Examples of a few opening and closing sentences for the letter
Opening Sentences
- Please quote you lowest rate for the following items.
- We should be grateful if grateful if you would kindly inform us of the terms and conditions for the supply if….
- May we request you to let us have lowest rates for the following items which we require in April?
- Please let us know your lowest rates as early as possible for the supply of….
- We intend to buy the following items next month for our new branch in…I should be grateful if you would kindly quote your lowest rate for them.
Closing Sentences
- We look forward to hearing from you soon.If your quotations is suitable,we shall be happy to busy all our requirements this session from you.
- On hearing from you,we shall place a firm order with you.
- We look forward to placing an order with you.
- As we need these goods urgently,we shall be grateful for an early reply.
- We hope the terms and conditions you quote will be satisfactory.We shall of course be happy to order all our requirements from you.
Example:
ABC Paper Mill,
Solan
Sub: Inviting Quotation for Paper Rims
Respected Sir,
We intend to purchase large stocks of printing papers of A4 size,required for our printing press, in large numbers,due to recent orders.We invite you to send your most competitive quotations for the same.
If you prices and terms are favourable,and your goods are of good quality and high standard,we shall consider giving a five year contract for the supply of paper rims.
Please send the quotation and carriage paid,within a week.
Thanking you,
Yours sincerely
XYZ
Sending Quotations
The supplier sends his offer after he receives the Inviting Quotations Letter.The response to the inviting quotations should be carefully drafted and should fully take note of each item in the enquiry.It should be properly drafted because any mistake in rates or conditions can put the supplier to disadvantage.Following points should be kept in mind while drafting this letter:
- Mode and terms of Payment
- Place and time of delivery
- Method of transport
- Charges on account of sales tax,freight and insurance.
- Packing and forwarding charges.
Example:
To M/s Deepak Consultants
49,Defence Colony
New Delhi
Sub:Regarding Quotations for Various items.
Ref: Your No. DP/1002/FC/01 dated 15/01/07
Dear Sir
With reference to your letter cited above,please find below the quotations for the various items.We hope that you will these rates reasonable and place order with us.
Item detail Rate Exsite
Letter heads Rs. 10 per paper
Company brochures Rs. 15 per Brochure
Company calenders Rs. 130 per calendar
Bill books Rs 150 per book
Conditions
- Packing charges are included in the above rates.
- The rates are inclusive of all taxes.
- Pay ment in full to be released within 15 days of the receipt of the material.
In case of any further information,please do not hesitate to write us.
Thanking you
Yours sincerely
(P.K Gupta)
Sales Manager
