Price quotation format: 8 ready templates for customers and companies
Ready quotation formats: a formal letter for companies, a short WhatsApp message, a service or contracting quote, quantity tiers, an English template, a request-for-quote message and a decline message, with what every quote must include.
The ArabyBot teamOfficial Meta partner · written from our own platform dataOn this page 4
The short answer
A good quotation answers before it is asked: the item, quantity, unit price and total, whether the price includes tax, how long the offer stands, when it is delivered and how it is paid. For companies write it as a formal letter with a number and date; for a customer on WhatsApp write it as a short message ending with «shall we confirm the order?». This page has 8 ready templates: formal, WhatsApp, for a service, by quantity, in English, a follow-up after the quote, requesting a quote from a supplier, and declining a quote.
Also asked as: «صيغة عرض سعر» · «رسالة عرض سعر» · «صيغة عرض سعر للشركات» · «رسالة طلب عرض سعر» · «صيغة عرض سعر بالانجليزي» · «رسالة اعتذار عن قبول عرض سعر» · «صيغة كتابة عرض سعر» · «price quotation template» · «how to write a quotation message»
What every quotation must include
| Item | Why |
|---|---|
| Quote number and date | So the purchase order and invoice can refer to it |
| Description, quantity, unit price and total | So the price is not read other than you mean |
| Tax: included or not | The commonest dispute after agreement |
| Validity | Protects you from cost changes |
| Delivery or completion time | Exactly what the customer can expect |
| Payment and warranty terms | What follows agreement is written before it |
8 ready templates
1. A formal quotation for companies
Dear [company name], Following your request of [date], we are pleased to submit quotation no. [number] as follows: [item] — quantity [qty] — unit price [price] — total [total]. Prices [include / exclude] VAT, and the offer is valid until [date]. Delivery within [time] of the purchase order; payment terms: [terms]. Kind regards, [name] — [title]
2. A short quotation on WhatsApp
Hi [name], here is the quote you asked for: • [product] × [qty] = [amount] • Shipping: [price] Total [amount] including tax, valid until [date]. Shall we confirm the order?
3. A quotation for a service or contracting
Quotation for [service] works at [site]: Scope: [description]. Materials: [supplier / client]. Duration: [time] from approval. Cost: [amount]; payment: [instalments]. Warranty: [period] covering [what].
4. A quotation by quantity (wholesale)
Price tiers for [product]: [from] to [to]: [price] per unit [from] and above: [price] per unit Minimum order [qty]; delivery within [time].
5. An English quotation
Dear [Name], thank you for your enquiry. Please find our quotation no. [number]: [item] × [qty] at [unit price], total [total] ([incl. / excl.] VAT). Valid until [date]; delivery within [time] of your order. Payment terms: [terms]. Kind regards, [name].
6. A follow-up after sending the quote
Hi [name], we sent you the quote on [day]. Do you have any question about it? It is valid until [date].
7. Requesting a quote from a supplier
Dear [supplier], Please send us a quotation for [item], quantity [qty], with delivery time, payment terms and warranty, by [date]. Thank you, [name] — [company]
8. Declining a quotation
Dear [supplier], Thank you for your quotation no. [number]. After comparison we regret we cannot accept it this time, and we look forward to working with you on future requests. Best regards, [name]
From a WhatsApp question to a quote, then payment
- Make the price «on request» when it varies
In ArabyBot Store the product shows with no price and no cart button, and in their place «ask about the price» opens the store's WhatsApp with the product name, so the question reaches you with what the customer is asking about.
- Reply with a saved template
Save template two as a quick reply, and type «/» in the chat to pick it and fill in the numbers. Quick replies.
- Send the payment link once they agree
A payment link in the same chat instead of «transfer and send the receipt». Paying inside WhatsApp. In Saudi Arabia you then issue a simplified tax invoice.
Frequently asked questions
How long should a quotation stay valid?
You set it and write it plainly in the quote. A short period protects you when supplier or shipping prices change; a longer one suits projects that need approvals.
Should I send the quote as a file or a message?
For companies: a file with a number, date and stamp, with a short message summarising it. For an individual customer on WhatsApp: one clear message is enough, then the payment link once they agree.
What if the customer does not reply to the quote?
One follow-up message after two or three days that reminds them of the validity and asks if they have a question, like template six below. Do not chase them more than that.
How we write these guides Figures come from our platform and Meta's actual invoices, dated with their sample; we describe what works today, not what we plan, and say what we do not do and when someone else is the better choice. Reviewed by the ArabyBot team on 21 October 2026.
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