Getting clients to approve quotes can be challenging. Many business deals depend on receiving that essential “yes” from decision-makers. A well-crafted email speeds up the process and helps close deals faster.
These proven templates will help you create messages that grab attention and motivate action. Each sample gives you the exact structure needed to make your requests effective and get positive results.
Quotation Approval Request Email Samples
Here are 20 carefully written email templates to help you request quote approvals successfully.
1. Basic Quote Approval Request
Subject: Quote #QT-2024-156 Approval Request – [Project Name]
Dear Mr. Thompson,
Please find attached the detailed quotation for your upcoming office renovation project. The quote includes all items we discussed during our meeting last Thursday, including premium flooring materials and ergonomic workstations.
The total project cost comes to $45,750, with a completion timeline of 6 weeks. This pricing includes all labor, materials, and a 2-year warranty on installations. We can begin work within 7 days of receiving your approval.
To move forward, please review and reply with your confirmation. Should you need any clarification or have questions, don’t hesitate to reach out.
Best regards, Sarah Martinez Project Manager
2. Time-Sensitive Quote Approval
Subject: Urgent – Quote Approval Required by Friday for [Service Name]
Dear Ms. Chen,
Following up on our discussion about the IT infrastructure upgrade, attached is the quote reflecting the competitive pricing we discussed. Due to current market conditions, these prices are guaranteed only until this Friday.
The total investment of $28,900 covers all hardware, software licenses, and expert installation. This package gives you enterprise-grade security features at mid-range pricing, saving roughly 25% compared to standard rates.
Please review and approve by Friday to lock in these rates. After that, we may need to adjust pricing based on supplier changes.
Looking forward to your response, David Kumar Solutions Architect
3. Follow-up Quote Approval Request
Subject: Following Up – Quote #2024-089 for [Product/Service]
Dear Dr. Williams,
Hope you’re doing well. Just checking if you’ve had a chance to review the quote sent last week for the medical equipment upgrade. Your current equipment lease expires next month, so we want to ensure a smooth transition.
As discussed, the new package costs $67,500 and includes the latest model with enhanced features. We’re offering a 15% discount on the maintenance contract if we finalize this week.
Would you like to schedule a quick call to address any questions? We can walk through the quote details together.
Thank you for your time, Robert Chang Medical Equipment Specialist
4. Customized Solution Quote
Subject: Custom Quote Ready for Your Review – [Project Details]
Dear Ms. Rodriguez,
Based on your specific requirements, we’ve prepared a customized quote for your mobile app development project. This solution addresses all your key needs while staying within budget.
The total development cost is $34,800, spread across 4 milestone payments. This includes native iOS and Android versions, user testing, and 6 months of technical support after launch. We’ve added extra QA hours at no cost to ensure perfect functionality.
Please review the attached quote and let us know if you’d like any adjustments before approval.
Kind regards, Michael Foster Senior Project Manager
5. Limited-Time Offer Quote
Subject: Special Pricing Quote – Valid Until [Date]
Dear Mr. Johnson,
Here’s the quote for your annual office supplies contract, featuring our special Q1 pricing. We’ve included substantial volume discounts across all categories you regularly order.
The yearly contract value is $12,400, representing a 30% saving compared to pay-as-you-go pricing. This rate includes quarterly bulk deliveries and priority restocking. Plus, you’ll get a dedicated account manager for instant support.
These terms are available until March 31st. Shall we proceed with the approval process?
Best wishes, Linda Parker Account Executive
6. Partnership Quote Proposal
Subject: Strategic Partnership Quote for Your Review
Dear Mrs. Anderson,
Thank you for considering us as your marketing partner. Attached is the comprehensive quote covering all aspects of your digital marketing needs for the next 12 months.
The proposed partnership investment is $89,000, payable monthly. This covers social media management, content creation, SEO optimization, and monthly performance reports. We’ve included quarterly strategy reviews to keep our efforts aligned with your goals.
Ready to begin this exciting collaboration? Please review and approve the quote at your earliest convenience.
Warm regards, Thomas Lee Marketing Director
7. Equipment Upgrade Quote
Subject: Equipment Upgrade Quote #EQ-241 for Review
Dear Mr. Patel,
Following our site assessment, please find the attached quote for upgrading your manufacturing equipment. We’ve selected models that will increase your production capacity by 40%.
The total investment comes to $156,000, including installation, staff training, and a 3-year warranty. We can arrange flexible financing options with payments spread over 24 months if preferred.
Your approval will help us secure the equipment and schedule the installation team.
Best regards, Jessica Thompson Industrial Solutions Manager
8. Service Contract Quote
Subject: Annual Service Contract Quote – Please Review
Dear Dr. Martinez,
Attached is the quote for your clinic’s annual maintenance service contract. We’ve enhanced the coverage based on your feedback from last year.
The yearly fee of $8,900 includes monthly preventive maintenance, 24/7 emergency support, and all replacement parts. We’ve added bi-annual staff training sessions at no extra cost.
Please review and approve so we can maintain uninterrupted service for your facility.
Regards, Steven Wright Service Department Manager
9. Project Extension Quote
Subject: Phase 2 Project Quote for Approval
Dear Ms. Taylor,
Based on the success of Phase 1, here’s the quote for extending the project to include the additional features you requested.
The Phase 2 cost is $23,600, which includes all development work, testing, and deployment. We can maintain the same team that delivered Phase 1, ensuring consistency and efficiency.
Ready to build on our success? Please review and approve to keep the momentum going.
