# Job Shop Quote Cover Letter Template

> Source: https://netray.co/tools/job-shop-quote-cover-letter-template
> Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems.
> Section: Free Tools

## Short answer

A fill-in quote letter for machined parts with quantity price breaks, assumptions, exclusions and standard terms.

## Category

industry-templates

## Industry

Job Shop Machining

## Audience

- Estimator
- Sales engineer
- Shop owner

## Tool

**Kind:** template

**Output:** document

**Fields:**

#### Your company

**Key:** company

**Type:** text

**Default:** Ridgeline Precision Machining

#### Customer

**Key:** customer

**Type:** text

**Default:** Harbor Hydraulics Inc.

#### Customer contact

**Key:** contact

**Type:** text

**Default:** Dana Whitfield, Buyer

#### Quote number

**Key:** quote_no

**Type:** text

**Default:** Q-24-1187

#### Customer RFQ reference

**Key:** rfq_ref

**Type:** text

**Default:** RFQ 55120

#### Quote date

**Key:** date

**Type:** date

**Default:** 2026-10-20

#### Valid for (days)

**Key:** valid_days

**Type:** text

**Default:** 30

#### Part number and revision

**Key:** part_no

**Type:** text

**Default:** HX-4410 Rev C

#### Part description

**Key:** part_desc

**Type:** text

**Default:** Manifold block, 6061-T6 aluminum

#### Quantity break 1

**Key:** q1

**Type:** text

**Default:** 25

#### Unit price break 1

**Key:** p1

**Type:** text

**Default:** $62.40

#### Quantity break 2

**Key:** q2

**Type:** text

**Default:** 100

#### Unit price break 2

**Key:** p2

**Type:** text

**Default:** $44.85

#### Quantity break 3

**Key:** q3

**Type:** text

**Default:** 500

#### Unit price break 3

**Key:** p3

**Type:** text

**Default:** $36.10

#### Lead time

**Key:** lead

**Type:** text

**Default:** 4 weeks ARO for first lot, 3 weeks repeat

#### Assumptions and exclusions

**Key:** assump

**Type:** textarea

**Default:** Customer to supply drawing HX-4410 Rev C and 3D model. Pricing assumes material certification from mill, standard inspection per drawing, and no first article report unless requested. Anodize and packaging are included; freight is excluded.

#### Payment terms

**Key:** terms

**Type:** select

**Options:**

- Net 30
- Net 45
- Net 15
- 50% deposit, balance Net 30

**Default:** Net 30

**Blocks:**

#### Quotation {{quote_no}}

**Body:** {{company}}
Date: {{date}}
Prepared for: {{customer}}, attention {{contact}}
In response to: {{rfq_ref}}
This quotation is valid for {{valid_days}} days from the date above.

#### Part quoted

**Body:** {{part_no}}
{{part_desc}}

#### Pricing

**Table:**

**Columns:**

- Quantity
- Unit price
- Lead time

**Rows:**

**0:** {{q1}}

**1:** {{p1}}

**2:** {{lead}}

**0:** {{q2}}

**1:** {{p2}}

**2:** {{lead}}

**0:** {{q3}}

**1:** {{p3}}

**2:** {{lead}}

#### Assumptions and exclusions

**Body:** {{assump}}

#### Terms

**Body:** Payment: {{terms}}.
Prices are in US dollars and exclude applicable taxes. Quantities over or under the ordered amount by up to 10% may be shipped and invoiced unless the purchase order states otherwise. Changes to drawings, revision level or quantity after acceptance may change price and lead time.

#### Acceptance

**Signatures:**

- Prepared by
- Customer acceptance (PO number and date)

**Notes:** This template is a starting point, not legal advice. Have your own counsel review terms before use, and adjust over and under shipment, warranty and liability language to your contracts.

## Content

**Intro:** A quote that lists only a price invites questions and disputes. A good quote letter states the revision quoted, price breaks, lead time, what is assumed and what is excluded. This template produces that document in minutes.

**Sections:**

#### How to use the template

**Body:** Fill in your company, the customer, RFQ reference and part number with revision. Enter up to three quantity breaks with unit prices and the lead time, then write the assumptions that sit behind the price. Download as PDF or Word and send. Keep the quote number the same as the estimate in your ERP so the job can reference it later.

#### What a good quote states

**Body:** The drawing revision protects you if the customer later sends a changed print. Price breaks show how setup is absorbed and encourage larger orders. Assumptions cover material certs, inspection level, finishing and packaging. Exclusions such as freight, tooling and first article reports prevent surprises at invoicing.

**Bullets:**

- Always quote against a named revision
- State validity so material price moves do not bite you
- List special inspection or documentation separately
- Say what is not included

#### Tips for ERP users

**Body:** In JobBOSS, E2 Shop System, Global Shop Solutions and similar systems the quote module can print a letter, but many shops find the default layout thin. Use this template to standardize wording, then paste the quantity and price lines from the system. When the order arrives, compare the final job cost to the quote lines to learn where your estimates drift.

**Cta:** Netray can link your quotes to actual job results in your ERP so estimating accuracy is visible by customer and part family.

**Faq:**

#### How long should a quote remain valid?

**Answer:** Thirty days is common. Shorten it when material prices are volatile, and lengthen it only if you can lock material price or the customer accepts adjustments.

#### Should I quote scrap and setup separately?

**Answer:** Most shops fold them into unit price across quantity breaks. For short runs or special tooling, a separate setup or NRE line is clearer and avoids price disputes.

#### Is over and under shipment normal?

**Answer:** Many shops allow a small tolerance, often around ten percent, but customers can require exact quantity. State your policy in the quote and confirm it against the purchase order.

#### Does this cover export controlled parts?

**Answer:** No. If drawings are subject to ITAR or EAR, add the handling and registration language your own compliance process requires.

## Search terms

machine shop quote template, job shop quote letter, cnc quote format, quotation for machined parts, manufacturing quote template word, machining proposal template, rfq response template machine shop, quote terms and conditions machining

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