Are you a business owner or manager who needs to communicate your approval of a quote or estimate to a vendor or client?
Crafting the right letter can make all the difference in building strong professional relationships and ensuring projects stay on track.
In this article, we provide 20 sample letters you can use as templates or inspiration when drafting your quotation approval correspondence.
From simple acceptances to more detailed confirmations, these examples cover a range of common scenarios.
Sample Letters of Quotation Approval
The following letters demonstrate various ways to effectively convey your approval of a quote or estimate:
Letter 1
Subject: Approval of Quote #Q1023 for Office Furniture
Dear Mr. Johnson,
Thank you for providing the detailed quotation for our new office furniture order. We have reviewed the quote, reference number Q1023, and are pleased to inform you that we accept the pricing and terms outlined within it.
Please proceed with processing our order. Our purchase order number is PO-3391. We look forward to receiving the furniture by the estimated delivery date of October 15, 2023.
If you require any further information, please contact me directly. Thank you again for your assistance.
Sincerely,
Sarah Thompson
Office Manager
Acme Industries
Letter 2
Subject: Acceptance of Estimate for Website Development Services
Hi Michael,
I’ve looked over the estimate you sent last week for the development of our new company website. Everything looks great—the scope of work, timeline, and pricing are all in line with what we discussed.
Please consider this email as a formal acceptance of your estimate. I’ve attached a signed copy for your records. Let me know when you’re ready to get started, and we can schedule a kick-off call with the team.
Excited to work with you on this!
Cheers,
Alex Ross
Marketing Director
Pinnacle Consulting Group
Letter 3
Subject: Service Contract Renewal—Quote Approved
Dear Ms. Lee,
Thank you for sending over the renewal quote for our annual IT service contract. We value the excellent service and support your company has provided over the past year and are happy to continue our partnership.
I have reviewed the terms outlined in Quote #IT-2268 and approved them as stated. Please send over the updated contract for signing at your earliest convenience.
Best regards,
Tom Nguyen
IT Manager
Global Solutions Ltd.
Letter 4
Subject: Approval of Printing Quote for Marketing Brochures
Hi Premier Print Team,
I hope you’re doing well. I wanted to let you know that we’ve decided to move forward with the printing of our new marketing brochures based on the quote you provided (Quote #MKT-390).
The pricing looks competitive and the turnaround time meets our tight deadline. Please proceed with processing our order for 5,000 tri-fold, full-color brochures as specified.
Let me know if you need any additional information from me. Looking forward to seeing the final product!
Best,
Maria Gutierrez
Marketing Specialist
Sunrise Software
Letter 5
Subject: Photography Quote Acceptance for Corporate Event
Dear Samantha,
Thank you for the quote you provided for photography services for our upcoming corporate event on September 22nd. I appreciate you taking the time to put together such a comprehensive proposal.
After reviewing the details and pricing outlined in your quote, I’m pleased to inform you that we would like to book your services for the event. Your portfolio is impressive and I’m confident you’ll do an excellent job capturing the key moments of the day.
Please let me know what the next steps are in terms of the contract and deposit. We’re excited to work with you!
Sincerely,
David Chen
Communications Manager
Vitality Health Group
Letter 6
Subject: Approval of Video Production Estimate
Hi Green Light Productions,
I’ve reviewed the estimate you sent over for the production of our new product demo video. Everything looks fantastic – the creative concept, storyboards, and production schedule are exactly what we had in mind.
Consider this email my formal approval to move forward with the project as outlined in your estimate (Estimate #VID8820). I understand the total investment will be $15,500 with filming to take place in early October.
Please send over the contract for signing and let me know if you need anything else from my team at this stage. Can’t wait to see this video come to life!
Cheers,
Lisa Patel
Product Marketing Manager
InnovationWorks
Letter 7
Subject: Acceptance of Quote for Office Renovations
Dear Mr. Wilkins,
Thank you for the detailed quote you provided for the upcoming renovations to our office space. We were impressed with your company’s portfolio and are pleased that you were able to accommodate our specific requests and budget.
I have reviewed Quote #OFF-592 and am happy to inform you that we would like to proceed with your company for the renovation project. The scope of work, materials, and timelines all meet our expectations.
Please advise on the next steps in terms of finalizing the contract and scheduling a start date. We are aiming to have the renovations completed by the end of November if possible.
If you require any further information from me, please don’t hesitate to ask. We look forward to working with you and your team.
Sincerely,
John Thompson
Facilities Manager
Paragon Consulting
Letter 8
Subject: Confirmation of Quote for Staff Training Workshops
Hi Amanda,
I hope this email finds you well. I wanted to confirm that we would like to move forward with the series of staff training workshops your company proposed in Quote #TRN4410.
