How To Send Quotes To Clients, 7 Steps

How To Send Quotes To Clients, 7 Steps

7 Steps to Send Quotes to Clients and Win More Projects

If you are a freelancer or a small business owner, you know how important it is to send quotes to your potential clients. A quote is a document that outlines the scope, timeline, and price of your work. It is also a way to showcase your professionalism, expertise, and value.

But how do you write a quote that stands out from the competition and convinces the client to hire you? In this article, we will share some tips and best practices on how to send quotes to clients and win more projects.

Key Takeaways

A quote is a document that outlines the scope, timeline, and price of your work.

To write a quote that wins more projects, you need to do your research, be clear and concise, highlight your value proposition, be flexible and transparent, add a call to action, follow up promptly, and negotiate if necessary.

You can use templates, software, or online platforms to create and send your quote.

You should also include references, a meta description, frequently asked questions, tips, and key takeaways in your quote.

1. Do your research

Before you send a quote, you need to understand the client’s needs, expectations, and budget. You can do this by asking relevant questions, reviewing their project brief, and doing some market research. This will help you tailor your quote to their specific situation and goals.

2. Be clear and concise

Your quote should be easy to read and understand. Avoid using jargon, technical terms, or vague language. Use bullet points, headings, and subheadings to organize your information. Include only the essential details, such as the deliverables, the timeline, the price, and the payment terms.

3. Highlight your value proposition

Your quote should not only state what you will do, but also why you are the best person for the job. You need to communicate your unique value proposition, which is the benefit that you offer to the client that sets you apart from others. You can do this by showcasing your previous work, testimonials, awards, credentials, or guarantees.

4. Be flexible and transparent

Your quote should be realistic and reasonable, but also flexible enough to accommodate the client’s feedback or changes. You should also be transparent about your assumptions, limitations, and contingencies. For example, you can state what is included and excluded in your quote, what are the potential risks or challenges, and how you will handle them.

5. Add a call to action

Your quote should not end with a passive statement like “please let me know if you have any questions”. Instead, you should add a clear and compelling call to action that urges the client to take the next step. For example, you can ask them to sign a contract, make a deposit, or schedule a meeting.

6. Follow up promptly

After you send your quote, you should not just wait for the client’s response. You should follow up with them within a few days to confirm that they received your quote, answer any questions they might have, and address any objections or concerns. You should also remind them of the benefits of working with you and the urgency of the project.

7. Negotiate if necessary

Sometimes, the client may ask you to lower your price or change some aspects of your quote. You should be prepared to negotiate if necessary, but without compromising your quality or value. You can do this by offering alternatives, discounts, or incentives that still meet your minimum requirements and expectations.


  • Do some research on the client and their industry before sending your quote.
  • Use a professional tone and language that matches the client’s expectations and preferences.
  • Be confident and assertive, but not arrogant or pushy.
  • Provide value-added services or extras that make your quote more attractive.
  • Proofread and edit your quote for errors and typos.

How to Send Quotes to Clients: A Statistical Report

Sending quotes to clients is an essential part of any business that offers products or services. A quote is a document that describes the goods and services requested by the client and provides relevant pricing for each. A quote can also be a persuasive tool that convinces the client to choose your business over the competitors. However, sending quotes to clients is not as simple as it sounds. There are many factors that affect the success of a quote, such as the layout, the content, the timing, and the follow-up. In this report, we will present some statistics on how to send quotes to clients effectively and increase your conversion rate.

Global Demand for Quoting Services

According to a report by Grand View Research, the global quoting software market size was valued at USD 1.2 billion in 2020 and is expected to grow at a compound annual growth rate (CAGR) of 9.4% from 2021 to 2028. The report attributes this growth to the increasing need for automation, accuracy, and efficiency in quoting processes, especially in industries such as manufacturing, IT, healthcare, and e-commerce. Quoting software is a type of software that helps businesses create, send, track, and manage quotes electronically. Quoting software can also integrate with other tools such as CRM, ERP, accounting, and invoicing systems to streamline the workflow and improve customer satisfaction.

The report also identifies some of the key factors that influence the demand for quoting software, such as:

  • The rising adoption of cloud-based solutions that offer scalability, security, and accessibility
  • The growing preference for self-service options that allow customers to request and receive quotes online
  • The increasing competition and price sensitivity that require businesses to offer customized and competitive quotes
  • The changing customer expectations and behavior that demand faster and more transparent communication

The report segments the quoting software market by deployment mode (cloud-based and on-premise), by end-use industry (manufacturing, IT, healthcare, e-commerce, and others), by region (North America, Europe, Asia Pacific, Latin America, and Middle East & Africa), and by key players (such as Salesforce, Zoho, PandaDoc, QuoteWerks, Qwilr, Proposify, Bidsketch, and others).

According to the report, North America accounted for the largest market share in 2020, followed by Europe and Asia Pacific. The report predicts that Asia Pacific will witness the fastest growth rate during the forecast period, owing to the rapid digitalization, urbanization, and industrialization in the region.

Best Practices for Sending Quotes to Clients

Based on the research and analysis of various sources, we have compiled some of the best practices for sending quotes to clients that can help you improve your quoting process and increase your conversion rate. These are:

  • Use a professional and consistent template that reflects your brand identity and value proposition
  • Include all the relevant information such as your company details, client details, quote number, date of issue, validity period, terms and conditions, payment methods, etc.
  • Provide a clear and detailed breakdown of costs and unit prices for each item or service
  • Highlight the benefits and features of your products or services and how they solve the client’s pain points or needs
  • Use persuasive language and positive tone that convey confidence and credibility
  • Add testimonials or reviews from previous customers or third-party sources that demonstrate your expertise and reputation
  • Include a clear call to action that urges the client to accept the quote or contact you for further discussion
  • Send the quote as soon as possible after receiving the request or inquiry from the client
  • Follow up with the client within a reasonable time frame to address any questions or concerns they may have
  • Use quoting software or tools that can help you create, send, track, and manage quotes efficiently and effectively

Frequently Asked Questions:

Q1: What is the difference between a quote and an estimate?

A: A quote is a fixed price that you offer to the client for your work. An estimate is an approximate price that may change depending on various factors.

Q2: How long should a quote be valid for?

A: There is no definitive answer to this question, as it depends on your industry, market conditions, and availability. However, a common practice is to make your quote valid for 30 days.

Q3: How do I format my quote?

A: There are different ways to format your quote, but a common one is to use a template or software that allows you to create professional-looking documents. You can also use your own branding elements, such as your logo, colors, and fonts.

Q4: How do I send my quote?

A: You can send your quote via email or online platforms that allow you to share documents securely. You can also attach a cover letter or message that summarizes your main points and adds a personal touch.

Q5: How do I handle rejection or no response?

A: If the client rejects or ignores your quote, you should not take it personally or give up. You should ask for feedback on why they decided not to work with you and use it as an opportunity to improve your skills and services. You should also keep in touch with them and follow up with new offers or updates.


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