Best wishes, Alex Rodriguez Project Lead
10. Bulk Order Quote
Subject: Bulk Purchase Quote – Special Volume Pricing
Dear Mr. Wilson,
Here’s the quote for your bulk order of printing supplies. We’ve applied our maximum volume discount given the order size.
The total for this quarter’s supply comes to $15,800, saving you 35% off regular pricing. This includes free delivery and priority processing. We’ll also store your supplies and handle just-in-time delivery to save your warehouse space.
Please approve soon to help us reserve the inventory for you.
Kind regards, Maria Garcia Supply Chain Manager
11. Software License Quote
Subject: Enterprise Software License Quote for Approval
Dear Ms. Brown,
Please review the attached quote for your company-wide software license upgrade. We’ve included all the premium features you specified.
The annual license fee is $34,500 for unlimited users. This includes quarterly updates, priority support, and custom integration assistance. We’ve added free migration support to make the transition smooth.
Your approval will help us begin the upgrade process right away.
Best regards, James Wilson Software Solutions Consultant
12. Construction Project Quote
Subject: Construction Project Quote #CP-789 for Review
Dear Mr. Zhang,
Following our detailed site survey, please find the attached quote for your warehouse expansion project. We’ve optimized the design to maximize space efficiency.
The project cost totals $245,000, covering all construction, materials, and permits. The timeline is 12 weeks from approval to completion. We’ve included contingency plans for weather delays.
Please review and approve so we can secure the necessary permits and materials.
Regards, Christopher Lee Construction Manager
13. Training Program Quote
Subject: Corporate Training Program Quote – Ready for Review
Dear Mrs. Davis,
Based on your team’s skill assessment, here’s the quote for the customized training program we discussed.
The program investment is $18,900, covering 12 weeks of mixed online and in-person training for up to 50 staff members. This includes all materials, assessments, and certification fees.
Ready to upgrade your team’s skills? Please review and approve to secure your preferred training dates.
Best wishes, Patricia Moore Training Coordinator
14. Security System Quote
Subject: Security System Upgrade Quote for Approval
Dear Mr. Harris,
Please find attached the quote for your facility’s security system upgrade. We’ve included the latest surveillance technology you requested.
The system cost is $78,600, including equipment, installation, and staff training. This covers 24/7 monitoring, mobile access control, and cloud storage for all footage. We’ve added a backup power system at no extra charge.
Your approval will help us schedule the installation team.
Kind regards, Kevin Andrews Security Solutions Expert
15. Event Management Quote
Subject: Corporate Event Management Quote – Please Review
Dear Ms. Clark,
Here’s the comprehensive quote for managing your upcoming corporate anniversary event. We’ve included all elements discussed during our planning meeting.
The total event budget is $52,400, covering venue, catering, decor, entertainment, and staff. We’ve secured early bird rates with key vendors, saving approximately 20% off standard pricing.
Please review and approve so we can lock in these rates and preferred vendors.
Best regards, Sarah Thompson Event Director
16. Vehicle Fleet Quote
Subject: Fleet Upgrade Quote for Your Review
Dear Mr. Morgan,
Following our fleet assessment, please find the attached quote for upgrading your delivery vehicles. We’ve selected models that optimize fuel efficiency and maintenance costs.
The total investment for 5 vehicles is $185,000, including extended warranties and maintenance packages. We can arrange lease options starting at $3,800 per month for the entire fleet.
Your approval will help us secure these vehicles before the price increase next month.
Regards, Daniel White Fleet Solutions Manager
17. Website Redesign Quote
Subject: Website Redesign Project Quote #WD-456
Dear Ms. Hughes,
Based on your brand guidelines and technical requirements, here’s the quote for your website redesign project.
The project investment is $42,800, including design, development, content migration, and SEO optimization. We’ve added A/B testing and user experience research to ensure maximum impact.
Ready to transform your online presence? Please review and approve to secure your spot in our production schedule.
Best wishes, Ryan Cooper Digital Projects Lead
18. Maintenance Contract Quote
Subject: Annual Maintenance Contract Quote for Review
Dear Mr. Lewis,
Please review the attached quote for your facility’s annual maintenance contract renewal. We’ve enhanced the service package based on last year’s requirements.
The annual fee is $16,500, covering all preventive maintenance, repairs, and emergency call-outs. We’ve included quarterly equipment health checks at no additional cost.
Your approval will ensure continuous coverage for your facility.
Kind regards, Amanda Torres Maintenance Services Director
19. Consulting Services Quote
Subject: Strategic Consulting Services Quote – Ready for Review
Dear Mrs. Phillips,
Here’s the detailed quote for the 6-month consulting engagement we discussed. We’ve structured the services to address your key business challenges.
The consulting fee is $95,000, covering weekly on-site sessions, strategy development, and implementation support. We’ve included monthly progress reports and executive presentations.
Please review and approve to reserve our consulting team’s availability.
Best regards, Matthew Green Senior Consultant
20. Technology Integration Quote
Subject: Tech Integration Project Quote for Approval
Dear Mr. Turner,
Based on your system requirements, please find attached the quote for integrating your new CRM with existing platforms.
The integration project costs $63,400, covering all development, testing, and data migration. We’ve included staff training and 3 months of post-launch support. The timeline is 8 weeks from approval to go-live.
Ready to streamline your systems? Please review and approve to begin the integration process.
Warm regards, Rachel Adams Integration Specialist
Final Tips: Request Emails That Get Quick Approvals
These email templates offer excellent starting points for requesting quote approvals. Adjust them based on your specific situation, client relationship, and project details. Make your message clear, highlight the value you offer, and add a specific call to action. Keep your tone professional yet approachable, and include all necessary details to help clients decide quickly.