Quotation Cover Letter and Email Wording: 8 Ready Templates to Copy (Arabic and English)

Your quotation is ready: clear items, correct totals, a validity date. Now you have to send it. A one-word email ("Attached.") or a PDF dropped into WhatsApp without a word wastes the work. The few lines around a quotation decide whether it gets opened today, forwarded to the decision maker, or forgotten under twenty other messages.

Below are eight short templates for the moments you send or follow up a quote. Copy them, replace the parts in [brackets], and keep them in your notes. Each one is a few lines long on purpose: the details belong in the quotation itself, not in the message. Need the quotation first? Use the free quotation generator.

💡 Tip: you can make one in under two minutes with our free invoice generator: no sign-up, no watermark, PDF in English or Arabic.

Before you send: three rules

• Put the total and the validity in the message. Busy buyers decide from the preview whether to open the attachment.
• Quote their reference (RFQ number, project name, site) so the message can be matched to the request.
• End with one clear next step: confirm by reply, send a purchase order, or book a visit.

1. Formal cover letter (printed or attached)

For companies, government entities and tenders, a short formal letter on your letterhead goes with the quotation.

To: [Company name]
Attention: [Name, title]
Date: [date]
Subject: Quotation [QT-2026-018] for [scope of work / items]

Dear [Mr./Ms. name],

With reference to your request dated [date], we are pleased to submit our quotation [QT-2026-018] for [short description].

The total amount is [55,039.00 SAR including 15% VAT]. The quotation includes [main inclusions] and is valid for [15] days from today. Delivery/completion: [6 weeks from the advance payment].

We would be glad to answer any questions or visit the site to review the details with you.

Yours sincerely,
[Name]
[Title], [Company]
[Phone] · [Email]

2. Email with the quotation attached

Subject: Quotation QT-2026-018 – Villa finishing, Al Narjis – valid until 31 Oct

Dear [name],

Thank you for the site visit on [date]. Please find attached our quotation QT-2026-018 for the interior finishing of the ground floor.

Total: [55,039.00 SAR including VAT]
Duration: [6 weeks]
Valid until: [31 October]

If everything is in order, a reply to this email is enough to confirm and we will schedule the start date. Happy to adjust any item.

Best regards,
[Name] · [Phone]

3. WhatsApp message

In the Gulf many quotations are sent on WhatsApp. Keep it short and send the PDF, not a photo of a screen.

Hello [name], as discussed, here is our quotation for [the materials / the job] 👇
Total: [2,405.000 KWD], delivery to [site] within [3 working days].
Prices valid for [7 days]. Reply "confirmed" and we will prepare the order.

In GCCInvoice the WhatsApp button sends the quotation as a PDF link with a ready message, so the customer opens a clean document on their phone.

4. Follow-up after a few days

Most quotations that are lost are not rejected; they are forgotten. A polite follow-up two or three working days later doubles your chances.

Hello [name], I hope you are well. I'm following up on our quotation [QT-2026-018] sent on [date]. Do you have any questions, or would you like us to adjust anything? The prices are valid until [date].

5. Revised quotation

When the client changes the scope or negotiates, send a new version with its own number and say exactly what changed.

Dear [name],

As agreed, please find our revised quotation [QT-2026-018-R1]. Changes from the previous version:
– [Tiles now supplied by us: +X SAR]
– [Ceiling area reduced to 100 m²]

New total: [amount]. This version replaces QT-2026-018 and is valid until [date].

Best regards,
[Name]

6. Reply to a request for quotation (RFQ) or tender

Dear Procurement Team,

Reference: [RFQ No. 2026/145 – supply of building materials]

We are pleased to submit our quotation in response to the above request. Our offer follows your item numbers and quantities; items we cannot supply are marked "not quoted".

Total: [amount]. Delivery: [terms and time]. Payment: [terms]. Validity: [30] days.

Our commercial registration and company profile are attached. Please contact us for any clarification.

Yours faithfully,
[Name, title, company]

For supply quotations, see what to include in our supply quotation template.

7. Confirming an accepted quotation

Dear [name],

Thank you for accepting our quotation [QT-2026-018] and for your purchase order [PO number]. We confirm [the start date / delivery on date].

As per the agreed terms, please find attached the invoice for the [30%] advance payment.

Best regards,
[Name]

With a free account, Convert to invoice turns the accepted quotation into the invoice in one click. In Saudi Arabia and the UAE, issue a tax invoice for advance payments when you are VAT-registered.

8. Politely declining or saying you cannot quote

Dear [name],

Thank you for considering us for [project]. Unfortunately we are unable to submit a quotation this time because [we are fully booked until December / the items are outside our range]. We would be glad to quote for your future projects.

Best regards,
[Name]

A polite "no" keeps the door open; silence closes it.

Tips for subject lines

• Include the document number, the project or items and the validity: "Quotation QT-2026-018 – Supply of materials, Jahra – valid until 20 Oct".
• Avoid "Quotation" alone; the buyer may have ten of them.
• Keep the same subject when you follow up, so the conversation stays in one thread.

Arabic or English?

Write in the language your client writes to you. Government entities and many Gulf companies expect Arabic; international companies usually use English. The Arabic version of this guide has the same eight templates in Arabic, and our list of English–Arabic invoice terms helps with bilingual documents.

Frequently asked questions

Should the price be in the email or only in the attachment?

Put the total (and whether it includes VAT) in the email. The buyer sees it in the preview and is more likely to open the quotation.

When should I follow up?

Two or three working days after sending, and once more shortly before the validity date. Two follow-ups are polite; five are not.

Is an email acceptance enough?

For most small jobs, a clear written acceptance by email or WhatsApp is good evidence of the agreement. For large projects, ask for a purchase order or a signed contract that refers to your quotation number.