The topics you suggested are perfectly aligned with our team’s development needs and the format of the workshops will fit well with our schedules. We appreciate you taking the time to customize the content based on our initial discussions.
Please consider this email as a formal acceptance of the quote. I understand the total investment for the 6 workshops will be $12,000 with the sessions to be delivered over 2 months starting in September.
Let me know what you need from me in terms of attendee information or logistics planning. We’re excited to get started!
Thanks,
Priya Singh
HR Director
Vertex Solutions
Letter 9
Subject: Approval of Equipment Rental Quote for Annual Conference
Dear Event Solutions Team,
Thank you for providing the equipment rental quote for our upcoming annual conference, to be held August 15-17 at the Downtown Convention Center.
I have reviewed Quote #CNF776 and am pleased to inform you that we would like to confirm the rental of the audio-visual equipment, staging, and lighting as outlined. The quote meets our event needs and budget.
Please send over the rental agreement for signing. Also, please confirm the delivery and setup schedule so we can ensure everything is in place before the start of the conference.
If you have any questions or require additional information, feel free to reach out anytime. We look forward to partnering with you for a successful event.
Best regards,
Michael Rodriguez
Events Manager
Skyward Enterprises
Letter 10
Subject: Acceptance of Catering Estimate for Product Launch Event
Hi Silvio,
I hope you’re doing well. I wanted to let you know that we’ve decided to go ahead with your catering services for our upcoming product launch event on July 28th.
Your proposal and tasting menu were impressive, and we feel confident that your team will provide an exceptional culinary experience for our guests. The estimate you provided (EST-291) fits well within our event budget.
Please consider this email confirmation of our intent to move forward. I understand the next step is to finalize the menu selections and headcount. I will provide those details to you by the end of this week.
Looking forward to working with you on this exciting event!
Cheers,
Julia Nguyen
Marketing Events Coordinator
Innovatech Systems
Letter 11
Subject: Approval of Estimate for Signage and Graphics Installation
Dear Focal Point Signs,
Thank you for the estimate you provided for the installation of new signage and graphics at our retail store location. We appreciate you taking the time to conduct a site visit and develop a comprehensive proposal.
I’m pleased to inform you that we would like to proceed with the project as outlined in your estimate (EST-4400). The design concepts, materials, and installation timeline meet our expectations.
Please let me know what you need from us to get started. We’re aiming to have the new signage in place before our grand re-opening event in mid-September.
If you have any questions or need further information, please don’t hesitate to contact me directly. We’re excited to see the new look come to life!
Best,
Kevin Patel
Facilities Director
Glenwood Fashions
Letter 12
Subject: Acceptance of Quote for Employee Benefits Consulting Services
Dear Ms. Thompson,
Thank you for the detailed quote outlining your firm’s proposed employee benefits consulting services. We were impressed by your team’s extensive experience and the customized strategies presented.
After careful review and discussion, we have decided to engage your firm for the scope of services outlined in Quote #BEN3380. We believe your guidance will be instrumental in helping us optimize our benefits offerings and control costs.
Please prepare the engagement letter for our signature. We would like to schedule an initial strategy session with your team for early next month if possible.
If you require any additional information from us at this stage, please let me know. We look forward to a productive partnership.
Sincerely,
Jennifer Davis
VP of Human Resources
Celidon Technologies
Letter 13
Subject: Approval of Software Development Proposal
Hi CodeCraft Team,
I hope this message finds you well. I wanted to inform you that we have reviewed your proposal for the development of our new mobile application and are excited to move forward with your team.
Your technical approach, project plan, and cost estimate, as detailed in Proposal #SD7720, align perfectly with our requirements and budget. We were particularly impressed by the innovative ideas your team brought to the table.
Please consider this email as a formal acceptance of your proposal. I will work with our legal department to draft the necessary contract and NDA for signature.
In the meantime, please let me know your availability for a project kick-off meeting. We’re eager to get started and bring this app to life!
Cheers,
Mark Johnson
IT Project Manager
Nexgen Financial Services
Letter 14
Subject: Confirmation of Estimate for Office IT Equipment
Dear Mr. Foster,
I am writing to confirm our acceptance of the estimate you provided for the purchase of new IT equipment for our office expansion (Estimate #EQ8810).
The hardware specifications and quantities listed in the estimate meet our requirements, and we are pleased with the competitive pricing and warranty terms offered.
Please proceed with processing our order. I understand the lead time for delivery is approximately 3-4 weeks from the date of order confirmation. Please keep me apprised of any updates to the estimated delivery schedule.
If you need any further information or have additional questions, please feel free to contact me directly. We appreciate your assistance with this important project.
