Estimates Quotations and Tenders

A quotation is a just simple offer from the supplier which does not legally bind him. He is at liberty to withdraw the same thought he normally does not do so as otherwise, this will affect his reputation. It is, therefore, necessary that a quotation should be sent after a careful thought and should include the following:

  1. Whether or not the goods can be supplied in full,
  2. The price of the goods,
  3. Discount or commission, if any,
  4. Sales tax, duty or any other tax applicable,
  5. Any special offer,
  6. Mode of payment-direct/at sight,
  7. Date of delivery,
  8. Inclusion or exclusion of expenses of cost, insurance, and freight etc.,
  9. The validity of the quotation.

An estimate differs from a quotation in the sense that while a quotation refers to the supply of product/products, the estimate refers to the rendering of service/services against a particular price. An estimate is not legally binding on the person submitting the same and he is at liberty to withdraw the same before it is accepted. A tender is an offer which is normally submitted in response to an advertisement. An advertiser generally supplies his own application forms for the purpose. It is not legally binding until it is accepted. Details of the tender are to be submitted in accordance with the particulars of the application form.

1.Inviting Quotations for Electricals

Date:

ABC & Co.
City, State

Philips Electric Co.
City, State

Dear Sirs,
Will you please send us your lowest quotations for the following:

  1. 4 Doz. Electric Bulbs, 03 W.
  2. 4 Doz. Electric Bulbs, 12 W.
  3. 4 Doz. Electric Bulbs, 24 W.
  4. 4 Doz. Electric Bulbs, 60 W.
  5. 4 Doz. Electric Bulbs, 150 W.
  6. 9 Doz. Electric Tubes-Small.
  7. 13 Doz. Electric Tubes-Large,

Thanking You,

Yours faithfully,
ABC & Co.
City, State

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Inviting Quotations for Electricals

Inviting Quotations for Electrical

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Reply To Above

Date:
Philips Electric Co.
City, State
Messrs ABC & Co.
City, State
Dear Sirs,

We thank you for your inquiry of [Date] and are pleased to quote as under:

  1. 4 Doz. Electric Bulbs, 03 W. $ 45/ per doz.
  2. 4 Doz. Electric Bulbs, 12 W. $ 50/ per doz.
  3. 4 Doz. Electric Bulbs, 24 W. $ 75/per doz.
  4. 4 Doz. Electric Bulbs, 60 W. $ 112 per doz.
  5. 4 Doz. Electric Bulbs, 150 W. $ 150/ per doz.
  6. 9 Doz. Electric Tubes-Small. $ 350/ per doz.
  7. 13 Doz. Electric Tubes-Large, $ 570/ per doz.

Sales Tax: 7% Extra.

Payment: Within 20 days from the date of the bill.

We hope you will find the above quotations most competitive and will favor us with your order at an early date.

Thanking you,

Yours faithfully,
Philips Electric Co.
City, State

2.Calling Quotations for Crockery

Date:
Dear Sirs,
We shall be glad to have your quotations for crockery as per list enclosed.
Yours faithfully,
Encl: List of Crockery.

Note. To save space, the details of crockery are not being mentioned here. These will automatically appear in the quotations to be submitted by the supplier (in the following letters).

Reply To Above

Date:
Dear Sirs,
We thank you for your inquiry of [Date] and are pleased to quote as per our quotations no. C/555 dated [Date] enclosed.
Yours faithfully,
Encl: As above
Grams: Crockery’s

Quotation No C/555

International Crockery’s
City, State

Date:

Messrs XYZ Crockery’s
City, State

  1. Cups with plates Regular size 12 Doz. $ 500/-
  2. Cups with plates Regular size 12 Doz. $ 520/-
  3. Full Plates regular size 30 Doz. $ 980/-
  4. Quarter plates regular size 30 Doz. $ 775/-
  5. Coffee cups regular size 10 Doz. $ 600/-

Delivery: one week
Terms: 30 Days
For International Crockery’s
Sales Manager

Reminder for Quotations

Grams:  jasmine

Tel: 000 111 222 34

Jasmine Industries

City, State
Date:
Ref.
Messrs International Crockery’s
City, State
Dear Sirs,

With reference to our letter of [date], inviting quotation for certain crockery items (copy of letter enclosed), we have not yet received the same from you. As we are in urgent need of these items, please let us have your reply per return.

