Cover letter can be written for many purposes in today’s business world. Such as recruitment cover letter, quotation cover letter, interview cover letter and so on. Whatever may be the purposes of writing cover letter but its format and tone of writing should be one and the same. As these types of letters are formal letters thus language used should be polite and professional.
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Ms. Eric M. Thurman
XYZ Industries Pvt. Ltd
3066 Laurel Lane
Midland, TX 79701
2 October 2010
Subject: QUOTATION COVER LETTER
Dear, Ms. Eric
This letter is with reference to your advertisement seen in Time Newspaper of Sunday edition dated 25th September, 2010, after looking at your advertisement we come to know that your company has been taking quotation for your new project to be done. The project work involves construction of your new office located at New Jersey. Our company ABC Constructions Pvt. Ltd is one of the best construction companies of today’s market. We can assure you that if this project could be handed over to us than your office building would be remarkable. We use all good and best quality material, we assure on time satisfaction to our customers were as the project completion charges would be much lower than the market price. Kindly verify enclose copy of quotation list along with this letter and let us know about your overview on this matter with an immediate effect.
Mr. Donald P. Franklin
2844 Bailey Drive
Danville, IA 52623
Filed Under: Cover LetterTagged With: How to Write a Quotation Cover Letter, Quotation Cover Letter Example, Quotation Cover Letter Format, Quotation Cover Letter Template, Sample Quotation Cover Letter
Quotation Cover Letter
Resume Cover Letters » Sample Letters » Cover Letters » Quotation Cover Letter
Communication is an integral part of any relation - be it professional or personal. Words spoken thoughtfully can make a huge difference to the rapport that you share with the other person. In professional relations, communication is even more important to build a rapport, avoid misunderstandings, put forth one's point, ideas, and views clearly, etc. In business communication, written communication plays a great role. We send many documents, proposals, brochures, etc., and every time when we send the same, we also get a chance to communicate with the person, and we should make the best out of it. One such situation arises while sending quotations. When you send a quotation, you should make an effort to communicate, in order to convince the client that your quotation is the best, and the client would be at profit. Sending a quotation cover letter is thus, a good idea.
What is a quotation cover letter?
The quotation is a document that merely gives price quotes for the goods or services requested by the client. Thus, it does not give much scope to explain how your quotes are best as compared to the competitors. A quotation cover letter gives you a chance to communicate about the benefits the client would get, the difference in the service you offer, etc. It is thus, a letter that supports your quotation, and strengthens it by presenting it as the best from among the many other quotations that the client might get.
What should be included in the letter?
One mistake that people make while writing a cover letter is that they imitate the main document that goes with it. The cover letter should not imitate each word written in the quotation. It is sent along with the quotation to complement it, and present it in an effective manner. Writing all that what is included in the quotation will not accomplish the aim of the letter. Moreover, the quotes sent in the quotation are many times confidential, and including such data in the letter is a big mistake.
The letter should thus, be written smartly, which would in turn help you convince the reader that he/she cannot get better quotes than the one sent by you. It should start with a formal greeting, and move on to expressing the benefits of the quotation. The letter should abide by the formal letter writing rules, and should be precise. It should be typed or printed on the letterhead of the organization. The letterhead already has the name and address of the organization, thus the person writing the letter should mention his/her name, designation, direct contact number, and email address. The next step is that the letter should be addressed to a specific person. It should have proper salutation, and should be segregated in 3-4 paragraphs.
The first paragraph would begin with a pleasing note, with statements like - 'It was nice talking to you and as per your requirement, we have sent you the quotation.'
The second paragraph will elaborate on the quotation, not speaking about the price quotes and quantity, but about the service, benefits, etc. Points like, 'We offer you 2 years of free servicing, which compared to the others in the market is the most feasible option', helps you to convince the reader that you are offering something best and different.
The third paragraph should put forth the flexibility term of communicating, discussing, and negotiating over the quotation. You must make the reader feel that you are open to any further discussion, and give him/her the liberty to contact you.
End the letter with a positive note, with sentences like - 'It would be wonderful working with you', etc., and mention about the documents enclosed with the letter.
Sample quotation cover letter
The above-mentioned information gives you a clear idea of how a quotation cover letter should be. However, a sample letter given below will further clarify your doubts.
Sera Computing Solutions
035 Pritchard Court
Owatonna, MN 55060
Sr. Sales Executive
Sera Computing Solutions
Date: January 25, 2012
The Purchase Head
Mr. Leo Clark
Tech Computer Institute
038 Orchard Court
Dear Mr. Clark,
It was great talking to you, and I would like to thank you for the time you invested in discussing the requirements of your organization. As per the discussion, I have penned down a perfect feasible customized quotation for Tech Computer Institute, and have enclosed the same with this letter.
As I assured you that you would get the best for the price you pay, I had a discussion with my seniors, and we have come up with this customized quotation for you. The quotes, no doubt are best in the market; also, the other services and benefits we provide cannot be matched by the competitors. We have extended the free service duration from one year to 2.2 years. Any product defect within the first year will see direct replacement on receiving one call from your organization. You would get a Customer Service Rep, who would be dedicated to Tech Computer Institute, and for any troubles or queries, you can contact him.
Please read the quotation, and feel free to discuss any doubts. Hoping to work with you in the time to come.
Thank you in anticipation.
Sr. Sales Executive
507-415-9686, Extn. - 2120
The sample quotation cover letter provides a clear idea of how the letter should be, and how it helps you convince your employer. Next time when you send a quotation, accompany it with a cover letter for better results. Also, you can review Accounting Job Cover Letter and Amazing Cover Letter for more sample letters.