Sincerely,
Amir Patel
IT Director
Crestview Consulting Group
Letter 15
Subject: Approval of Quote for Temporary Staffing Services
Hi Precision Staffing Team,
I hope you’re having a great week. I wanted to follow up on the quote you provided for temporary staffing support for our upcoming peak season (Quote #TS1195).
After reviewing the details with our management team, we have decided to move forward with your services. The candidate profiles and hourly rates quoted meet our needs and budget.
Please consider this email as our formal approval to proceed. I understand the next step is to finalize the placement details and start dates for each role. I will coordinate with your account manager to provide that information by the end of this week.
We look forward to partnering with your agency to ensure we have the additional support needed during this busy time.
Thanks!
Rachel Thompson
Operations Manager
Focal Logistics Solutions
Letter 16
Subject: Acceptance of Engineering Services Proposal
Dear Ms. Singh,
Thank you for submitting the proposal for engineering design services for our new production facility. We appreciated the thoroughness and technical expertise demonstrated in your team’s approach.
After careful consideration, we are pleased to inform you that we have selected Engenuity Consultants for this project, as outlined in Proposal #ENG4450. Your firm’s qualifications, project methodology, and cost estimate were the most competitive and well-aligned with our objectives.
Please prepare the formal contract for our review and signature. We would like to schedule a project initiation meeting as soon as possible to discuss next steps and key milestones.
If you have any questions or require further information from us at this stage, please don’t hesitate to contact me directly. We are excited to partner with your team on this critical initiative.
Best regards,
Michael Chen
VP of Operations
Prism Manufacturing
Letter 17
Subject: Approval of Marketing Agency Services Quote
Hi Elevation Marketing,
I hope this email finds you well. I am writing to let you know that we have reviewed your quote for marketing agency services (Quote #MKT5520) and are excited to move forward with your team.
Your proposed strategies for rebranding, content development, and digital marketing align perfectly with our goals for the coming year. We were impressed by the creativity and data-driven approach outlined in your presentation.
Please consider this email as our formal acceptance of the quote and scope of services. I will notify our procurement department to draft the necessary contract and service agreement for signature.
In the meantime, let’s schedule a kick-off call for next week to discuss immediate priorities and next steps. Please let me know your team’s availability.
Looking forward to a successful partnership!
Cheers,
Natalie Patel
Director of Marketing
Luminos Technologies
Letter 18
Subject: Confirmation of Training Services Estimate
Dear Mr. Jackson,
I am writing to confirm our acceptance of the estimate you provided for the delivery of sales training services to our team (Estimate #TR8890).
We were impressed by the customized training plan and the expertise of the facilitators proposed. The estimated investment and timeline fit well within our budget and organizational goals.
Please consider this email as our formal confirmation to proceed. I understand the next steps are to finalize the training dates, location, and participant list. I will coordinate with your team to provide that information within the next week.
We are excited to partner with Training Solutions Inc. to enhance the skills and performance of our sales professionals. If you have any questions or require additional details from me, please don’t hesitate to reach out.
Sincerely,
Jessica Lee
Sales Enablement Manager
Velocity Systems
Letter 19
Subject: Acceptance of Catering Quote for Annual Gala Event
Dear Antonio,
Thank you for the detailed catering proposal for our upcoming Annual Gala on December 10th. The menu options you suggested sound perfect for the occasion.
I’m pleased to inform you that we would like to move forward with your services based on Quote #EVT899. The pricing fits within our budget and we’re confident your team will provide an exceptional dining experience for our guests.
Please let me know what additional details you need from us as we get closer to the event date. We’re looking forward to working with you!
Best,
Evelyn Rodriguez
Events Coordinator
Uptown Arts Society
Letter 20
Subject: Landscaping Project Estimate Approval
Hi Green Team,
I’ve reviewed your estimate for the landscaping work we discussed for my property. I appreciate you taking the time to come out, assess the space, and provide such a comprehensive proposal.
Everything looks good to me, so please consider this my formal approval to proceed with the project as outlined in your estimate. I understand the total cost will be $8,500, with work to begin on April 6th and take approximately two weeks to complete.
If you need me to sign anything else or have additional questions, just let me know. I’m excited to see how it all turns out!
Thanks,
Jared Thompson
Homeowner
Wrapping Up Quotation Approval Letters
Sending a clear, professional letter approving a quotation builds confidence and trust with your vendors and service providers.
It confirms you’re on the same page regarding project details, pricing, and timelines.
And it provides a written record of the agreement, which is always a smart business practice.
Use the sample letters provided here as a starting point, customize them to fit your unique situation, and you’ll be well on your way to more seamless, successful collaborations.
Remember, when it comes to business communications, clarity and courtesy go a long way.