantity, size, or features.
• Pricing: Include the cost per unit or service, along with the total price. If there are discounts or promotional offers, mention them clearly.
• Terms and conditions: Briefly include payment terms, delivery timelines, and any other relevant terms. You can also mention any warranties or guarantees.
• Validity period: Specify how long the quotation is valid. This helps the recipient understand the time frame within which they need to make a decision.

Example:
"Please find below the detailed breakdown of your quotation for website design services:

• Website Design: Custom website design tailored to your business needs – $2,500
• Content Creation: Copywriting for 5 pages – $500
• SEO Optimization: Basic SEO services for 3 months – $300
• Total Amount: $3,300

This quotation is valid for 30 days from today. The estimated delivery time is 4 weeks after the project commencement."

5. Additional Information: Offer Clarity and Encourage Questions

It’s important to offer clarity on any aspects of the quotation that may require explanation. If there are potential ambiguities or complex components (such as delivery timelines, product availability, or terms of service), address them proactively.

Example: "If you have any questions or need further clarification on the breakdown of the quotation, please feel free to reach out. I’d happily discuss the details further or customize the quote according to your specific requirements."

This shows you're open to further communication and can help build trust with the client.

6. Call to Action (CTA): Encourage Next Steps

Always end the email with a clear call to action. Whether it’s scheduling a meeting, making a purchase, or confirming acceptance of the quotation, guide the recipient on what to do next. This helps in keeping the process moving forward.

Example:

• "Please confirm if you’d like to proceed with this quotation, and I will send over the next steps."
• "I look forward to your confirmation and will be happy to finalize the order once we have your approval."

If the recipient is expected to sign the quote or make a deposit, mention that too.

7. Closing: Professional and Courteous

End the email with a polite closing. Choose a formal, professional sign-off and include your contact details for easy reference.

Example:

• "Best regards,"
• "Sincerely,"

Follow this with your name, job title, company name, and contact information (phone number, email, etc.).

8. Attachments: Provide Relevant Documents

If necessary, attach the formal quotation document or any other relevant documents, such as product catalogs, contracts, or terms and conditions. Mention the attachments in the email to ensure the recipient is aware of them.

Example: "Attached is the detailed quotation document for your review."

Here is an example of a detailed quotation email.

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Example of a Complete Quotation Email

Now, let’s explore some best practices for writing an effective quotation email that communicates your requirements clearly.

Best Practices For Writing A Quotation Email

When requesting a quotation, it's essential to compose your email in a way that encourages vendors to provide clear, accurate, and timely responses. A well-structured email saves time and ensures that you receive the most relevant quotes for your needs. 

Here are some key best practices to follow when writing a quotation email:

1. Be Specific: Provide detailed information, such as product specifications, quantity, delivery timelines, and any special requirements. Clear requests result in accurate, tailored quotes with fewer back-and-forths.
2. Avoid Attachments Alone: Don’t just send an Excel sheet. Introduce attachments in your email, summarize key points, highlight what you need, and clarify expectations.
3. Use Bullet Points: Break down requirements, questions, or deadlines into bullets. This makes your request easy to scan and understand quickly.
4. Mention Decision Criteria: Share how you will evaluate quotes like price, lead time, quality, or service. This helps vendors tailor their proposals to your priorities.
5. Stay Professional: Use a neutral, clear tone. Avoid desperation or overselling. State needs plainly and let the vendor’s offer speak for itself.
6. Set a Clear Deadline: Specify the exact date and time for quote submission. Account for request complexity to keep your timeline on track.
7. Clarify Payment Terms: Include payment details upfront, such as deposits, payment on delivery, or other terms to align expectations and avoid confusion.
8. Provide Context: Briefly explain why you need the quote, such as project type, urgency, or partnership goals. This helps vendors customize their responses.
9. Be Open to Negotiation: Indicate willingness to discuss terms. This encourages flexible, competitive offers without seeming indecisive.

To ensure a seamless and efficient RFQ process, utilizing the right tools and platform is essential. That's where Pazago comes in, offering comprehensive solutions to optimize every stage of your international procurement journey.

Simplify the RFQ Process with Pazago

Writing a clear and professional RFQ email sets the tone for a successful procurement process. It helps suppliers understand your requirements and respond with accurate pricing and terms.

Pazago makes it easier to manage every stage of your international sourcing and procurement process:

Here’s how Pazago can help:

• Centralized Document Management: Upload, manage, and retrieve all key air freight documents, invoices, and customs forms in one secure platform. Ensure compliance and reduce manual errors.
• 24/7 Real-Time Tracking: Track your shipments in real-time, with alerts for temperature fluctuations and updates on cargo status, enabling proactive issue resolution.
• Efficient Communication: Our centralized platform simplifies coordination, allowing quick issue resolution and faster decision-making across all parties.
• Integrated Quality Inspections: Manage inspections directly from the platform to ensure compliance with global standards for product quality and faster approvals.
• Comprehensive Cargo Insurance: Easily manage cargo insurance to protect against temperature excursions, theft, and damage during transit.
• Financial Simplification: We offer cross-border payment solutions, currency risk management, and financing options, simplifying financial transactions for large shipments.
• Efficient Cross-Border Logistics: Pazago optimizes international shipping for cost-effectiveness and timely deliveries, backed by 20+ years of ocean transport experience.

Conclusion

A well-written RFQ email is more than just a formality. It sets the tone for clear communication, accurate pricing, and reliable delivery. By outlining precise requirements and timelines, businesses can eliminate confusion, reduce delays, and build stronger supplier relationships from the start.

Looking to simplify your RFQ and procurement workflow? Get in touch with us to see how Pazago supports modern, end-to-end shipping management without the complexity.