Quote Email Templates: How to Send a Quote That Wins the Job

A quote is a sales document pretending to be a price list. The number matters, of course — but the email you wrap around it is what turns "let me think about it" into "let's go." Send a quote with a cold, one-line "here's the price" and you make the client do all the work of getting excited. Send it with a clear, confident email and you make saying yes the easy choice.

Most freelancers undersell themselves at exactly this moment. They have done the hard part — the call, the scoping, the trust-building — and then they fire off a bare PDF with no context and wonder why the deal goes quiet. The quote email is where you restate the value, remove the friction, and make the next step obvious.

This guide gives you seven copy-paste quote email templates: sending the quote, following up when it goes silent, handling "can you do it cheaper," confirming acceptance, and more. Each one is built to move the deal forward, not just to deliver a number.

What a Great Quote Email Does

A quote email has a different job than an invoice email. An invoice asks to be paid; a quote asks to be chosen. These five elements do that work:

Element	Why it matters
A restated outcome	Remind them what they are buying — the result, not just the hours.
A clear total and what's included	No surprises. The scope and the price live together.
A validity window	"This quote is valid for 14 days" creates gentle urgency.
An obvious next step	Tell them exactly how to accept — a link, a reply, a signature.
Confidence, not apology	You are offering a solution, not asking for a favor.

Template 1: Sending a Standard Quote

Your default. Use it when you have already spoken with the client and they are expecting a price. Lead with the outcome, then the number.

Subject line: Quote for [Project Name] — [Your Business Name]

Hi [Client Name],

Thanks for the chat about [project]. Based on what we discussed, here is my proposal to [restate the outcome — e.g. "redesign your booking flow so customers complete checkout faster"].

Attached is quote #QUO-001 for $3,500.00, which includes [brief scope — e.g. "design, two rounds of revisions, and final handoff files"].

• Total: $3,500.00
• Timeline: [e.g. 3 weeks from kickoff]
• Valid until: July 5, 2026

You can review and accept it online here: [Quote Link]

Happy to walk through any of it on a quick call. Just say the word and we can get started.

Best, [Your Name] [Your Business Name]

Template 2: Following Up on a Quote (No Reply Yet)

The most valuable email in this whole guide. Most quotes are lost not to a "no" but to silence. A warm follow-up after 3–5 days recovers a huge share of deals — without being pushy.

Subject line: Following up on your [Project Name] quote

Hi [Client Name],

Just circling back on the quote I sent for [project] last week (#QUO-001, $3,500.00). I know these decisions take time, so no pressure at all.

Is there anything I can clarify, or any part of the scope you would like to adjust? Sometimes it is easier to talk it through — happy to jump on a 15-minute call if that helps.

The quote is valid until July 5, and I would love to work with you on this.

Best, [Your Name] [Your Business Name]

Template 3: Responding to "Can You Do It Cheaper?"

Price pushback is not rejection — it is a request to justify the value, or to reduce the scope. Never just slash the number. Offer a smaller package instead, so your rate stays intact.

Subject line: Re: [Project Name] quote — a couple of options

Hi [Client Name],

Totally understand wanting to make the budget work — let me give you some options rather than just a lower number.

The full scope at $3,500.00 includes [X, Y, and Z]. If you would like to come in lower, we could:

• Option A — $2,500.00: [reduced scope, e.g. "design only, no revisions"]
• Option B — $1,800.00: [smaller deliverable, e.g. "the booking flow only, not the full site"]

That way you keep the quality on what matters most and we fit the budget. Happy to talk through which option fits best.

Best, [Your Name] [Your Business Name]

Template 4: Sending a Quote After a Discovery Call

When the quote follows a proper scoping call, reference what you learned. Showing you listened is worth more than any line item.

Subject line: Your [Project Name] proposal — as discussed

Hi [Client Name],

Really enjoyed our conversation about [project]. You mentioned that [specific pain point — e.g. "your team loses hours every week to manual data entry"], so I have built the proposal around solving exactly that.

Quote #QUO-001 is attached — $3,500.00 for [scope], delivered in [timeline]. The full breakdown is in the document, and you can accept it online here: [Quote Link]

• Total: $3,500.00
• Valid until: July 5, 2026

I am confident this will [restate the outcome]. Let me know if you would like to adjust anything before we begin.

