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Request for Quotation Letter

Request for Quotation Letter. Fill it in online, choose the tone, witness block and layout, and download a print-ready PDF.

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Request for Quotation Letter - sample

Northwind Ltd.
12 Main Street, London EC1A 1BB

Ref. no.: REF-2026-014
Date: 05/10/2026

To
The Branch Manager
City Bank, High Street, Manchester

Subject: Request for Quotation Letter

Dear Maria Garcia,

We are interested in purchasing office chairs, quantity 50. Please send us your best quotation, including price, taxes, delivery time, payment terms and warranty.

We would be grateful for your reply within 14 days. We look forward to doing business with you.

Yours faithfully,

For Northwind Ltd.


Anna Lopez
HR Manager

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Request for Quotation Letter

A business letter is a record as much as a message. A clear subject, the facts, the request and the deadline are what make a payment reminder or order letter work.

When to use it

  • Payment reminders and demands
  • Quotations and orders
  • Supplier complaints and apologies
  • Partnership proposals

How to write Request for Quotation Letter

  1. Put the subject and the reference (invoice, order, quotation) at the top.
  2. Say what happened or what you need in the first paragraph.
  3. Give the amount, dates and the deadline.
  4. Close politely, sign and keep a copy with proof of sending.

Attach with it

  • Invoice or order copies
  • Delivery and payment records

Common mistakes

  • No invoice number or date
  • No deadline
  • Threatening tone that ends the relationship

Options you can choose

Tone and salutation, validity statement, ID-copies note, witness boxes, execution note (notary / stamp paper / oath), QR or reference box, four layouts and - in any language except English - a side-by-side English copy.

How to write a Request for Quotation Letter

  1. Fill in the form: Company / organisation, Company address, Reference number, Addressed to (name, office, address), Recipient's name (for 'Dear ...'), Product / service.
  2. Add your letterhead, logo, footer or watermark if you like.
  3. Download a print-ready PDF - or send it for e-signature.

Business letters →

FAQ

How formal should a business letter be?

Professional but plain: a clear subject line, short paragraphs, the facts first and the request near the top. Avoid long legal phrases unless the matter is legal.

Should I keep a copy?

Always. Keep a dated copy and proof of sending for every payment reminder, order cancellation or complaint to a supplier.

Is this Request for Quotation Letter template free?

Yes. You can fill it in online and download it as a PDF for free, without installing anything.

Can I change the wording?

Yes. Every sentence of the document can be edited on the page before you download it.

Is this template available in other languages?

Yes - the same document is available in 2 languages. Use the language links on this page.

This is a general template, not legal advice. Check any requirements that apply in your country or organisation.

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