Securing client approval for quotations can be challenging, even for seasoned professionals. Each client needs different approaches that match their specific requirements and address their concerns.
The right email makes a big difference in getting deals approved. These expertly written email templates will show you how to communicate value, handle concerns, and help clients make confident decisions.
Quotation Approval Email Samples
These email templates consistently help businesses get their quotes approved.
1. Standard Quote Follow-up
Subject: Your Quote #QT-2024-0423 for Marketing Services
Dear Mr. Thompson,
Thanks for giving us the opportunity to provide a quote for your marketing needs. The detailed quotation attached outlines our proposed services and associated costs.
Our team has carefully considered your requirements and developed a solution that aligns with your goals. We’ve included comprehensive social media management, content creation, and performance tracking, all within your specified budget range.
Please review the quote and let us know if you need any clarification. We’re ready to start as soon as we receive your approval.
Looking forward to your response.
Best regards, Sarah Williams Marketing Director
2. Time-Sensitive Project Quote
Subject: URGENT: Quote Review Required – Website Development Project
Dear Ms. Chen,
The quotation for your website development project is ready for your review. Given the upcoming holiday season, we want to ensure we can meet your launch timeline.
The quote covers all discussed features, including responsive design, e-commerce integration, and custom CMS development. We’ve also added a 10% early approval discount valid for the next 48 hours.
A quick review and approval will help us secure your preferred timeline and special pricing.
Thank you for choosing us as your development partner.
Best regards, Michael Roberts Lead Developer
3. Customized Solution Quote
Subject: Custom Software Solution Quote – Review & Approval
Dear Dr. Patel,
Please find attached the quotation for your custom medical practice management software.
Based on our discussions, we’ve outlined a solution that addresses your specific needs for patient scheduling, billing integration, and HIPAA compliance. The quote breaks down each component’s cost and implementation timeline.
Your approval will allow us to begin development immediately and ensure the system goes live by your target date.
We’re here to answer any questions you might have.
Kind regards, David Chen Solutions Architect
4. Budget-Friendly Option Quote
Subject: Revised Quote with Cost-Effective Options – Office Furniture
Dear Mrs. Rodriguez,
Thank you for your feedback on our initial quote. We’ve revised it to better match your budget while maintaining quality standards.
The new quote includes alternative furniture options that offer similar functionality at lower price points. We’ve also added a flexible payment plan option spreading the cost over three months.
Please review these budget-friendly alternatives and let us know your thoughts.
We appreciate your business and look forward to furnishing your new office.
Best regards, Robert Johnson Sales Manager
5. Large Project Quote
Subject: Comprehensive Construction Project Quote for Your Review
Dear Mr. Anderson,
Attached is the detailed quote for your commercial building renovation project.
We’ve broken down the costs by phase, including materials, labor, and permits. The quote also highlights potential cost savings through bulk material purchases and our value engineering suggestions.
Your prompt review will help us lock in current material prices and secure the best subcontractor rates.
Ready to discuss any aspects of the quote at your convenience.
Regards, Lisa Martinez Project Manager
6. Service Package Quote
Subject: Annual Maintenance Service Package Quote – Ready for Review
Dear Ms. Wilson,
Here’s your customized annual maintenance service package quote for review.
The package includes quarterly preventive maintenance visits, 24/7 emergency support, and all necessary replacement parts. We’ve added a comparison chart showing the cost benefits versus individual service calls.
Approving this quote will ensure uninterrupted support for your equipment throughout the year.
Happy to schedule a call to walk through the details.
Best regards, James Turner Service Coordinator
7. Technology Upgrade Quote
Subject: Network Infrastructure Upgrade Quote – Please Review
Dear Mr. Kumar,
Following our technical assessment, please find attached the quote for your network infrastructure upgrade.
The quote details the recommended hardware upgrades, software licenses, and professional services required. We’ve highlighted the expected performance improvements and long-term cost benefits.
Your quick approval will help us schedule the upgrade during your preferred maintenance window.
Available to clarify any technical specifications.
Regards, Emily Taylor Technical Account Manager
8. Event Planning Quote
Subject: Corporate Event Planning Quote – December Conference
Dear Ms. Brown,
Please review the attached quote for your upcoming corporate conference.
The quote covers venue rental, catering, audiovisual equipment, and event staff. We’ve included some value-added services like social media coverage and post-event analytics at no extra cost.
Early approval will help us secure the best vendors and avoid peak season surcharges.
Looking forward to creating a memorable event together.
Best wishes, Alexandra Peters Event Director
9. Marketing Campaign Quote
Subject: Q1 Marketing Campaign Quote for Review
Dear Mr. Lee,
Here’s the comprehensive quote for your Q1 marketing campaign.
The quote includes digital advertising, content creation, and analytics reporting. We’ve structured the campaign to maximize your ROI with strategic audience targeting and multi-channel distribution.
Your approval will allow us to start the preparation phase and ensure a strong campaign launch.
Ready to fine-tune any aspects of the proposal.
