To accept a quote, reply in writing and include: the quote number and date, the total you are accepting (and whether tax is included), a one-line description of the work, the start or delivery date you want, and your name. For example:
We accept quotation Q-1042 dated 2 October for the kitchen refit at £8,450 including VAT, on the terms set out in the quotation. Please confirm the start date.
What to include when you accept a quote
- The quote number and date, so there is no doubt which version you accepted.
- The total, and whether it includes VAT, GST or sales tax.
- What the work or order is, in a line, plus any option you chose.
- Timing: the start date, delivery date or deadline you are expecting.
- Your purchase order number, if your business uses them.
- Your name and position, and a signature on a letter.
Accept the quote as written. If you want anything changed, say so and ask for a revised quote first, because changing the terms is not the same as accepting them (see accepting with changes).
Templates for accepting a quote
Replace everything in [square brackets]. Keep the quote number, date and total in every message.
Quote acceptance email (formal)
Subject: Acceptance of quotation [Q-1042]
Dear [Name],
Thank you for your quotation [Q-1042] dated [date]. We are pleased to accept it for [short description of the work] at the quoted total of [amount, including VAT], on the terms set out in the quotation.
Please confirm the start date and let us know if you need anything from us before work begins, such as a deposit or access arrangements.
Kind regards,
[Your name]
[Position, Company]
[Phone]
Short reply to accept a quote
Enough for a small job, as long as it names the quote and the amount.
Hi [Name], thanks for the quote. We accept quotation [Q-1042] for [amount]. Please go ahead and let us know the start date. Thanks, [Your name]
Quotation acceptance letter
Use a signed letter for larger contracts or when your organisation needs a formal record.
[Your company name]
[Address]
[Date]
[Supplier name]
[Supplier address]
Dear [Name],
Re: Acceptance of quotation [Q-1042] dated [date]
We confirm our acceptance of your quotation [Q-1042] dated [date] for [description of goods or services], at a total price of [amount] [including or excluding] [VAT or tax].
This acceptance is made on the terms and conditions stated in the quotation. Our purchase order number is [PO number]. We would like the work to start on [date] [or: delivery by date].
Please confirm receipt of this letter and the agreed schedule.
Yours sincerely,
[Signature]
[Name]
[Position]
[Company]
Confirmation of quotation (putting a verbal yes in writing)
A yes on the phone may count, but it is hard to prove. Confirm it in writing the same day.
Subject: Confirmation of quotation [Q-1042]
Dear [Name],
Further to our call today, I am writing to confirm that we accept quotation [Q-1042] dated [date] for [description] at [amount].
As agreed, the work will start on [date] and we will pay the [deposit of amount] by [date]. All other terms are as stated in the quotation.
Please reply to confirm you have received this.
Kind regards,
[Your name]
Accepting a quote with a purchase order
Subject: Purchase order [PO-5521] for quotation [Q-1042]
Dear [Name],
Please find attached purchase order [PO-5521], which accepts your quotation [Q-1042] dated [date] for [description], total [amount excluding VAT].
Please quote the PO number on your invoice and send it to [accounts email]. Delivery is required at [address] by [date].
Regards,
[Your name]
[Purchasing, Company]
Accepting part of a quote, or with changes
If you change anything (the price, the scope, the dates or the terms), you are making a counter-offer rather than accepting. Nothing is agreed until the business confirms the change, so ask for a revised quote and accept that one.
Accepting part of a quote
Subject: Quotation [Q-1042]: items we would like to go ahead with
Dear [Name],
Thank you for quotation [Q-1042]. We would like to proceed with the following items only:
[Item 1], [amount]
[Item 2], [amount]
We will not be going ahead with [item 3] at this stage. Could you please send a revised quotation for these items so we can confirm acceptance in writing?
Kind regards,
[Your name]
Accepting with changes (asking for a revised quote)
Subject: Quotation [Q-1042]: changes before we accept
Dear [Name],
Thank you for your quotation [Q-1042]. We would like to go ahead, with the following changes:
[Change 1, for example a start date of 10 November instead of 3 November]
[Change 2, for example we will supply the tiles]
Could you send a revised quotation reflecting these points? We will confirm acceptance as soon as we receive it.
Kind regards,
[Your name]
Declining or delaying
Asking for more time (extending the validity date)
Subject: Quotation [Q-1042]: can the price be held until [date]?
Hi [Name],
We would like to go ahead with quotation [Q-1042], but we need until [date] to [confirm the budget or get approval]. Would you be able to hold the quoted price until then?
Thanks,
[Your name]
Declining a quote politely
Subject: Quotation [Q-1042]
Hi [Name],
Thank you for taking the time to prepare quotation [Q-1042]. We have decided not to go ahead [at this time, or: with another supplier whose timing suits us better].
We appreciated the detail in your quote and will keep your details for future work.
Kind regards,
[Your name]
For businesses: confirming a client’s acceptance
When a client accepts, reply the same day. It fixes the price, scope and date in writing and tells the client what happens next.
Acknowledging a client’s acceptance
Subject: Thank you, quotation [Q-1042] accepted
Hi [Client name],
Thank you for accepting quotation [Q-1042] dated [date]. This confirms the work and the total of [amount] exactly as quoted.
Next steps:
[The deposit invoice is attached, or: no deposit is needed]
Work starts on [date] at [address]
Any extra work will be quoted and agreed in writing before we do it
If anything changes on your side, just let me know.
Kind regards,
[Your name]
[Business name]
Acceptance wording to put on your quote
Paste it into the Notes & terms box of the quote maker, or open the quote maker with this wording already added.
ACCEPTANCE
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 booked on receipt of acceptance [and the deposit of amount].
I/We accept this quotation and its terms.
Signed: ____________________ Date: ____________
Name and position: ____________________
Making acceptance unambiguous (for the business sending the quote)
Most disputes about whether a quote was accepted come from a quote that left something open. Before you send one, check that it has:
- A unique quote number, and a new number or "rev. 2" on any revised version, which says it replaces the earlier one.
- A validity date. After it, the client can’t hold you to the old price.
- The total including tax shown clearly. In the UK, prices for consumers must include VAT and other mandatory charges up front (CMA guidance on price transparency).
- Scope and exclusions, so both sides know what "the work" means.
- Payment terms and any deposit.
- How to accept (reply, sign or pay the deposit) and what happens after.
Keep the accepted version exactly as it was. If the work changes later, price the change separately and get it agreed in writing before doing it.
GetQuotationMaker creates a quote PDF that you send yourself. It doesn’t collect online signatures or track acceptance, so put the acceptance wording in the Notes & terms box and keep the client’s reply or signed copy with the job.
Is accepting a quote binding?
In general, a quote is an offer. When the client accepts it as written, before it expires, that normally forms an agreement on those terms: the business does the work described and the client pays the quoted price. A few points that commonly come up:
- Changes are a counter-offer. Accepting "subject to" new terms isn’t acceptance until the other side agrees.
- Expired quotes. After the validity date, the business can re-quote at current prices.
- Quote or estimate? In the UK, Citizens Advice describes a quote as "a promise to do work at an agreed price" and an estimate as "the trader’s best guess" (Citizens Advice).
- UK consumers agreeing at home. When a consumer agrees a contract away from the trader’s premises, for example at their home, they generally have 14 days to cancel a services contract (Consumer Contracts Regulations 2013, reg. 29–30).
Sources last checked 7 October 2026. This is general information, not legal advice. Rules differ by country and contract type, so take advice on large or unusual contracts.
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