Sending a quote by email is how most service businesses operate. A professional covering email makes a strong first impression and increases the chances that your client reads the quote carefully and responds quickly.
Subject line
Keep it clear and specific. Good examples:
- Quote for [project name] — [Your Business Name]
- Your quotation — [project description]
- Proposal for [client name] — [date]
What to say in the email body
Keep the email short — the quote document itself does the heavy lifting. Your email just needs to:
- Thank the client for their time or enquiry
- Confirm what the quote covers in one sentence
- Direct them to the attached quote or quote link
- Tell them when the quote expires
- Invite them to get in touch with any questions
- Sign off with your name and contact details
Example
Hi [Name], thank you for getting in touch. Please find attached my quote for [brief description of work]. The quote is valid until [date] — do let me know if you have any questions or would like to discuss anything. I look forward to hearing from you. Best regards, [Your Name].
Using a link instead of a PDF
Sending a quote link (rather than a PDF attachment) lets you see when the client has viewed it, means they always see the latest version, and makes it easier for them to accept or respond directly. Many modern quoting tools including BillSend generate shareable links for this reason.
When to follow up
If you have not heard back within 3–5 days, send a brief follow-up. Check they received the quote and ask if they have any questions. A single sentence is enough — you do not need to restate the whole quote.
Personalise the email for every client. A quote email that references something specific from your conversation feels much more considered than a generic template.
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