Best regards, Rachel Adams Campaign Manager
10. Equipment Purchase Quote
Subject: Industrial Equipment Quote – Valid for 7 Days
Dear Dr. Thompson,
Please find attached our quote for the industrial testing equipment you requested.
The quote includes equipment specifications, warranty details, and after-sales support package. We’ve also added operator training and calibration services as complimentary items.
Quick approval will help us secure current pricing and ensure timely delivery.
Available to demonstrate the equipment at your facility.
Kind regards, Mark Stevens Equipment Specialist
11. Professional Services Quote
Subject: Legal Services Package Quote – Annual Retainer
Dear Ms. Garcia,
Attached is the quote for our annual legal services retainer package.
The quote outlines our scope of services, response times, and included consultations. We’ve added a comparison of our retainer rates versus standard hourly billing to highlight the cost benefits.
Your approval will ensure continuous legal support for your business operations.
Happy to schedule a meeting to discuss the details.
Best regards, Jonathan Wright Senior Partner
12. Renovation Quote
Subject: Home Renovation Quote – Kitchen Remodel
Dear Mrs. Chang,
Please review the attached quote for your kitchen renovation project.
We’ve detailed all materials, labor costs, and project timeline phases. The quote includes 3D renderings and material samples to help visualize the final result.
Approving now will help us order materials and schedule the work crew for your preferred start date.
Ready to adjust any design elements to your preference.
Warm regards, Thomas Baker Renovation Specialist
13. Training Program Quote
Subject: Corporate Training Program Quote – Leadership Development
Dear Mr. Phillips,
Here’s your customized leadership development training program quote.
The quote covers workshop materials, facilitator fees, and assessment tools. We’ve included post-training support and progress tracking at no additional cost.
Your approval will allow us to reserve the best trainers and prepare customized materials.
Available to discuss program customization options.
Best regards, Sarah Martinez Training Coordinator
14. Security System Quote
Subject: Security System Installation Quote – Review Required
Dear Ms. Taylor,
Please find attached our quote for your comprehensive security system installation.
The quote includes all equipment, installation labor, and monitoring services. We’ve added a special discount for bundling video surveillance with access control systems.
Quick approval will help us schedule installation before the holiday rush.
Ready to demonstrate any system features you’d like to see.
Best regards, Kevin Andrews Security Consultant
15. Logistics Service Quote
Subject: Annual Logistics Service Quote – Distribution Network
Dear Mr. Zhang,
Attached is our quote for managing your distribution network logistics.
The quote details warehousing costs, transportation rates, and handling fees. We’ve highlighted potential savings through our volume-based pricing model.
Your approval will help us optimize routes and allocate resources for your shipments.
Available to review specific service requirements.
Kind regards, Patricia Reynolds Logistics Manager
16. Software License Quote
Subject: Enterprise Software License Quote – Annual Subscription
Dear Ms. Morgan,
Please review the attached quote for your enterprise software licenses.
The quote includes user licenses, support packages, and implementation services. We’ve added bulk licensing discounts and flexible payment terms.
Approving now will ensure uninterrupted access to all software features.
Ready to demonstrate additional features you might need.
Best regards, Daniel Kim Account Executive
17. Consulting Services Quote
Subject: Business Strategy Consulting Quote – Q2 Projects
Dear Mr. Roberts,
Here’s your quote for our strategic consulting services package.
The quote outlines project phases, deliverables, and consultation hours. We’ve included our proven methodology and success metrics from similar projects.
Your approval will secure our top consultants for your project timeline.
Happy to clarify our approach and expected outcomes.
Best regards, Michelle Carter Senior Consultant
18. Photography Services Quote
Subject: Corporate Photography Package Quote – Annual Report
Dear Ms. Henderson,
Please find attached our quote for your annual report photography needs.
The quote covers shooting days, editing services, and usage rights. We’ve added a rush delivery option at no extra charge to meet your publication deadline.
Quick approval will help us reserve the best dates and locations.
Ready to discuss specific shot requirements.
Warm regards, Christopher Lee Lead Photographer
19. Website Maintenance Quote
Subject: Annual Website Maintenance Quote – E-commerce Platform
Dear Mr. Davidson,
Attached is our quote for your e-commerce website maintenance services.
The quote includes regular updates, security monitoring, and performance optimization. We’ve added monthly traffic analysis reports as a bonus service.
Your approval ensures continuous support and timely updates for your online store.
Available to explain our maintenance protocols.
Best regards, Amanda Foster Digital Services Manager
20. Interior Design Quote
Subject: Office Interior Design Quote – Downtown Location
Dear Ms. Bennett,
Please review our quote for your office interior design project.
The quote covers design concepts, material selection, and project management. We’ve included 3D visualizations and material samples to help with decision-making.
Approving now will help us secure preferred vendors and maintain project timeline.
Ready to refine any design elements to your taste.
Kind regards, Victoria Palmer Senior Designer
Wrap-up: Writing Effective Quote Approval Emails
These email templates serve as starting points for your quote approval communications. The key lies in personalizing each message while maintaining professionalism and clarity. Focus on highlighting value, addressing specific client needs, and making the approval process simple and straightforward.