Quotation Message Templates for WhatsApp – How to Send Quotes Professionally

Q: What should a professional quotation message include?

A professional quotation message should include: the service/product name, itemized pricing, scope of work, timeline, validity period, payment terms, and a clear call to action. For WhatsApp, keep the message brief and attach the detailed quotation as a document.

Sending quotations on WhatsApp is common for freelancers, small businesses, and service providers. But a badly formatted quote can lose you the deal. Here are professional quotation message templates that make a great impression.

💬 Sending a Quotation

Standard Quotation (Service)

Hi [Name], thank you for your inquiry! Here's the quotation for [service]:

📋 Service: [description]
💰 Price: ₹[amount]
⏰ Timeline: [duration]
📅 Valid till: [date]

I've also attached the detailed quotation as a PDF. Let me know if you have any questions or would like to discuss further!

Product Quote

Hi [Name], here's the pricing for the items you asked about:

1. [Item] – ₹[price] × [qty]
2. [Item] – ₹[price] × [qty]
Total: ₹[amount] (inclusive of GST)

Delivery: [timeline]. Payment: 50% advance, 50% on delivery. This quote is valid for 7 days. Let me know how you'd like to proceed!

Freelancer (Design/Development)

Hi [Name], thanks for reaching out! Based on our discussion, here's my estimate for [project]:

Scope: [brief description]
Cost: ₹[amount]
Timeline: [X] weeks
Revisions: [number] rounds included

Happy to adjust the scope if needed. Shall I proceed?

🔄 Quotation Follow-Up Messages

Gentle Follow-Up (3 Days Later)

Hi [Name], just checking if you had a chance to review the quotation I shared. Happy to clarify anything or adjust the scope based on your budget. Let me know! 😊

Adding Value

Hi [Name], following up on the quote for [project]. Just wanted to mention — if you confirm by [date], I can offer a [X%] early-bird discount. Let me know if you'd like to discuss!

Final Follow-Up

Hi [Name], circling back on the quotation from [date]. I completely understand if the timing isn't right — just let me know either way so I can plan accordingly. No pressure at all. 🙏

📝 Revised Quotation Messages

After Negotiation

Hi [Name], based on our discussion, I've revised the quotation. The updated price is ₹[amount] for [scope]. I've attached the revised PDF. This is my best possible offer — let me know if you'd like to go ahead!

Scope Adjustment

Hi [Name], I've adjusted the scope based on your feedback. Here's the updated breakdown:

[New scope details]
Revised price: ₹[amount]

Let me know if this works, and I'll start right away!

⚠️ Quotation Mistakes to Avoid

No validity date — Always mention how long the quote is valid. Open-ended quotes lose urgency.
Unclear scope — Vague quotes lead to scope creep. Be specific about what's included and what's not.
Missing payment terms — Always mention advance %, milestone payments, or payment timeline.
Over-quoting casually — Even on WhatsApp, attach a formal PDF for the client's records.
Not following up — 80% of deals need a follow-up. Don't assume silence means "no".

💡 Tips for Effective Quotation Messages

Always attach a PDF — WhatsApp messages are for summary; formal quotes should be attached as documents.
Use line breaks and emojis — Structure your quote with bullet points and relevant emojis for readability.
Create urgency — "Valid till [date]" or "Early-bird discount available" encourages faster decisions.
Offer a call — "Shall we jump on a quick call to discuss?" closes more deals.
Be transparent about extras — Mention GST, delivery charges, or any add-ons upfront.

❓ Frequently Asked Questions

How do you send a quotation on WhatsApp? +

Start with a greeting, reference the inquiry, share the price clearly with a breakdown if needed, mention validity period, and include payment terms. Attach the formal quotation as a PDF for record. Keep the WhatsApp message as a summary.

How to follow up on a quotation sent on WhatsApp? +

Wait 2-3 days after sending the quote, then follow up with a brief message asking if they had a chance to review it. Offer to clarify any points or adjust the scope. Avoid asking "Did you see my quote?" — instead, add value by mentioning a benefit or offering flexibility.

What should a professional quotation message include? +

Include: the service/product name, itemized pricing, scope of work, timeline, validity period, payment terms, and a clear call to action. For WhatsApp, keep the message brief and attach the detailed quotation as a document.

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