Late responses to quotation requests can harm business relationships and client trust. Writing an effective apology helps fix these relationships and shows professional courtesy. The right message can change a negative situation into a chance to show your commitment to customer service.
Your clients need timely responses, but delays sometimes occur. Success comes from writing genuine apologies that explain the situation without making excuses. These samples will help you create the right message for your specific needs.
Sample Apology Emails for Quotation Delay
Here are carefully written email templates you can adjust for your situation.
1. Basic Professional Apology
Subject: Apology for Delayed Quote – [Project Name]
Dear Mr. Johnson,
Please accept my sincere apology for the delay in sending your requested quotation for the office renovation project. We pride ourselves on quick response times, and this delay falls short of our usual service standards.
The quotation is now complete and attached to this email for your review. We have added detailed breakdowns of all costs and timelines as requested. To make up for the delay, we are offering a 5% discount on the total project cost should you choose to work with us.
Thank you for your patience and understanding. We value your business greatly and look forward to serving you.
Best regards,
Sarah Matthews
Project Manager
2. Technical Issue Explanation
Subject: Quotation Delay Apology – System Issues Fixed
Dear Ms. Chen,
Please accept our sincere apology for the delay in providing your requested quotation for the software implementation project. Our pricing system had technical problems that stopped us from creating accurate quotes.
The system problems are now fixed, and we have checked your requirements carefully. The full quotation is attached, with all specified features and support options. To show our appreciation for your patience, we have added three months of premium support at no extra cost.
We thank you for your understanding during this delay. Please ask any questions you have about the quotation.
Kind regards,
David Turner
Solutions Architect
3. Staff Illness Situation
Subject: Apology for Quote Delay – Now Ready for Review
Dear Mr. Garcia,
We owe you an apology for the delayed response to your quotation request for the marketing campaign. Our lead pricing specialist was on sick leave, which caused an unexpected pause in our quote preparation.
Your quotation has been prepared with extra care and attention, ensuring every detail meets your specifications. As an apology for the wait, we’ve included a bonus social media marketing package worth $500 at no additional cost.
We appreciate your understanding and hope to exceed your expectations with our service quality.
Warm regards,
Lisa Park
Marketing Solutions Manager
4. High Volume Period
Subject: Your Requested Quote – Apology for Delay
Dear Dr. Smith,
We apologize for the delayed response to your laboratory equipment quotation request. Our department received an unusually high number of requests last week, which slowed our normal processing time.
Your detailed quote is now ready and attached. We’ve studied your requirements thoroughly and included pricing for alternative models that might suit your needs. We’ve also applied our special research institution discount to make up for the delay.
Please let us know if you need any changes or have questions about the options provided.
Best regards,
Michael Chang
Scientific Equipment Specialist
5. Missing Information Resolution
Subject: Complete Quote Ready – Apology for Delay
Dear Mrs. Anderson,
We apologize for the delay in sending your custom furniture quotation. We needed specific measurements to create an accurate quote, and getting these details took longer than usual.
The attached quote includes all items discussed, with precise pricing for each piece. To thank you for your patience, we’ve added free delivery and installation services worth $350.
Your satisfaction matters to us, and we look forward to crafting your furniture pieces.
Sincerely,
Robert Craft
Custom Furniture Designer
6. Service Upgrade Delay
Subject: Apology – Updated Quote with Enhanced Options
Dear Ms. Williams,
Please accept our apology for the delay in providing your IT service upgrade quotation. We wanted to ensure the new service package matched your growing business needs perfectly.
The attached quote details our recommended solutions with price breakdowns. We’ve added a free month of service and priority support status for the first year to apologize for the wait.
We’re ready to answer any questions about the proposed upgrades.
Best regards,
Kevin Zhang
IT Solutions Manager
7. Project Scope Changes
Subject: Updated Quote Ready – Apology for Delay
Dear Mr. Brown,
We sincerely apologize for the delayed quotation for your website redesign project. The additional features you requested needed careful pricing consideration to ensure accuracy.
Your quote now includes detailed pricing for all requested features. We’ve added a year of free hosting and monthly maintenance checks to make up for the wait time.
Thank you for your patience during this process.
Best wishes,
Amanda Torres
Digital Solutions Director
8. Supply Chain Verification
Subject: Quote Finalized – Apology for Extended Timeline
Dear Ms. Rodriguez,
We apologize for the delay in sending your bulk order quotation. We needed to check with multiple suppliers to secure the best prices for your requirements.
The attached quote reflects the most competitive pricing we could arrange. To show our appreciation for your patience, we’ve included a 10% discount on your first order.
Your business matters to us, and we aim to provide the best value possible.
Regards,
Thomas Lee
Procurement Manager
9. Resource Allocation Delay
Subject: Apology for Quote Delay – Special Offer Included
Dear Mr. Patel,
We apologize for the delayed response to your construction project quotation request. Our estimation team was completing several large-scale projects, which affected our response time.
The attached quote includes detailed cost breakdowns and timelines. We’ve added premium materials at standard pricing to thank you for your patience.
We look forward to discussing the project details with you.
