Quotation Approval Letter
Dear [Recipient],
We are pleased to inform you that your quotation for [Product/Service] has been approved. We appreciate the time and effort you put into preparing the quotation and are pleased with the competitive pricing you have offered.
As per our discussion, we would like to proceed with the purchase of [Quantity] units of [Product/Service] as per the terms and conditions mentioned in your quotation. We request you to prepare an invoice as per the agreed pricing and send it to us at the earliest.
We would like to thank you for your prompt response and professional approach. We look forward to working with you and developing a long-lasting business relationship.
Please feel free to contact us if you require any further information or clarification.
Thank you.
Sincerely,
[Your Name]
[Your Company Name]
Formal Quotation Approval Letter
Subject: Approval of Quotation
Dear [Supplier/Service Provider Name],
We have reviewed your quotation [Quotation Number] dated [Date] and are pleased to inform you that it has been approved.
Please proceed with the necessary arrangements and confirm the delivery schedule.
Thank you for your cooperation.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
Provisional Quotation Approval Letter
Subject: Provisional Approval of Quotation
Dear [Supplier/Service Provider Name],
We have provisionally approved your quotation [Quotation Number] dated [Date] pending [specific conditions, e.g., budget confirmation or internal approval].
Kindly prepare the necessary documents and await final confirmation before proceeding.
Best regards,
[Your Name]
[Company Name]
Casual Email for Quotation Approval
Subject: Quotation Approval
Hi [Supplier Name],
Your quotation [Quotation Number] has been approved. Please go ahead with the next steps and let us know the timeline.
Thanks,
[Your Name]
Creative Quotation Approval Letter
Subject: Approval of Your Quotation
Dear [Supplier Name],
We are delighted to approve your quotation [Quotation Number] dated [Date]. Your proposal aligns perfectly with our requirements, and we are excited to move forward.
Please confirm the start date and any additional documentation required.
Warm regards,
[Your Name]
[Company Name]
Quick Approval Message for Quotation
Subject: Quotation Approved
Dear [Supplier Name],
Your quotation [Quotation Number] has been approved.
Proceed as discussed and share the schedule.
Regards,
[Your Name]
What is a Quotation Approval Letter and Why It Is Important
- A formal document confirming acceptance of a supplier's or service provider's quotation.
- Ensures clarity and official acknowledgment before starting work or procurement.
- Protects both parties by establishing agreed-upon terms.
Who Should Send a Quotation Approval Letter
- Authorized company personnel such as procurement managers or project leads.
- Anyone responsible for financial approvals or vendor communications.
Whom Should the Quotation Approval Letter Be Addressed To
- Supplier, vendor, or service provider who issued the quotation.
- Copy to internal teams if necessary for record keeping.
When to Send a Quotation Approval Letter
- After internal review and approval of quoted costs.
- Before issuing a purchase order or starting a project.
- When confirming contractual agreement to proceed with the quoted terms.
How to Write and Send a Quotation Approval Letter
- Include quotation number and date for reference.
- State explicit approval of the quotation.
- Mention next steps such as delivery schedules or project commencement.
- Use a professional and courteous tone.
- Send via email or formal letter depending on business practice.
Requirements and Prerequisites Before Sending
- Verify quotation details: price, quantity, services, and validity period.
- Ensure budget approval and internal authorization.
- Confirm supplier availability and capacity.
- Gather relevant documentation for records.
Formatting Guidelines for Quotation Approval Letters
- Tone: Professional, formal, occasionally casual depending on relationship.
- Length: One concise page is sufficient.
- Structure: Subject, greeting, approval statement, instructions, closing.
- Mode: Email for digital approvals, printed letter for formal contracts.
After Sending a Quotation Approval Letter
- Request acknowledgment of receipt from the supplier.
- Confirm timelines for delivery or project initiation.
- Maintain a copy for internal records and auditing purposes.
Common Mistakes to Avoid
- Forgetting to reference the correct quotation number.
- Sending approval without internal authorization.
- Being vague about next steps or timelines.
- Using overly casual language in formal business communications.
Elements and Structure of a Quotation Approval Letter
- Subject: Clearly state approval.
- Greeting: Properly address recipient.
- Quotation Details: Number, date, and description of items/services.
- Approval Statement: Explicitly confirm acceptance.
- Next Steps: Instructions for delivery, project start, or payment.
- Closing: Sign-off with name, position, and company.
Pros and Cons of Sending a Quotation Approval Letter
- Pros: Provides formal acknowledgment, reduces misunderstandings, initiates workflow.
- Cons: Requires accurate internal review, can create legal obligations if terms are not clear.
Tricks and Tips for Effective Quotation Approval
- Double-check all quotation details before approval.
- Keep communication concise and clear.
- Send acknowledgment receipt requests to ensure the supplier has received and understood the approval.
- Include relevant reference numbers and dates.
FAQ About Quotation Approval Letters
- Q: Can approval be given verbally?
A: Yes, but a written letter is recommended for record-keeping. - Q: Should changes to the quotation be included?
A: Any adjustments should be documented clearly. - Q: Is a signature required for email approvals?
A: Digital signatures or acknowledgment by email is usually sufficient.
Does a Quotation Approval Letter Require Attestation or Authorization
- Usually requires internal authorization from the responsible manager.
- For high-value contracts, executive approval or notarization may be necessary.
- Always follow company policy and legal requirements.
