In the information age, if you are selling some products or services, it should not be a big challenge to send out quotations to prospective customers. There are different kinds of quotation letter sample that are freely available on the internet. Your first task would be to study several of them and zero down to any one quotation letter sample that suits your needs best. Given the fact that your line of business will remain for a long time, you can customize these formats and digitally store it if you are using a computer. Smaller businesses or one man enterprises would do well to store away one copy on a removable disk, pen drive etc. to be used just in case the need arises.
You can choose an appropriate quotation letter sample by scouring the internet or create a quotation letter sample that is customized to your needs. A quotation generally has three important parts. The first part will contain the name of your business, business address, contact information, a unique reference number and the date. In some demographic areas, payment terms are also carried in the first part itself. Notice however, that quotation for international businesses should carry more information conforming to the stipulations laid down by the import/export regulators at the respective nations. Exhaustive packing information, export license details, shipping information etc. may also be needed by the buyer in such instances.
Before moving to the second part, the word ‘quotation’ should be prominently written in the center of the line. If you are using a computer, you can use the ‘bold’ button to highlight the word.
The second part of the quotation letter sample will contain the description of the goods/services for which you are quoting, quantity, unit rate, price of each item, total value, applicable taxes and duties, a grand total, shipping information, packing information if called for and any specific information that the buyer asks for.
The third and final part of the quotation letter sample will reflect the grand total of your quote in words, the Vendor’s signature and seal, and space for the buyer to signify his/her acceptance of the quote. In modern times, however, most businesses issue a separate letter of acceptance of offer/letter of intent etc. rather than using the Vendor’s quotation for this purpose. There are several websites that provide a host of free formats for the business community. While some of these templates, forms, and samples can be directly integrated into your business, some others will need to be modified to suit your specific needs. For people looking at larger volumes, these forms can be customized and integrated with other administrative/accounting functions to facilitate quick processing and easy access to information.