A wholesale buyer who asks for a quote wants three things back: the price, the terms, and what to do next. These templates cover the replies you will send most often. Swap in your own numbers and keep them short.
What every quote reply needs
Before you use any template, check that the reply answers the questions a buyer would otherwise have to email back about. A reply that needs a follow-up question slows the order down.
- Line items: Product, variant, quantity and unit price for each line
- Total: Subtotal, plus shipping and tax if you know them
- Validity: The date the quote expires
- Payment: When and how payment is due
- Next step: One clear action, such as paying the invoice link
Template: the standard quote
Use this when you can fill the whole request as asked.
- Subject: Your quote from [Store name], valid until [date]
- Opening: Hi [Name], thanks for your request. Here is your quote.
- Body: [Quantity] x [Product, variant] at [unit price] each = [line total]. Repeat for each line. Order total: [total], plus shipping of [amount].
- Close: This quote is valid until [date]. To go ahead, pay using the invoice link below and we will ship within [lead time].
Template: you need more detail
Use this when a line is unclear. Quote what you can and ask one specific question about the rest.
- Subject: Quick question on your quote request
- Opening: Hi [Name], thanks for your request. I can quote most of it now.
- Body: For "[buyer's wording]", we carry [option A] and [option B]. Which one do you need, and in which size or color?
- Close: As soon as you confirm, I will send the full quote.
Template: close to a price break
Use this when the buyer is a few units short of a lower price. Show both totals and let them choose.
- Subject: Your quote, plus a lower unit price option
- Body: As requested: [quantity] x [product] at [price] each = [total]. If you order [higher quantity], the price drops to [lower price] each = [new total].
- Close: Tell me which quantity you want and I will send the invoice.
For how to set the tiers behind this reply, see wholesale price breaks and MOQ.
Template: an item is unavailable
Use this when you cannot supply a line. Say so plainly and offer the closest real alternative, if you have one.
- Body: We can supply everything on your list except [product], which is [out of stock until date / discontinued]. The closest item we carry is [alternative] at [price] each.
- Close: Would you like me to quote with the alternative, or without that line?
Doing this at scale
QuoteWeaver reads the buyer's free-text request, matches each line to a real catalog SKU with a confidence score, and prices it against your B2B list, including the next-break upsell. It builds the Shopify draft order and a drafted reply, and flags low-confidence lines for you to check. See QuoteWeaver.