Quotation letter format, with samples
A quotation letter carries the offer in words — what to write, the structure that reads professional, and free templates on letterhead. Sample included.
The files, first
Free and ungated, like everything in this section: a quotation letter template on a proper letterhead layout, with a filled sample letter and a blank version in each file.
Take them, then read on for what makes the letter itself work.
A letter, not a table — and when to send one
A quotation letter is the offer written as correspondence: a page that speaks before it lists.
It suits the moments a bare table undersells — the institutional buyer who files paperwork, the tender that expects a covering page, the first approach to a client you want to address with some formality.
Most quotation letters travel with an itemised annexure; the letter carries the relationship, the annexure carries the arithmetic.
The structure that reads professional
Your letterhead — name, address, GST number, contact- Date and reference number — so the letter can be quoted back to you
- The recipient — named and addressed properly — this is a letter, not a broadcast
- A subject line — that says what is being quoted, in one line
- An opening — that thanks and confirms the enquiry in a single sentence
- The offer — either the short table inside the letter, or a clear pointer to the annexure
- The commercial terms — validity, payment, delivery, exclusions — stated rather than implied
- A closing — that invites the order without begging for it
- The signature block — with name and designation
The quotation letterhead format matters more here than anywhere: this is the document most likely to be shown upward in the customer's organisation.
Quotation letter format in Word
Letters live in Word: the layout holds through printing, the letterhead area sits correct, and the sample text edits cleanly to your trade.
A designed letterhead in Canva
For a letterhead worth looking at before the first word is read — the Canva version pairs the same structure with a designed header you can brand in minutes.
A version for your trade, free
Tell us your trade and the letter you keep having to write, and we will build the format and send it to your email and WhatsApp.
Where the letter runs out
A good letter dresses one offer well.
It cannot remember which offers are outstanding, which were revised, and who never replied — the follow-up that wins the work the letter opened. That part is not stationery; it is a record:
Take the letter formats either way — and see the record behind the offer at a demo.
Ask for a demo