Best regards,
Sarah O’Connor
Construction Estimator
10. Software Integration Quotation
Subject: Integration Quote Ready – Apology for Delay
Dear Dr. Lee,
We apologize for the delay in providing your software integration quotation. We needed to test compatibility with your existing systems to ensure accurate pricing.
Your quote includes all requested features and support options. We’ve added six months of priority support and free staff training to make up for the wait.
Please review the details and let us know your thoughts.
Kind regards,
James Wilson
Integration Specialist
11. Custom Manufacturing Quote
Subject: Apology – Custom Production Quote Enclosed
Dear Ms. Thompson,
Please accept our apology for the delayed quotation on your custom manufacturing request. We needed to calculate precise material requirements and production timelines.
The attached quote includes detailed specifications and costs. We’ve added rush production at no extra charge to help make up for lost time.
We appreciate your patience and value your business.
Sincerely,
Mark Stevens
Production Manager
12. Equipment Maintenance Package
Subject: Maintenance Quote Ready – Apology for Delay
Dear Mr. Martinez,
We apologize for the delay in sending your equipment maintenance package quote. We wanted to create a service schedule that minimized disruption to your operations.
The quote includes all maintenance tasks and scheduling options. We’ve added quarterly equipment inspections at no cost for the first year.
Thank you for your understanding during this delay.
Best regards,
Rachel Green
Service Coordinator
13. Training Program Quote
Subject: Training Quote Finalized – Apology for Wait
Dear Dr. Wilson,
We apologize for the delayed response to your corporate training program quote request. We needed to align our trainer schedules with your preferred dates.
The attached quote details all training modules and costs. We’ve included additional seats and materials at no extra charge to thank you for your patience.
Please let us know if the proposed schedule works for your team.
Regards,
Patricia Lin
Training Solutions Director
14. Security System Upgrade
Subject: Security Quote Ready – Apology for Delay
Dear Mr. Ahmed,
We apologize for the delay in providing your security system upgrade quote. We needed to assess your current setup carefully to suggest the most effective improvements.
Your quote includes all requested upgrades and options. We’ve added a free year of remote monitoring to make up for the wait.
We’re ready to discuss any questions about the proposed system.
Best regards,
David Miller
Security Solutions Expert
15. Logistics Service Quote
Subject: Shipping Solutions Quote – Apology for Delay
Dear Ms. Taylor,
We apologize for the delayed quotation for your shipping requirements. We needed to coordinate with various carriers to find the best rates for your routes.
The attached quote shows all shipping options and costs. We’ve included free insurance coverage for your first three shipments to apologize for the delay.
Thank you for your patience during this process.
Sincerely,
Michael Barnes
Logistics Coordinator
16. Event Planning Services
Subject: Event Quote Ready – Apology for Delay
Dear Mrs. Zhang,
We apologize for the delay in sending your event planning quotation. We wanted to confirm availability with all vendors to ensure accurate pricing.
Your quote includes detailed breakdowns for all services. We’ve added complimentary uplighting and a photo booth to make up for the wait.
We look forward to helping create your special event.
Best wishes,
Emily Santos
Event Planning Director
17. Medical Equipment Quote
Subject: Equipment Quote Finalized – Apology for Delay
Dear Dr. Harris,
We apologize for the delayed response to your medical equipment quote request. We needed to verify certification requirements for your facility.
The attached quote includes all specifications and warranty information. We’ve added extended warranty coverage at no extra cost to thank you for your patience.
Please let us know if you need any clarification about the equipment options.
Best regards,
Sandra Chen
Medical Equipment Specialist
18. Renovation Project Quote
Subject: Renovation Quote Ready – Apology for Delay
Dear Mr. O’Brien,
We apologize for the delay in providing your office renovation quote. We wanted to ensure our material estimates matched your exact requirements.
The quote includes detailed costs for all aspects of the project. We’ve added premium flooring at standard pricing to make up for the wait.
We’re ready to discuss any questions about the renovation plans.
Kind regards,
Jennifer Wong
Project Estimator
19. Research Services Quote
Subject: Research Project Quote – Apology for Delay
Dear Professor Clark,
We apologize for the delayed quotation for your research project. We needed to assess resource availability across our different departments.
Your quote includes all requested analysis services and timelines. We’ve added rush processing at no additional cost to help meet your deadlines.
Thank you for your understanding during this process.
Best regards,
Daniel Foster
Research Services Manager
20. Software Development Quote
Subject: Development Quote Ready – Apology for Delay
Dear Ms. Murphy,
We apologize for the delay in sending your software development quotation. We needed to assess the technical requirements thoroughly to provide accurate estimates.
The attached quote details all development phases and costs. We’ve included three months of post-launch support free of charge to make up for the wait.
We look forward to discussing your project requirements in detail.
Sincerely,
Andrew Kim
Development Team Lead
Wrapping Up
A good apology email should state the delay right away, explain without excusing, and tell the client what happens next. Keep your message sincere and professional, and send the delayed quotation with your apology. A well-written apology can make business relationships stronger, even after delays.