Quotation Acceptance Letter
[Your Name]
[Your Address]
[City, State ZIP Code]
[Your Email Address]
[Today’s Date]
[Recipient's Name]
[Recipient's Position]
[Company Name]
[Address]
[City, State ZIP Code]
Dear [Recipient’s Name],
Thank you for offering me the opportunity to join your team at [Company Name]. I am pleased to accept the job offer for the [Position] role, and I am excited to start working with your team.
I am thrilled to join [Company Name] as it is known for its commitment to excellence and innovation in the [industry/field]. I am looking forward to contributing my skills and expertise to help the company achieve its goals.
As per our discussion, my starting date will be [Date], and my salary will be [Salary]. Please let me know if there are any additional details or paperwork required before my start date.
Once again, thank you for this opportunity, and I look forward to being a part of the team at [Company Name].
Sincerely,
[Your Name]
Formal Quotation Acceptance Letter
Subject: Acceptance of Quotation
Dear [Supplier Name],
We are pleased to inform you that we accept your quotation dated [Date] for [Product/Service]. We appreciate your detailed proposal and confirm our intention to proceed with the order under the terms mentioned in your quotation.
Please prepare the necessary documents for delivery and invoice generation. We expect the delivery to commence as per the timeline provided.
Thank you for your cooperation.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
Provisional Quotation Acceptance Email
Subject: Provisional Acceptance of Quotation
Hello [Supplier Name],
We have reviewed your quotation dated [Date] and are willing to provisionally accept it pending final internal approval. Your pricing and terms appear satisfactory, but we will confirm the final acceptance by [Date].
Thank you for your prompt submission. Looking forward to smooth collaboration.
Best regards,
[Your Name]
[Company Name]
Casual Quotation Acceptance Message
Hi [Supplier Name],
Just a quick note to say that your quotation for [Product/Service] looks good to us. We are happy to go ahead and would appreciate it if you could start preparing the delivery.
Thanks!
[Your Name]
Detailed Project Quotation Acceptance Letter
Subject: Acceptance of Project Quotation
Dear [Supplier Name],
We hereby accept your quotation dated [Date] for [Project Name]. After careful review, we confirm that all specifications, timelines, and costs are satisfactory. Please proceed with project mobilization and provide a detailed schedule for review.
We request that you share progress reports periodically as outlined in your proposal. All invoices should be submitted according to the agreed payment milestones.
Thank you for your professionalism and prompt response.
Kind regards,
[Your Name]
[Position]
[Company Name]
Quick Acknowledgment of Quotation Email
Subject: Quotation Acceptance
Dear [Supplier Name],
We acknowledge and accept your quotation for [Product/Service]. Please consider this email as formal confirmation to proceed.
Regards,
[Your Name]
Creative Quotation Acceptance Letter
Subject: Excited to Proceed with Your Quotation
Dear [Supplier Name],
We are thrilled to accept your quotation for [Product/Service]. Your detailed breakdown and innovative approach impressed us, and we are eager to see your solutions in action. Kindly initiate the next steps as discussed.
Looking forward to a successful collaboration.
Warm regards,
[Your Name]
[Position]
[Company Name]
Informal Quotation Acceptance Email
Subject: Let's Go Ahead!
Hi [Supplier Name],
Thanks for the quote! We are happy to accept it and ready to move forward. Please send over any forms or details we need to finalize the process.
Cheers,
[Your Name]
What is a Quotation Acceptance Letter and Why it is Needed
A quotation acceptance letter is a formal or informal communication sent to a supplier or service provider to confirm acceptance of their quotation.
Its purpose is to:
- Legally and formally approve the proposed cost, terms, and specifications.
- Serve as a record of agreement before proceeding with delivery or services.
- Clarify expectations and prevent misunderstandings between parties.
Who Should Send a Quotation Acceptance Letter
- Company procurement officers or purchasing managers.
- Project managers responsible for initiating procurement.
- Business owners or authorized representatives who approve financial commitments.
Whom the Letter Should Be Addressed To
- The vendor or supplier who submitted the quotation.
- Sales representatives or account managers handling your request.
- Service providers offering proposals for projects or consultancy.
When to Send a Quotation Acceptance Letter
- After reviewing the quotation and confirming satisfaction with terms.
- Once internal approvals for budget and procurement are secured.
- Before issuing a purchase order or initiating project execution.
How to Write and Send a Quotation Acceptance Letter
- Start with a clear subject line: "Quotation Acceptance" or similar.
- Begin with a greeting addressing the recipient directly.
- State acceptance clearly, mention quotation date and reference number.
- Confirm terms, payment details, and expected timelines.
- Close politely and include sender’s contact information.
- Send via email for digital communication or print as a formal letter if needed.
How Many Quotations Should be Accepted
- Generally, accept only the quotation that best meets your budget, quality, and timeline needs.
- Companies may compare 2–5 quotations before finalizing.
- Ensure documentation exists for all reviewed quotations for audit purposes.
Requirements and Prerequisites Before Sending
- Approved budget and authorization to make the purchase.
- Clear understanding of specifications, quantity, and scope of service/product.
- Review of terms and conditions including payment, delivery, and warranties.
- Internal stakeholder approvals if required.
Formatting Tips for Quotation Acceptance Letters
- Keep it concise, generally 100–200 words.
- Tone should match context: formal for corporate, casual for smaller vendors.
- Use bullet points if multiple terms need confirmation.
- Avoid ambiguous language; clearly state acceptance and expectations.
- Include sender’s name, position, and organization at the end.
After Sending: Follow-Up Actions
- Confirm receipt with the supplier to ensure acknowledgment.
- Request a formal invoice or contract if needed.
- Monitor timelines for delivery or project initiation.
- Keep a copy in records for reference and audits.
Common Mistakes to Avoid
- Accepting without reviewing terms and specifications.
- Forgetting to mention quotation reference number or date.
- Using vague language leading to misunderstandings.
- Failing to follow up after sending, causing delays in execution.
Elements and Structure of a Quotation Acceptance Letter
- Subject line indicating quotation acceptance.
- Direct greeting addressing the recipient.
- Statement of acceptance with quotation details.
- Confirmation of terms, price, quantity, and delivery.
- Closing with sender's name, position, and organization.
- Optional: attachments like approved purchase order or reference documents.
Tricks and Tips for Effective Quotation Acceptance
- Keep a template ready for quicker responses.
- Include specific dates for delivery or milestones.
- Mention payment terms to avoid confusion.
- Always request acknowledgment of receipt to confirm acceptance.
- Maintain a friendly but professional tone to build long-term relationships.
Compare and Contrast with Purchase Orders
- Quotation acceptance confirms intent, but a purchase order legally initiates the transaction.
- Acceptance letter can be informal or formal, while purchase orders are standardized.
- Some companies require both documents to validate procurement.
- Acceptance letters can precede contract signing or project commencement.
Does a Quotation Acceptance Require Authorization?
- For corporate or large purchases, yes.
- Must be signed or approved by a person with spending authority.
- May require internal clearance from finance or procurement departments.
