what to say sending a quote email
What to Say When Sending a Quote via Email (Templates)
Quote's done, attachment's ready, and you're staring at a blank email wondering what on earth to write so you don't sound like a robot or a chancer. Stop overthinking it. A good quote email is short, confident, and tells them exactly what to do next. That's it. The quote does the selling; the email just gets it over the line.
Waffle on too long and you sound unsure. Say nothing and it feels cold. Below is the sweet spot, plus a template you can paste in right now.
What every quote email needs
Four things, in order. Nail these and the rest is just tone.
- A thank-you and a recap so they know it's their job, not a generic blast
- The headline price and what's included, so they don't have to dig
- A clear next step, like 'reply yes and I'll book you in'
- A gentle bit of urgency, like how long the price holds or when you could start
Keep the tone confident, not pushy
You're a professional offering to solve their problem, not begging for the work. Write like you'd talk on the doorstep: friendly, plain English, no grovelling and no jargon. 'Any questions, give me a shout' beats three paragraphs of corporate nonsense every time.
Make saying yes the easy bit
Most customers won't chase you. If accepting means they have to ring, work out when you're free, and remember to follow up, half of them won't bother, even when they want the job. Spell out the one simple action that books it.
Copy-paste quote email template
Here's a full one you can use today. Swap the bits in brackets and send. Works for everything from a small repair to a full job.
Subject: Your quote for [job] at [address] Hi [Name], Thanks for having me round / for the details on the [job]. Good to meet you. I've put your quote together and attached it below. The headline: • Total: [£amount] (incl. VAT where applicable) • Covers: [labour, materials, making good, testing] • I could start: [week/date] The full breakdown is in the attached quote so you can see exactly where everything sits. Happy to walk through any of it if you've got questions, just reply or give me a ring on [number]. If you're good to go, reply 'yes' to this email and I'll get you booked in. This price holds for [30 days]. Cheers, [Your name] [Business name] · [phone] · [scheme/reg number]
Where new tradies get this wrong
- Sending a bare attachment with no message. 'See attached' feels lazy and cold. Two warm lines turn a file into a real offer.
- Burying the price in the PDF. If they have to download and open something to find the number, plenty just won't. Put the headline in the email.
- No call to action. End with a clear 'reply yes and I'll book you in'. Leave it vague and the quote dies in the inbox.
Let the email write itself
Typing the same email out 20 times a week, getting the name and total right every time, is exactly the kind of faff that leads to mistakes and missed follow-ups. Quotato's automated quote emails auto-fill the customer's name and the total for you, so every quote goes out looking sharp and personal without you retyping a word. One less thing to get wrong at the end of a long day.
Keep it short, lead with the price, and make the next step a one-word reply. Do that and more of your quotes turn into booked jobs instead of dead inbox threads.
Send polished, auto-filled quote emails in seconds.
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