Quote Email Template (2026): Editable Pack and Example
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A quote email template should name the attached offer and make the next step clear. Keep the email short enough to read on a phone. Put the detailed scope, exclusions and price basis in the named quote rather than creating clashing versions in the email and attachment.
Use the job name and quote reference in the subject. State which revision is attached, summarize the scope and explain how the client should respond. Include the actual validity date if the offer has one. Check the attachment before sending. Then keep the sent message and file together.
Page updated 25 October 2026. Source check dates are reported separately in the text and comparison.
Quote email template
The following is an original made-up example. Replace its names and references with your actual job details before use.
Subject: Storage-room shelving | Quote Q-014 revision 1
Hello Example Property Team,
Attached is Q-014 revision 1 for the storage-room shelving shown on plan A revision C. It covers the listed shelving install work and packaging removal. Wall repairs and repainting are outside this offer.
Please review the scope, price and validity terms in the attached quote. Reply with any questions or return the named offer by the response method stated there.
Thank you, Example Contractor
This email does not contain a fabricated sender address, phone number or live signing link. It shows wording only. The quote form supplies the fields that must be checked before the message is ready.
Adapt the quote email template
Match the subject to the attachment. A record ID helps the client find the right file later. Avoid vague subjects such as “your price” when the same client has several jobs. State the revision if an earlier quote has already been sent.
Summarize only the scope details that prevent confusion. If a major exclusion matters to the client's choice, name it briefly and point to the quote. Do not restate every price line manually unless you can keep both versions aligned. The attachment should carry the defined offer.
Use a response method that actually works. Do not include a signing or payment button unless the service and destination have been verified for the job. An email request for acceptance does not by itself check the legal effect of a reply.
Follow-up and revisions
Record when the quote was sent and the next action in the bid tracker. A follow-up should refer to the sent record ID and any question already raised. Check for a reply before sending a reminder.
If the price or scope changes, send a new revision and explain what changed. Keep the previous sent version. Do not replace the attachment behind an old record ID without a clear record. The estimate homepage explains how the client copy stays separate from private costing.
Source and method
This is original editorial wording. Keeping the scope tied to a reference follows the baseline and update principles in the GAO guide. It is not a legal notice or a prescribed tender response. Checked 15 October.
Revision date above.
FAQ
Should I include the total in the email?
You can summarize a checked amount when it helps, but keep it identical to the named quote. A separate manually typed total creates another place for a mismatch. Do not omit tax treatment or make a conditional price sound unconditional. The attachment should remain a clear record of the real offer.
How soon should I follow up?
Use the job's actual decision timing and the client's stated preference. This form supplies no fixed follow-up interval. Record a dated next action and check for an existing response before contacting the client. A reminder should help resolve the offer, not invent urgency or imply acceptance from silence.
Verdict on the quote email template
Use the quote email template to connect the right client, attachment and response. Let the checked quote carry the detailed offer and keep both records.
Inside the original file
This is the actual A4 example from the editable pack, version 1.0.0. All names, measurements, dates and amounts are invented for the form demonstration.
Read every field in the example
- Reference / revision
- EX-001 r1
- Issue date
- 2026-10-15
- Company
- Example Contractor (fictional)
- Customer
- Example Customer (fictional)
- Project
- Synthetic job; not a real offer
- Subject
- QU-014 r1: storage-room shelf quote for review
- Recipient
- Example Customer, fictional
- Project reference
- Storage room / JOB-014
- Attached quote version
- QU-014-r1.pdf; illustrative filename only
- Scope summary
- Six shelves supplied and fitted; painting excluded
- Validity
- 30 October 2026, 17:00 UTC; demonstration only
- Requested next action
- Please review r1 and reply with questions or your selected scope
- Exclusions
- Unlisted work
- Validity / conditions
- Example only
- Acceptance / agreed next step
- Not a live offer