Thank you,
Yours faithfully,
For Jasmine Crockery’s
Manager
Encl: Copy of letter dated [Date].

Reply To Above

Gram: Crockery’s
Tel: 000 111 222 34
International Crockery’s
City, State

Dear Sirs,
We thank you for your letter of [Date]. We had sent a reply on [Date], along with our quotation no, C/555 of the same date. It appears that the letter has been misplaced in postal transit and we are enclosing one copy of the same again.
Thank you,
Yours faithfully,
For International Crockery’s
Sales Manager
Encl: As above

3.Rejecting Supplier’s Quotation

Date:

Dear, Sirs.

We thank you for your quotation of [Date], however, regret to say that the same is much higher as compared with our other suppliers from whom we purchased similar goods 3 months ago. We shall now seek quotations from some other suppliers and in case they do not show an improvement over your quotation, we shall place the order with you.

Meanwhile, we thank you once again.

Yours faithfully,

4.Asking Estimate for Printing Job

ABC Book House
City, State

Date:
Messrs XYZ Printers
City, State

Dear Sirs,

We shall be glad to have your estimates for the printing of a book as per details below:
Size: 23’ 3616
Quantity: 10,000
No. of Forms: 50 (approx.)
Proof Reading: Two readings to be done by you and final reading by the author at our above address.
Paper: Will be supplied by us from our ready stock
Chapters: Each chapter to start a new page.
Spacing: Single except with new paras where it should be double.
Delivery and collection of proofs: By your representative.
Thank You,
Yours faithfully,

Reply To Above

XYZ Printers
City, State

Date:
Messrs ABC Book House
City, State
Dear Sirs,
We thank you for our inquiry of [Date], and have pleasure in submitting our estimates as under:
Rates: $ 55 perform
Time: 3 months from the date of collecting arts pulls
Payment: Cash
As these estimates are the most competitive, we are sure they will meet your fullest requirements. Awaiting your order and assuring you of our best services.
Yours faithfully,

5.Public Tender
Sealed tenders are invited by UPS of the USA for the following items which are lying in god-own No. 5 Sandy Springs
Items

  1. 4 Honda Cars 2015-A1 condition, mileage 70,000.
  2. 3 LG air conditioner-1 ton partly bent on right-hand top but in perfect running condition.
  3. Imported Honda 2017 mileage 6,000 back tyre slightly damaged no Stepney.
  4. Orient Fan 56”.

Tender forms may be collected from the office of the UPS between 4 and 5 P.M on any working day. Separate tender form for each item together with cash $ 5000 each for the first three items and $ 1000 for fans should be submitted before the closing hours of the office on [Date].
Tenders will be opened in presence of the public on the same day at 4 P.M
Goods will have to be removed from our god-own be for 10 P.M on the same day after paying the balance money in cash or by bank draft. Cheques will not be accepted.
Payment will be refunded for unaccepted ten tenders on 10th and 15th October, between 8 A.M to 11 A.M
Deputy Director (Stores) UPS
Note: Reply to the above letter will be given on the tender form after collecting the same from the authority concerned.

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Public Tender Sample

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6.Asking for Terms & Conditions of Sale

Ref No,
Date:
American Emporium
United State of America
ABC Mills Store
City, State

Dear Sirs,

We have seen your catalogue of 10th instant and wish to order certain items for our emporium. We shall appreciate your informing us about terms and conditions of sale of your products.

Thank You,

Yours faithfully,
Manager
NOTE: This letter will be written only when terms and conditions of sale are not mentioned in the catalogs or where the buyer is not aware of the same.

Reply to Above

ABC Mills Store
City, State

Date:
Ref No,
Manager,
American Emporium
United State of America

Dear Sirs,

We thank you for your no. [Number here] dated [date] and has pleasure in mentioning the terms and conditions of sales of our products as under:

  1. Orders once placed cannot be cancelled
  2. Goods once sold are neither returnable nor exchangeable
  3. Our responsibility ceases as soon as the goods leave our place
  4. Supply of goods is subject to the availability of stock
  5. In case of goods sent by transport, half expenses are payable by the ordering party
  6. All goods are checked and rechecked before packing and no responsibility for ant shortage, whatsoever, is entertained
  7. All documents are sent through bank only
  8. Special discount of 7% is given on all purchases

We are enclosing a copy of our latest catalogue for your information.

Thank you.

Yours faithfully,
Manager

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