How to write a letter to tell a supplier that you accept their quote?
- Indicate the quotation number and the date.
- State your acceptance of the quote.
- Explain the next steps in the process as per your company’s policies (required document, advance payments, etc.)
Quotation Acceptance Letter Sample
Dear [Supplier or vendor name],
With reference to quotation number [123456] that you sent on [some date], we are glad to inform you that your quote has been selected for the corresponding project.
Going further, we request you to supply the following documents in order to process the purchase order and initiate other transactions.
1) VAT certificate
2) ….
3) ….
As per the quotation, advance payment of [$10000] will be paid upon signing the agreement. Please approach the procurement department any time in the next week for paper signing and other formalities.
Looking forward to doing business with you.
Best Regards
Formal Quotation Acceptance Letter
Subject: Acceptance of Quotation for [Product/Service]
Dear [Supplier's Name],
We are pleased to inform you that we accept the quotation provided by your company on [Date] for [Product/Service]. The terms and conditions outlined in your quotation are acceptable to us.
Please proceed with the delivery and confirm the expected timeline. We look forward to your prompt response and a successful transaction.
Thank you.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
Quick Email Acceptance of Quotation
Subject: Quotation Acceptance
Dear [Supplier's Name],
This email is to confirm that we accept your quotation dated [Date] for [Product/Service]. Kindly proceed with the next steps as per the terms provided.
Looking forward to timely delivery.
Best regards,
[Your Name]
Casual Quotation Acceptance Message
Hi [Supplier's Name],
Just letting you know we are happy to go ahead with your quotation for [Product/Service]. Please start preparing the order and keep us posted on the schedule.
Thanks!
[Your Name]
Professional Quotation Acceptance Letter with Confirmation of Terms
Subject: Confirmation and Acceptance of Quotation
Dear [Supplier's Name],
After careful review, we formally accept your quotation dated [Date] for [Product/Service]. We agree to all terms and conditions mentioned, including payment schedule and delivery timelines.
Please acknowledge receipt of this acceptance and provide a confirmation of delivery schedule. We anticipate a smooth and timely execution of this order.
Kind regards,
[Your Name]
[Your Position]
[Company Name]
Heartfelt Quotation Acceptance Letter
Subject: Acceptance of Quotation
Dear [Supplier's Name],
We sincerely appreciate the detailed quotation you provided for [Product/Service]. We are delighted to accept the quotation and proceed with the order as discussed.
Your professionalism and support throughout this process are highly valued. Please confirm the delivery schedule at your earliest convenience.
Warm regards,
[Your Name]
Informal Quotation Acceptance Email
Subject: Quotation Approved
Hey [Supplier's Name],
We are happy to accept your quotation for [Product/Service]. Go ahead with the order and let us know the expected delivery date.
Thanks,
[Your Name]
What / Why You Need a Quotation Acceptance Letter
A quotation acceptance letter is a formal communication confirming that a buyer agrees to the price, terms, and conditions provided by a supplier or service provider. It serves as a binding acknowledgment to proceed with the transaction and ensures clarity for both parties. This letter helps prevent misunderstandings and forms part of the official business record.
Who Should Send a Quotation Acceptance Letter
- Purchasing managers or procurement officers in organizations
- Business owners approving vendor quotes
- Project managers authorizing purchases for specific projects
- Individuals or departments responsible for formalizing orders
Whom the Quotation Acceptance Letter Should Be Addressed To
- Supplier or vendor who provided the quotation
- Sales representative handling your account
- Authorized company contact responsible for executing the order
When to Send a Quotation Acceptance Letter
- Immediately after reviewing and agreeing to the quotation
- Before the validity period of the quotation expires
- When a formal acknowledgment is required to initiate delivery or service
- As part of contract formalization for large or official orders
How to Write and Send a Quotation Acceptance Letter
- Start with a clear subject line indicating acceptance of quotation.
- Address the letter to the correct supplier or sales representative.
- State clearly that you accept the quotation, including specific reference to date and quotation number.
- Confirm agreement with terms, pricing, and timelines.
- Request confirmation of delivery or service schedule.
- Close politely with signature and designation if applicable.
- Send via email for digital confirmation or as a printed letter for official records.
Requirements and Prerequisites Before Sending
- Verify that the quotation terms match your expectations and budget
- Ensure internal approvals for purchase or expenditure have been obtained
- Keep a copy of the quotation and any related documents
- Identify the correct contact person for sending acceptance
- Clarify any ambiguities in price, delivery, or service before acceptance
Formatting Guidelines
- Length: concise, typically 100–250 words
- Tone: professional, formal, or casual depending on relationship
- Structure: subject line, greeting, body (acceptance), closing, signature
- Mode: email for speed, printed letter for official transactions
- Etiquette: polite, clear, and unambiguous; avoid casual language unless appropriate
After Sending / Follow-up
- Confirm receipt with the supplier if not automatically acknowledged
- Follow up on delivery or service schedules
- Keep record of acceptance for internal audits or accounting
- Communicate internally regarding expected timelines or further actions
Pros and Cons of Sending a Quotation Acceptance Letter
Pros:
- Formalizes and documents agreement
- Clarifies terms and reduces disputes
- Initiates vendor process promptly
- Builds professional relationship with supplier
Cons:
- Must ensure all terms are carefully reviewed to avoid errors
- Delays in sending may impact delivery timelines
Tricks and Tips for Effective Quotation Acceptance
- Always reference the quotation number and date
- Confirm terms explicitly to avoid misunderstandings
- Keep the tone professional, even in casual relationships
- Attach any necessary forms or documents required by the vendor
- Send promptly to meet delivery or service deadlines
Common Mistakes to Avoid
- Failing to reference the specific quotation
- Accepting terms without internal approvals
- Ambiguous wording that could lead to disputes
- Forgetting to request confirmation from the supplier
- Sending to wrong contact or using incorrect email/letter address
Elements and Structure of a Quotation Acceptance Letter
- Subject Line: Clear statement of acceptance
- Greeting: Address to the supplier or representative
- Introduction: Reference the quotation being accepted
- Body: Confirm acceptance of terms and conditions
- Next Steps: Request confirmation or delivery schedule
- Closing: Polite sign-off
- Signature: Name, position, and company
- Optional: Attachments such as purchase orders or internal approval forms
Does it Require Attestation or Authorization?
- Typically requires internal authorization if company funds are involved
- May need a manager or finance officer to approve prior to sending
- Supplier acknowledgment serves as mutual confirmation
- Digital signatures or email confirmations are commonly sufficient
