Free Quote Letter Template
Introduce the offer in a short, clear note
Connect the quote to the customer's request and introduce the job, price and terms. A short letter adds context and helps the customer choose you.
Create the quote first, then use the letter format below to introduce your offer.
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Quote Previews to Accompany Your Letter
These quote previews can accompany your letter. Each opens the quote editor. For the message itself, go to the complete quote letter example below.
Use the Letter to Introduce the Quote
A quote letter connects your offer to a customer’s request. It gives a short introduction, highlights the work and price, and explains how to respond. It is useful after a meeting, for custom work, or when a customer expects a formal reply.
Create the quote in Docelf and write the accompanying letter in your usual document or email app. The quote holds the itemized price and Terms and Conditions; the letter helps the customer understand why you are sending it.
How to Write a Quote Letter
Write for one customer and one decision. A short introduction is usually enough when the quote already explains the work and price.
- Identify the Offer: Put your business details, the date, and the quote number at the top of the letter.
- Address the Customer: Use the customer’s name and the project or order reference.
- Refer to the Request: Mention the conversation, measurements, or choices that shaped the offer.
- Summarize the Work: Explain what the price covers. Leave the detailed breakdown in the accompanying quote.
- State the Price: Copy the quote total and currency exactly, including how tax is treated.
- Give a Next Step: State the validity date and tell the customer how to respond or ask a question.
- Sign and Check: Add your name and contact details. Compare the letter with the quote before sending both.
A Complete Quote Letter You Can Adapt
This example introduces an office repainting quote for a customer named Jordan. Replace the bracketed details, customer name, dates, and scope before using it. Use “attached” instead of “enclosed” when you send a PDF by email.
Example: Quote Letter Wording
[Business Name]
[Business Address]
[Email or Phone]
[Letter Date]
Re: Quote [Quote Number] — office repainting
Hi Jordan,
Thank you for asking us to quote the office repainting work discussed on May 12. The enclosed quote covers preparation and two coats of paint for the listed rooms. Materials and cleanup are included.
The total price is [Amount and Currency], including [Tax Amount or Tax Treatment]. Please see the quote for the itemized charges, schedule, and Terms and Conditions. The offer is valid through June 15.
To go ahead, please [Acceptance Step] by that date. If you would like to discuss the scope or schedule, contact [Contact Name] at [Email or Phone].
Thank you for considering [Business Name].
Sincerely,
[Your Name]
[Business Name]
Keep the Letter and Quote Consistent
A letter can summarize the offer without repeating every line. Check that its quote number, scope, currency, total, and validity date match the accompanying document. If the price excludes tax, say so in both places instead of leaving the customer to guess.
Keep detailed payment timing, exclusions, and change arrangements in the quote’s Terms and Conditions field. Mention a condition in the letter when it affects the customer’s decision, and use the same wording or meaning. Do not promise a start date in the letter that the quote leaves to be agreed.
Create the Quote for Your Letter
Add the work and prices to Docelf. It calculates the quote total, ready for you to reference in the letter.
Choose an Opening That Fits the Customer
For a returning customer, a familiar greeting and a reference to the last conversation are enough. For a formal request, use “Dear” and the customer’s name, then identify the request or project. Custom work benefits from the specific measurement, design choice, or agreed detail that shaped your price.
End with the response you actually need. If you email the quote from Docelf, the customer can accept or decline it online without a Docelf account. For a printed quote or PDF sent yourself, give a clear reply email or phone number.
Quote Letter, Standard Quote, or Proposal?
Choose the format based on how much context the customer needs before reviewing the price.
Quote Letter
Use a short personal or formal message to introduce the accompanying quote.
Standard Quote
Use a direct quote when the customer already has the context and needs the work, price, and terms.
Proposal
Use a longer proposal when the customer needs your approach, qualifications, or project plan before deciding.
More Quotes to Send With Your Letter
These remaining layouts offer more ways to arrange the same quote details. Each opens the quote editor.
File Templates for the Accompanying Quote
Word and Google Docs suit a quote that needs more text. Excel and Google Sheets suit a detailed pricing table. These pages offer quote file templates; use the letter wording above in your document or email app.
Other Quote Examples and Layouts
Use a standard document when the offer needs less introduction. Choose a proposal when it needs more explanation. A form or sheet works well when a repeatable layout matters most.
After You Send the Letter and Quote
Keep a copy of the letter with the quote so you can refer to the same offer when the customer replies. When you email the quote from Docelf, its history shows delivery and opening information. A customer’s online acceptance or decline updates the quote status and sends you an email notification.
If the customer asks for a change, check both the letter and the quote before resending. When it is time to bill, create an invoice from the quote in Docelf to reuse the customer and pricing details. The accompanying letter remains a separate message.
Quote Letter Template FAQs
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What is a quote letter template?
It is wording you can adapt to introduce a price offer. The letter identifies the request, summarizes the work and total, and explains the next step. The accompanying quote provides the detailed charges and terms.
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When should I use a quote letter?
Use one when a personal introduction helps explain the offer or the customer expects a formal response. It can suit professional services, custom projects, referrals, and returning customers.
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How do I start a quote letter?
Address the customer by name and refer to the request or conversation. Name the work you are quoting in one or two sentences before introducing the price.
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What should a quote letter include?
Include your business details, the date, customer name, and quote reference. Follow with a short description of the offer, its total and currency, the validity date, and a clear response step. Close with your name and contact details.
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How should I end a quote letter?
Ask for the response you need by the quote’s validity date and give a contact for questions. Close with a simple sign-off such as Sincerely, followed by your name and business.
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What is the difference between a quote letter and a proposal?
A quote letter gives a brief introduction to an offer and price. A proposal gives more detail about the customer’s need, your approach, qualifications, or project plan.
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Can a quote letter include an itemized price?
Yes, but when several charges need explanation, keep them in the accompanying quote. State the matching total and reference in the letter so the customer can find the breakdown easily.
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Can I turn the accompanying quote into an invoice?
Yes. Docelf can create an invoice from the quote and copy the customer, items, prices, and relevant document details. The letter itself is separate from that quote-to-invoice action.
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Does Docelf create the letter shown here?
The action on this page creates a quote in Docelf. Write the letter in your usual document or email app using the example above. Print it with the quote or send it with the quote PDF.
Prepare the Quote for Your Letter
The letter is easier to finish when the offer it introduces is complete.
- Add the customer and the work you are offering
- Check the itemized price and Terms and Conditions
- Print or download the quote to send with your letter
