Quotation Acceptance Letter
A verbal yes to a quotation is not enough when money and timelines are involved. This acceptance letter formally approves the quote and locks in the agreed terms.
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When and how to use this letter
Send this letter as soon as the quotation is approved internally, and always within the quote's validity period. Email it to the vendor's sales contact with the quotation reference in the subject line for easy tracking.
Use a clear, affirmative tone. Acceptance letters create obligations, so state exactly what you are accepting: the reference number, date, amount, and key terms. Ambiguity at this stage becomes a dispute at delivery.
Include what to avoid: do not accept an expired quotation without asking for revalidation first. Do not accept by phone alone; always follow up with this written confirmation. Avoid adding new conditions in the acceptance letter that were not in the quote, as that can turn your acceptance into a counter-offer.
What happens next: issue the purchase order referencing both the quotation number and this acceptance, and confirm the delivery schedule in writing. A practical tip: attach the original quotation to your acceptance email. A year later, when someone asks what was agreed, one email thread with both documents attached answers every question. Also note the quote's payment terms in your accounts system immediately, so the invoice is processed on time and early-payment discounts are not missed. Finally, confirm the vendor's tax registration details before the first invoice arrives to avoid compliance delays later.
Frequently asked questions
Is accepting a quotation legally binding?
What if the quotation has expired?
Does acceptance replace a purchase order?
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