[Business English Writing] How to Write a Quotation in English: Useful Phrases & Examples

Providing a quotation to a potential customer is a great opportunity to move a sale forward, but how do you write an effective and professional quotation email in English?
Here are four useful English phrases for quotation emails that you definitely don't want to miss. By mastering these phrases and techniques, you can write more effective quotation emails!

1. Thank you for your interest…  感謝您對於...的興趣

When a potential customer reaches out to ask about pricing, remember to start your quotation email by expressing your appreciation!

_{Thank you for your interest in our products.
感謝您對於我們的產品的興趣。}

_{Thank you for your inquiry.
感謝您的詢問。}

_{Thank you for reaching out.
謝謝您的聯繫。}

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2. I have attached…  我附加了文件...

There are many different ways to refer to attachments.
However, remember to avoid overly formal or unnatural phrases such as “per the attached” (X) or “in attachment” (X).

_{We are pleased to offer the attached quotation for…
我們很高興為您提供...的報價於附檔。}

_{I have attached the detailed quotation for your review.
我已附加了更詳細的報價供您參考。}

_{Please find the attached quotation for the products specified in your request.
請在附檔中找到針對您的請求所設定的產品報價。}

Specifics matter.

Double-check that you have included enough quotation details in the email itself so that the recipient can clearly understand the quotation without having to open the attachment.
This can help both sides save time on communication and increase the chances of doing business together!

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3. Please note that…  請多加注意...

When there is information you want the recipient to understand or pay attention to, “Please note that” is a useful phrase for highlighting it.
Avoid these common incorrect phrases: “please be noted that” (X) and “please notice/be noticed that” (X).

_{Please note that the above quotation is valid for thirty days.
請注意上述報價的有效期為30天。}

_{Please be informed that the prices in the attached quotation are exclusive of taxes, duties, and fees unless otherwise specified.
請注意，附檔報價中的價格除非另有說明，否則皆不含稅、關稅與其他費用。}

_{I should mention that the estimated shipment delivery date is subject to change.
我要提醒一下，預估的運送日期可能會發生變化。}

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4. Please do not hesitate to contact me if…  如果...，請別猶豫聯繫我

When a customer has questions or expresses interest, remember to show that you are willing to discuss the quotation details with them further.

_{Please do not hesitate to contact me should you have any questions.
若您有任何問題，請別猶豫聯繫我。}

_{Let me know if you have any questions about the quote.
若您有任何對於報價的問題，請讓我知道。}

_{I’m happy to arrange a time to discuss the quotation details with you and answer any questions you may have.
我很樂意與您約個時間討論報價細節及回答任何您的問題。}

Always Be Closing.

Your willingness to communicate with potential customers can be one of the key factors in closing a sale!
Before sending a quotation: Try reaching out to the customer first to make sure your quotation meets their specific needs.
After sending a quotation: Keep the conversation going to increase the chances that the customer will choose your quotation and do business with you.

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Quotation Email Examples

Below are two quotation emails. One uses formal phrases, while the other uses informal phrases.
Try comparing them to see how they differ!

Formal:

<sub>Dear Ms. Lagarde,

In reply to your 21st June inquiry, we are pleased to offer the attached quotation for the electronic components that you specified.
回應您在6/21的詢問，我們非常高興能提供您關於電子零件的報價於附檔中。

I have also attached our most recent catalog as a reference for the wide range of other products and solutions we offer to our customers worldwide.
我也附上了我們為全球客戶所提供的其他產品與解決方案的最新目錄供您參考。

Please note that due to recent shipping delays, shipments can be expected to arrive 2 to 3 months from the date on which we receive your firm order. 
請注意，因為近期的延誤配送，貨物將預期於確認訂單後的二至三個月抵達。

Thank you again for your interest in our products and please don't hesitate to contact me should you have any questions.
再次謝謝您對於我們產品的興趣，若您有任何問題也請隨時聯繫我。

Kind regards,
Charles</sub>

Informal:

<sub>Hey Christine, it’s good to hear from you again.
嘿 Christine，很高興再次聽到你的消息。

You asked for a quote on the electronic components listed in your 21st June email.
I've put together the attached quote for your review. 
你在6/21的email中問到了電子零件的報價，我一併放到附檔提供你參考。

‍‍I've also attached our most recent catalog to give you an idea of our current products and solutions. 
我也附上了我們的最新目錄，讓你多了解一些我們近期的產品和解決方案。

You'll notice we've really expanded our product offerings a lot since your last order.
你會發現自從上次你訂購以來，我們的產品供應範圍已擴大了許多。

I should mention that with the recent shipping delays, we might need to expect 2-3 months for delivery after we confirm the order.
我也要提醒你因為近期的貨物延後，在確認訂單後，我們會需要大約二到三個月的配送時間。

Thanks again for your interest in our products and please let me know if you have any questions.
再次謝謝你對我們產品的興趣，如果你有任何問題也請讓我知道。

Best,
Charles‍</sub>

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Boost your Business English

Quotation emails can often feel a little stressful because we have to discuss pricing with customers.
The next time you don't know how to get started with a quotation email, try using the four phrases above.
In addition to showing you both formal and informal ways to use them, these phrases can also help you structure an effective quotation email!

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