How to send a quote by email

By Abdullah Shakir Hussain. Published November 8, 2026.

The quote email is the first thing a customer reads when they decide. A clear one makes saying yes easy; a vague one gives them a reason to wait.

What every quote email needs

• The job in the subject line, so it's easy to find later: "Quote from Northside Roofing: roof repair".
• The price, written plainly. If there are options, list each with its own price.
• What's included, and anything that isn't, so there are no surprises.
• A date the price is valid until. It gives the customer a fair reason to decide.
• One clear next step: "Reply to this email to go ahead."
• Your name, business name and a phone number they can call.

Send it while the job is fresh

Speed counts with new enquiries. In a Harvard Business Review study of online leads, firms that replied within an hour were seven times more likely to qualify the lead than those that waited longer. That study measured first replies, not quotes, but the same logic applies: send the quote while the customer is still thinking about the job.

Keep the email short and attach the details

Put the summary in the email: the job, the price, the valid-until date and the next step. Attach the full breakdown as a PDF if there is one, and photos if they help. Customers read the email on their phone first; the attachment is there when they want the detail.

1. The standard quote email

Hi [First name],

Thanks for asking us about [Job]. Here's our quote:

[Job]: [Price]

[Details]

This quote is valid until [Valid until].

Just reply to this email if you'd like to go ahead, or if you have any questions.

[Sign-off]
[Signature]

2. The short quote email

Hi [First name],

Here's the price for [Job]: [Price].

Reply to this email to go ahead.

[Sign-off]
[Signature]

3. The detailed quote email

Hi [First name],

Thanks for the chance to quote on [Job]. Here are the details.

Price: [Price]

What's included: [Details]

This price is valid until [Valid until].

If you'd like to go ahead, reply to this email and we'll arrange the next steps with you. If anything is unclear, or you'd like to change the scope, just let us know.

[Sign-off]
[Signature]

After you send it

Note the date you sent it and plan your follow-ups straight away. Most quotes need at least one nudge. See how to follow up on a quote for timing, and our follow-up email templates for the wording.

These are QuoteLoop's own quote email templates. In QuoteLoop they fill in the customer, job, price and valid-until date, you can attach a PDF or photo, and replies go straight to your own inbox.