How to reply to a request for a quote
Updated November 12, 2026
Reply within a day, and do not guess a price from a vague email. Either send a clear quote that lists what is included and how long it is valid, or ask three or four specific questions first. If the job is not a fit, say so kindly and point them elsewhere. Speed and clarity often win quotes.
- Reply
- Within 1 day. People asking for quotes usually contact several providers, and the first clear reply often gets the call.
What your reply should say
- Thank them and repeat what they asked for, so they know you understood.
- Either give a price with what is included, or ask the few questions that decide it.
- State how long the quote is valid and what the next step is.
- Make it easy to say yes, with one clear action such as replying or booking a call.
3 replies you can copy
Pick the one that matches what you want to say, copy it, and change everything in [brackets].
1Send the quote
You have enough detail to price the job.
Hi [Name], Thank you for asking about [project]. Based on what you described, my quote is [price]. That includes [item], [item] and [item], and it excludes [item]. It would take about [time] and I can start on [date]. This quote is valid until [date]. If it looks right, reply "yes" and I will send the agreement. Happy to answer any questions. Best, [Your name]
2Ask questions first
The details are too thin to price honestly.
Hi [Name], Thank you for contacting me about [project]. I would like to give you an accurate price, so I have a few questions: 1. What is the size or quantity? 2. When do you need it by? 3. Is there a budget you are working with? 4. Is there anything similar you like? Once I have your answers, I will send a quote within [time]. Best, [Your name]
3Not a fit
The job is outside what you do or you are fully booked.
Hi [Name], Thank you for thinking of me for [project]. I am not the right fit, because [reason, such as "I do not do that type of work" or "I am fully booked until date"]. You may have better luck with [type of provider or name if you know someone good]. I hope the project goes well. Best, [Your name]
Already late? Send this instead
For when you are several days late or more. Own the delay in one line, then do the job.
Hi [Name], I am sorry for the slow reply to your quote request. If you are still looking, I would be glad to help with [project]. Based on your description, the price would be [price], including [items]. If you have changed the plan since, tell me what is new and I will update it. This quote is valid until [date]. [Your name]
Mistakes to avoid
- Giving a number without saying what is included or excluded.
- Sending a price after one line of detail, then having to change it later.
- Letting a quote request sit for days while they talk to your competitors.
- Hiding the price range and only saying "contact us" when they asked for a quote.
Questions people ask
Should I quote a fixed price or a range?
A fixed price is clear when the scope is clear. If much is unknown, give a range and say what would move it up or down. Ask them to confirm the scope before it becomes a fixed amount. Either way, say what is excluded so nothing surprises them.
Is it okay to charge for a quote?
For simple jobs, quotes are usually free. For complex work that needs real time to assess, some people charge and credit the fee against the project. Say so up front, in writing, before you spend hours on it. Check your local rules if you are unsure how to bill for it.
More reply guides
How this page was made
Written by Westward, who make Orbit, as starting points you edit before sending. The replies use placeholders, not real people or real mail. Nothing here is legal, tax or medical advice; for contracts, money or health, check the document or ask a professional. All reply guides.