Need the right words to accept a quote, or to confirm one a client has accepted? Below are ready-to-use quote acceptance wording examples you can copy, followed by how quotation acceptance actually works and how to get more of your own quotes accepted.
Quote acceptance wording: examples you can copy
Replace the details in square brackets. Keep the quote number, date and total in every message, so the accepted terms are recorded in writing.
1. Accepting a supplier quote (client to business)
Use this when you have received a quote and want to accept it.
Dear [Name],
Thank you for your quotation [Q-001] dated [date]. We are pleased to accept it for [short description of work] at the quoted total of [amount], on the terms set out in the quotation.
Please go ahead and confirm the start date. Let us know if you need anything further from us, such as a purchase order or deposit.
Kind regards,
[Your name]
[Company]
2. Confirmation of quotation (business to client)
Send this the same day a client accepts, especially if they accepted by phone or in person.
Dear [Name],
Thank you for accepting quotation [Q-001] dated [date]. This email confirms the scope and total of [amount] exactly as quoted.
Next steps: we will send the deposit invoice today and book the work in for [date] once it is received. Any additional work will be quoted separately before we carry it out.
Kind regards,
[Your name]
3. Acceptance wording to put on your quote
Add this at the bottom of every quote so the client knows exactly how to accept.
To accept this quotation, sign below and return it, or reply to the email it came with confirming acceptance. This quotation is valid until [date]. Work will be scheduled on receipt of acceptance [and the deposit of amount].
Accepted by: ______________________ Date: ____________
Name and position: ______________________
4. Short acceptance reply
For small jobs, a one-line written reply is enough, as long as it references the quote.
5. Accepting a quote with changes
If you want to accept only part of a quote or change something, say so clearly. Strictly, this is a counter-offer, so ask for a revised quote rather than assuming the change is agreed.
Thank you for quotation [Q-001]. We would like to proceed with [items to accept] but not [items to remove]. Could you please send a revised quotation reflecting this? We will confirm acceptance on receipt.
Kind regards,
[Your name]
What does quotation acceptance mean?
A quote on its own is an offer. It carries no obligation for either side until the client accepts it. Once the client accepts the quote as written, that acceptance normally forms the basis of a contract: you agree to carry out the scope described, and they agree to the price and terms on the document. This is why the wording matters. Whatever is listed, excluded or left vague is what you are both agreeing to.
Acceptance only applies while the quote is still valid. If the validity date has passed, the offer has lapsed and the business is free to re-quote at current prices.
How a client accepts a quote
- Written reply - the client emails back confirming they accept. The most common method and the easiest to evidence.
- Signed quote - the client signs and returns the quote document. Useful for larger projects.
- Deposit payment - paying the deposit stated on the quote is usually treated as acceptance of it.
- Verbal agreement - it may count, but it is very hard to prove. Always follow a verbal yes with a written confirmation.
Always confirm acceptance in writing
Written confirmation fixes the price, the scope and the date the work was agreed, so neither side relies on memory later. Keep the accepted quote exactly as it was. Do not edit it after acceptance. If something changes, issue a separate written quotation for the extra work.
What happens after a quote is accepted
- Confirm acceptance in writing and thank the client
- Raise a deposit invoice if your terms include one
- Schedule the work and confirm the dates
- Quote any additional work separately before carrying it out
- Invoice the balance on completion, matching the accepted quote line for line
The fastest way to turn an accepted quote into an invoice is to build the invoice from the same line items, so the two documents match exactly.
7 ways to improve your quote acceptance rate
1. Send quotes quickly
The first professional quote to arrive often wins. Aim to send within 24 hours of the enquiry.
2. Be specific
Vague descriptions lose jobs. Specific line items build trust and reduce the questions that stall a decision.
3. Include a validity date
It creates gentle urgency. Without one, clients sit on quotes indefinitely and prices drift.
4. Follow up
Many accepted quotes need a nudge. Send one short follow-up 3 to 5 days after the quote. Most silence is busyness, not rejection.
5. Make it easy to accept
Put clear acceptance wording on the quote itself, like example 3 above, and attach the PDF rather than sending the client somewhere to log in.
6. Include clear terms
Payment terms, warranty and exclusions make a quote feel complete, and a complete quote feels safer to accept.
7. Look professional
A clean PDF with your business details, a quote number and a validity date signals that you will run the job the same way.