Best, [Your Name] [Your Business Name]

Template 5: Confirming an Accepted Quote

The client said yes. Lock it in immediately with a warm, organized confirmation that tells them exactly what happens next. Momentum is everything here.

Subject line: Great news — confirming your [Project Name] project

Hi [Client Name],

Fantastic — thank you for approving the quote! I am excited to get started on [project].

Here is what happens next:

1. I will send a deposit invoice for $1,750.00 (50%) to confirm your start date.
2. Once that is in, we kick off on [date].
3. You will get [first milestone] by [date].

The deposit invoice is on its way separately. If you need anything from me to set things up on your end — a contract, a PO number — just let me know.

Looking forward to it!

Best, [Your Name] [Your Business Name]

Template 6: Following Up After Sending a Revised Quote

You adjusted the scope or price and resent it. This nudge keeps the revised version from going quiet the way the first one might have.

Subject line: Updated quote for [Project Name] — [Your Business Name]

Hi [Client Name],

As requested, I have updated the quote for [project]. The revised version (#QUO-002) comes to $2,500.00 and reflects [what changed — e.g. "the reduced scope we talked through"].

• Total: $2,500.00
• Valid until: July 5, 2026
• Review and accept: [Quote Link]

I think this hits the right balance for what you need. Let me know if it works and we can get going — or if you would like to fine-tune anything else.

Best, [Your Name] [Your Business Name]

Template 7: Quote With a Time-Limited Offer

A genuine, honest deadline can move a stalled decision. Use it sparingly and only when it is real — a fake "act now" cheapens your brand.

Subject line: [Project Name] quote — book by July 5 to lock in your spot

Hi [Client Name],

Here is the quote for [project] — #QUO-001 for $3,500.00 (full scope attached).

One quick note on timing: my calendar for [month] is filling up, and I can only hold your start date until July 5. If you would like to go ahead, accepting the quote here reserves your slot: [Quote Link]

No pressure if the timing is not right — just wanted to be upfront so you do not miss the window.

Best, [Your Name] [Your Business Name]

Subject Lines That Get a Yes

Quote subject lines should feel warm and specific — this is a proposal, not a bill. Reference the project by name:

• ✅ Quote for [Project Name] — [Your Business Name]
• ✅ Your [Project Name] proposal — as discussed
• ✅ Following up on your [Project Name] quote
• ❌ Quote
• ❌ Pricing
• ❌ Proposal attached

Turn Accepted Quotes Into Paid Invoices Automatically

The best quote process does not end when the client says yes — it flows straight into getting paid. That is where doing it by hand falls apart: you re-type the same line items into an invoice, hope the numbers match, and lose momentum in the gap.

With KipBill, your quotes and invoices live in one place. You can:

• Send branded quotes by email in one click, with an online accept link
• Let clients accept and e-sign quotes right from the email
• Convert an accepted quote into an invoice instantly — no re-typing, no mismatched totals
• See when a client opens your quote so you know when to follow up
• Send the deposit invoice automatically the moment the quote is accepted

You can create your first quote for free or start with a free quote template if you just need to send one today. And when the project wraps, your invoice emails are ready to go too.

Frequently Asked Questions

What should I write in an email when sending a quote?

Restate the outcome the client is buying, give the total and what is included, add a validity date, and make the next step obvious (an accept link or a clear reply request). Lead with value, not with the price — the number should feel like the answer to a problem you have just described.

How do I follow up on a quote without being annoying?

Wait 3–5 days, then send a short, warm note asking if they have questions or want to adjust the scope. Frame it as helping them decide, not chasing a sale. Following up twice is normal and expected — most quotes are lost to silence, not to a "no."

What do I say when a client asks for a lower price?

Offer options instead of a discount. Present a reduced-scope package at a lower price rather than simply cutting your rate. This protects your pricing, gives the client control, and keeps the quality high on what matters most to them.

How long should a quote be valid for?

A 14- to 30-day validity window is standard for freelancers and small projects. It protects you against changing costs or availability and gives the client a gentle reason to decide rather than letting the quote sit open indefinitely.

Can I turn a quote into an invoice automatically?

Yes. Tools like KipBill let you convert an accepted quote into an invoice in one click, carrying over all the line items and totals so nothing is re-typed and nothing gets mismatched — then send the invoice email straight from the same place.