Email Quote Template: 4 Short Versions for Sending a Price Quickly

BOTrento Team18 October 20266 min read

Choose the version by deal size

The longer the decision takes on the buyer's side, the more the email has to do. A rough guide:

If you need a fuller structure for the cover message, see the five-block cover email guide. The versions here are the compact alternatives.

Four short email quote templates to copy

1. Inline price (small jobs)

Subject: Quote – [service] for [company], [date]

Hi [Name],

Thanks for your enquiry. For [short scope, e.g. two days of PA hire, delivered and collected] the price is €[amount] excl. VAT.

This includes [item 1] and [item 2]. It does not include [exclusion].

The price is valid until [date]. If it works for you, just reply “confirmed” and I will send the order details.

Best regards,
[Your name]

2. Attachment only (standard jobs)

Subject: Quote [number] – [service] for [company]

Hi [Name],

Please find our quote attached. It is valid until [date].

If you can confirm by then, we can reserve [date / capacity / team] for you. Happy to adjust the scope if anything differs from what you had in mind.

Best regards,
[Your name]

3. PDF plus summary (mid-sized jobs)

Subject: Quote [number] – [project name]

Hi [Name],

The full quote is attached. In short:

• Scope: [one line]
• Price: €[amount] excl. VAT
• Assumptions: [e.g. access from [time], final numbers by [date]]
• Valid until: [date]

Next step: please let me know if the scope matches, or suggest a short call this week and I will walk you through it.

Best regards,
[Your name]

4. Large deals: summary plus call offer

Subject: Proposal for [project] – summary and next step

Hi [Name],

Attached is our proposal. Since several people may review it, here is the short version: [two-line scope], total €[amount] excl. VAT, based on [key assumptions].

I suggest a short call on [day] or [day] to go through it and agree what changes are needed. If someone else should receive this, feel free to forward it or tell me who to add.

Best regards,
[Your name]

Keep the tone matched to the previous emails in the thread. If the buyer asked only for a price, this guide to price-only replies covers what to say first.

Checklist before you hit send

1. Subject line names the service and the company, so it is easy to find later.
2. Attachment is the right, current version, with a file name the client can recognise.
3. Price states excl. VAT and the currency.
4. Scope and exclusions match the document exactly.
5. Validity date is written as a calendar date, not “one month”.
6. One next step with a clear action, such as “reply to confirm”.
7. Recipient list includes the decision-maker, not just the person who asked.
8. Follow-up date is set before you close the email.

The attachment mistake is the classic one. If you say “attached” in the text, check the file is really there.

Set the follow-up before you send

Sending the quote is the easy part. The quotes that get lost are the ones with no date for the next touch. Write the follow-up date into your CRM, Pipedrive or HubSpot deal, or a calendar entry at the moment you send.

If you tell the buyer “I will check in on Thursday”, that is a promise, and it needs to be tracked too. For timing and wording, see three follow-up templates for after a quote and the short answer on how to stop forgetting quote follow-ups.

How BOTrento handles this step

BOTrento Chief of Staff is a managed process for enquiries, quotes and follow-ups. It watches enquiries in your mailbox and uploaded data, and prepares draft replies, quote emails and follow-ups in four languages (CS, EN, DE, FR). It also picks up promises such as “I will get back to you by Friday” and reminds you of them.

A person approves everything. BOTrento does not send anything by itself, so the draft stays yours to edit. Each working morning you get a “Today 1+3” overview in the app and by email. It does not read the contents of attachments, so it works from the email text. It does not replace your CRM or accounting either.

AI is included in the plan, with a monthly usage limit. Connecting a mailbox works through IMAP (for example Seznam), while Gmail, Google Workspace and Microsoft 365 work for now by forwarding or import. See a walkthrough of the process, or check how it fits equipment rental, event and production firms and B2B services.

You can try it for 14 days free on your own data, with no card and no API key of your own. The 14 days start with your first successful data upload. We make no guarantee of results, which is why you test it on your own quotes first.