Letter of Enquiry or Letter Calling for Quotation

LETTER OF ENQUIRY OR LETTER CALLING FOR QUOTATION

Explanation :

In the process of purchasing goods, one should proceed in a systematic manner. The first step is to invite quotations from various sellers. While calling for quotation,

1. The needs and requirements should be described precisely. Detailed specifications of the goods such as the shape, size, quality, make etc. should be given clearly.

2. The quantity of the items required and the time by which the goods to be supplied must be mentioned.

3. Period of guarantee, information regarding the accessories and spares, their cost and installation charge, if any, should be enquired.

4. As the processing of a purchase proposal takes time, the seller should be requested to indicate the validity duration of the quotation.

Example 1:

As the Purchase Manager of Informedia Pvt. Ltd., Chennai-18, draft a letter calling for Quotation for the purchase of some furniture items for your new branch office. Invent necessary details.

INFORMEDIA PRIVATE LIMITED

85, G.N.C. Road, Chennai-600 018.

24.1.2026

BABURAM K.

The Purchase Manager

The Sales Officer

SITRA Furniture Mart

125/12, Anna Street,

Chennai-600 075.

Sir,

Sub: Purchase of Furniture - Calling for Quotation – Reg

We intend to buy the following furniture items next month for our new branch in Vadapalani. I should be grateful if you would quote your lowest rate for them. The detailed specifications are given below:

We look forward to placing further orders with you and hope that you will make an effort to submit a really competitive quotation with the validity time.

Thanking you,

Yours truly,

(sign)

BABURAM K.

The Purchase Manager

Example 2:

Assume yourself to be the Purchase Officer of Nirmal Foundations Pvt. Ltd., Write a letter inviting quotations to buy certain computer peripherals from Danish Technologies Pvt. Ltd. 13, Jawaharlal Nehru Marg. Anna Salai, Chennai. Mention clearly all details you expect from the dealers.

NIRMAL FOUNDATIONS PVT. LTD.

57, Ponnu Complex, East Vadi Street, Chennai-600 062.

16 March 2026

Sathish Joshua

The Purchase Officer

The Sales Manager

Danish Technologies Pvt. Ltd

Anna Salai

Chennai-600 002.

Dear Sir/Madam,

Sub: Quotations for Computer peripherals - Reg.

We are a computer institute. We have expanded our institute to accommodate 20 more systems. We would like to buy certain computer peripherals that are required immediately. We would like to have your bwest rates for these items along with details like discount on bulk purchase, the guarantee period and after-sales service details, installation and transportation charges and your terms of payment.

We plan to start functioning in this new extension complex from the 1st of next month. So please let us know the details for the above products by 28th of this month. We look forward to hearing from you.

Thank you,

Yours faithfully,

(sign)

Sathish Joshua

The Purchase Officer

Exercise:

As the purchase officer of ABC Engineering College, Chennai-93, draft a letter calling for quotation  regarding the purchase of language lab equipment for your institution. Write to the Sales Manager, Linex Systems, 125, Mount Road, Chennai-600 002.