Job Shop Quote Cover Letter Template
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.
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Job Shop Quote Cover Letter Template
Quotation Q-24-1187
Ridgeline Precision Machining Date: 2026-10-20 Prepared for: Harbor Hydraulics Inc., attention Dana Whitfield, Buyer In response to: RFQ 55120 This quotation is valid for 30 days from the date above.
Part quoted
HX-4410 Rev C Manifold block, 6061-T6 aluminum
Pricing
| Quantity | Unit price | Lead time |
|---|---|---|
| 25 | $62.40 | 4 weeks ARO for first lot, 3 weeks repeat |
| 100 | $44.85 | 4 weeks ARO for first lot, 3 weeks repeat |
| 500 | $36.10 | 4 weeks ARO for first lot, 3 weeks repeat |
Assumptions and exclusions
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.
Terms
Payment: Net 30. 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
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.
Link quotes to actual job cost
Optional: see how your quotes performed against finished jobs in your ERP.
Optional. The tool and every export work without this. No spam.
How to use the template
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
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.
- 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
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.
Frequently Asked Questions
How long should a quote remain valid?
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?
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?
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?
No. If drawings are subject to ITAR or EAR, add the handling and registration language your own compliance process requires.
Netray can link your quotes to actual job results in your ERP so estimating accuracy is visible by customer and part family.
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