This guide provides a comprehensive overview on how to draft a quotation authorization letter in English. It covers key elements, formatting, and essential language to ensure clear and effective communication for business transactions.

In the business world, effective communication is crucial for the success of any transaction. One of the most important documents in the process of making a deal is the quotation authorization letter. This letter serves as a formal request for a quote from a supplier or vendor. If you are looking to write a quotation authorization letter in English, it is essential to know the correct terminology. In this article, we will explore how to express "quotation authorization letter" in English and provide you with a comprehensive guide to drafting a professional and effective letter.

Firstly, let's clarify the meaning of "quotation authorization letter." This document is issued by a buyer to a supplier or vendor, authorizing them to provide a detailed quote for the goods or services requested. The letter outlines the specific requirements, quantities, and any other relevant details that the buyer needs to receive a comprehensive quote.

Now, let's delve into the English translation of "quotation authorization letter." There are a few variations you can use, but the most common and widely recognized term is:

1、Quotation Authorization Letter

2、Authorization for Quotation

3、Quotation Request Authorization

These terms can be used interchangeably, and the choice of which one to use depends on the context and your personal preference.

To draft a professional quotation authorization letter in English, follow these steps:

1、Begin with a formal salutation: Address the letter to the appropriate recipient, such as the supplier's or vendor's company name, department, or contact person. For example:

Dear [Company Name] Sales Team,

2、Introduce yourself and your company: Briefly state your name, position, and the name of your company. This helps establish your credibility and sets the tone for the letter.

I am [Your Name], [Your Position] at [Your Company Name], and we are interested in obtaining a quotation for [product/service].

3、Provide the details of the goods or services: Clearly describe the products or services you require, including specifications, quantities, and any other relevant information. Be as specific as possible to ensure the supplier understands your needs.

We are interested in purchasing [product/service] as follows:

- Product/Service: [Product/Service Name]

- Specifications: [Detailed specifications]

- Quantity: [Number of units required]

- Delivery Date: [Desired delivery date]

4、Specify any additional requirements: Mention any special requirements, such as preferred payment terms, delivery method, or any other conditions that should be considered in the quote.

Please note that we require the following additional information for the quotation:

- Payment Terms: [Preferred payment terms]

- Delivery Method: [Preferred delivery method]

- Other Conditions: [Any other relevant conditions]

5、Request the quote: Politely request the supplier to provide the quote within a specific timeframe.

We kindly request that you send us a detailed quotation for the above-mentioned goods/services by [deadline]. This will allow us to compare your offer with other suppliers and make an informed decision.

6、Provide contact information: Include your contact details, such as your phone number, email address, and postal address, to facilitate communication.

Please feel free to contact me at [Your Phone Number] or [Your Email Address] if you have any questions or require further information.

7、Close the letter: End the letter with a formal closing and your signature.

Sincerely,

[Your Name]

[Your Position]

[Your Company Name]

[Company Address]

[City, State, ZIP Code]

Remember to proofread your letter for any grammatical errors or typos before sending it. A well-written quotation authorization letter in English can help you establish a strong foundation for a successful business relationship with your supplier or vendor.

In conclusion, expressing "quotation authorization letter" in English can be done using terms such as "Quotation Authorization Letter," "Authorization for Quotation," or "Quotation Request Authorization." By following the steps outlined in this article, you can draft a professional and effective letter that clearly communicates your requirements and sets the stage for a smooth transaction.