10 emails of inquiry to approach a new supplier | inquiry emails

If you are part of a treading or Procurement Company, then most of the time you have to send email to different manufactures and distributor around the world. As all manufacturer will received from different numerous sources so if your email is unprofessional, they might ignore your inquiry and hence decline your quotation.

We are sharing few sample email for sending inquires to manufacturer, distributors and supplier 

Sample Email -1 

Dear Sir/ Madam,

You are kindly requested to quote for the attached Inquiry /items with the following details:

1- Unit Price --------------------

2- Total Weight: ---------------

3- Delivery Time ---------------

Your quick response with best comparative prices and required details will be highly appreciated.

Best Regards,

Sample Email -2

Dear Sir,

I hope you are doing well.

I am pleased to inform you that our client has been offering a XYZ years agreement for the below inquiry. You are kindly requested to quote for the same as early as possible.

 Please make sure that your quote comply with complete description for the inquiry.

Looking forward to have strong business relation with your company. If you have any question, please do not hesitate to contact me.

Best Regards,

Sample Email -3

Dear Sir/Madam,

I hope you are doing well.

You are kindly requested to quote for the below item at your earliest convenience.

If you have any question regarding the above inquiry, please do not hesitate to contact me.

Sample Email -4

Dear Sir/Madam,

I hope you are doing well.

You are kindly requested to quote for the below further items at your earliest convenience. Additional inquiry is attached in attachments, your quote is requested for the same as well.

If you need any further clarification, please do not hesitate to contact me.

Sample Email -5

Dear Sir,

I hope this email finds you well.

It is requested to please quote for the below items as early as possible.

Sample Email -6

Dear Sir,

Please have a look at the below inquiry or below email or attached email from our client and quote us with best competitive price before bid closing date.

Awaiting your kind response.

Sample Email -7

Dear Sir,

I hope you are in good health.

Our client/customer is requesting for the below Highlighted items.

1 ABC

2. DEF

3. 123

4.XYZ

Kindly quote for the item at your earliest convenience

Sample Email -8

You are kindly requested to quote for the inquiries including the following details:

1- Unit Price: ---------------------------.

2- Total Weight: ------------------------.

3- Delivery Time: -----------------------.

4- Manufacturer Name: --------------.

You response prior to the due date will be highly appreciated. If you have any question, please do not hesitate to contact me.

Sample Email -9

Dear Sir,

I have attached few inquiries for your kind attention. Quote for the same at earliest if possible, mentioning the following details.

1- Unit Price: -----------------------------.

2- Total Weight: ------------------------.

3- Delivery Time: ------------------------.

4- Manufacturer’s Name: -------------.

If you have any question, please do not hesitate to contact me.

Sample Email -10

Dear Sir,

I hope this email finds you well.

As advised, I have attached (your manufacturer name) inquiries. You are kindly requested for the quotation.

Your prompt response with best comparative prices and below details, will be highly appreciated.

1- Unit Price

2- Total Weight

3- Delivery Time

Best Regards,

We hope that the above sample emails will help you. If you have any suggestion or want to share sample email for sending inquiries, please leave your comments. 

Responding to Discount Request | Sample discount Email Response

Below is a sample email in response to client email for discount. This is a sample but professional email response to client to inform that company offering a maximum discount.

Sample discount Email Response

Reference to your below Email for requesting for discount for subject quote, once again we have reviewed the file. As a matter a fact, the inquiry being a high value, we had prepared it with a very low margin, and Mfr./supplier quoted with a rock bottom prices. In this situation we are really helpless in providing any further discount. But while considering our future business relations and XYZ being one of our best customer, we shall provide you 2% discount on total prices.

Your understanding will be highly appreciated and we will look forward have your positive reply soon. If you have any further question please don't hesitate to contact us.

Bid Invitation Letter with sample - Bid Invitation Email

 Sample Email or Invitation Letter for a Particular Bid

In regards to above-mentioned requisition we would appreciate your consideration to include our company to participate in the said requisition as we are having very well established business relation with XYZ Inc. USA. The XYZ. is the distributor for Mfr. Abc  Co. for 123 countr. The Mfr. have requested us to obtain the above requisition.

The (Abc Co.) is the largest manufacturer for the fired and vacuum heaters/(product name ). They were directly involved with (company name) at the preliminary stage for designing of this project. Therefore they are very much interested to participate in this job. They have completed several projects in (country name) like (write your project name )etc.

We offer a comprehensive and professional services to our customers to meet their requirements and standards. Our main objectives are to ensure high level of services at a very competitive price. We believe that our experienced commitment and dedication to quality supplies will be rewarded by your complete satisfaction 

For any further clarification please contact the undersigned.

Sample email to decline order

Reference to your fax letter dated November 01, 2000  regarding the acceptance of order for XYZ products, we would like to draw your kind attention on following points.

-                        We regret to inform you that we are unable to accept the order for the above said  item only, because all the expenses as ( freight, custom charges, insurance etc.) have been calculated based on the total value of the quotation.

-           Our best delivery time would be 12 weeks.

Thank you for your understanding and cooperation.

Sample email/ letter declining bids for tender

Thank you very much for the invitation to participate in above mentioned requisition. We regret to inform you that we are unable to quote the above requisition because the Mfr requested to provide the serial number of the unit. Which we fail to provide them therefore they could not quote the prices

We hope you understand the situation and you will give us the opportunity to participate for your future inquiries. If you have any question please do not hesitate to contact us.

Thank you very much for the invitation to participate in above mentioned requisition. We regret to inform you that we are unable to quote the above requisition. We have tried through several manufacturers but they were unable to identify because the Multiple Amperage is consisting on various different items. 

We hope you understand the situation and you will give us the opportunity to participate for your future inquiries. If you have any question please do not hesitate to contact us.

Sample Invitation Letter for a Particular Bid

Sample Email or Invitation Letter for a Particular Bid

In regards to above-mentioned requisition we would appreciate your consideration to include our company to participate in the said requisition as we are having very well established business relation with XYZ Inc. USA. The XYZ. is the distributor for Mfr. Abc  Co. for 123 countr. The Mfr. have requested us to obtain the above requisition.

The (Abc Co.) is the largest manufacturer for the fired and vacuum heaters/(product name ). They were directly involved with (company name) at the preliminary stage for designing of this project. Therefore they are very much interested to participate in this job. They have completed several projects in (country name) like (write your project name )etc.

We offer a comprehensive and professional services to our customers to meet their requirements and standards. Our main objectives are to ensure high level of services at a very competitive price. We believe that our experienced commitment and dedication to quality supplies will be rewarded by your complete satisfaction 

For any further clarification please contact the undersigned.

Sample email response /response letter for discount.

Below is a sample email in response to client email for discount. This is a sample but professional email response to client to inform that company offering a maximum discount.

Sample Email Response for a discount Email from client.

Reference to your below Email for requesting for discount for subject quote, once again we have reviewed the file. As a matter a fact, the inquiry being a high value, we had prepared it with a very low margin, and Mfr./supplier quoted with a rock bottom prices. In this situation we are really helpless in providing any further discount. But while considering our future business relations and XYZ being one of our best customer, we shall provide you 2% discount on total prices.

Your understanding will be highly appreciated and we will look forward have your positive reply soon. If you have any further question please don't hesitate to contact us.