What is a quote cover letter?
A quote cover letter is a short message sent with a quote or at its top: the business introduces itself, reminds the client what they asked for, and sums up what the quote covers and what happens next. It does not replace the quote: the items, prices and terms belong in the quote, and the letter leads the client to them.
Companies and public bodies often ask for one with written quotes and tenders. With private clients it helps when the quote is large or offers more than one option, so the client knows from the first line what is in front of them and what is expected of them.
What goes in a quote cover letter
Seven parts are enough, each a line or two:
- The date and the quote number, and the client's or organisation's name.
- A short greeting and a line that recalls the request: "Following your request of ...".
- What the quote covers in two lines, without repeating the items.
- The total, whether it includes tax, and the deposit if there is one.
- How long the quote stands.
- How to approve, and what happens after.
- Your name and how to reach you.
A ready quote cover letter template
Copy the template below and replace what is in square brackets:
Dear [client or organisation name],
Following your request of [date], we are pleased to send you quote no. [number] for [the work in a few words].
The quote covers [what it includes], for a total of [amount and currency] [including or excluding tax], with a [percentage] deposit on approval.
The quote is valid until [date]. You can approve it by replying to this message or from the quote's link.
We are happy to answer any question at [phone or email]. Kind regards, [your name], [business name].
The same letter in Arabic and English
For a client who reads Arabic, here are the same lines of the letter side by side in both languages:
| In English | In Arabic |
|---|---|
| Dear [client name], | السادة [اسم العميل] المحترمون، تحية طيبة وبعد، |
| Following your request of [date], we are pleased to send you quote no. [number]. | بناءً على طلبكم بتاريخ [التاريخ]، يسعدنا أن نقدّم لكم عرض السعر رقم [الرقم]. |
| The total is [amount] [including tax]. | الإجمالي [المبلغ] [شامل الضريبة]. |
| The quote is valid until [date]. | العرض صالح حتى [التاريخ]. |
| You can approve the quote from its link. | تمكن الموافقة على العرض من رابطه. |
| Kind regards, | وتفضلوا بقبول فائق الاحترام، |
A quote cover letter on WhatsApp
On WhatsApp the letter shrinks to three lines: a greeting with the client's name, then what the quote covers, its total and how long it stands, then the quote's link. A long message in a chat gets read less than a link that opens the whole quote.
In Naam the WhatsApp message is written with the quote's link when you send, and you can review it in WhatsApp before it goes. The client opens the link on any phone, chooses and approves in one tap, and the approval reaches Naam.
Mistakes that weaken the letter
What weakens a quote cover letter most:
- A long letter that repeats the quote's items and prices line by line.
- A total in the letter that differs from the total in the quote.
- No validity date, so the price stays open forever.
- No word on how the client approves or what happens after.