No matter how large or small your meeting is, before you contact a property, it is essential that you develop clear meeting specifications. It is in your best interest, and may be required depending on the amount, to prepare a written invitation to bid, request for quotation example, rather than contacting hotels by telephone to get a quote.
request for quotation example should be clear and concise and serves an important tool, saves the planner time, which translates into a cost savings for the agency, provides purchasing documentation and justification for site selection and keeps the planner organized. It also provides a blueprint for a successful meeting.
Here are request for quotation example :
4496 Lochmere Lane
Groton, CT 06340
Dear Kay Ventilation,
I am writing this letter for a price quote on replacing my central air conditioning system in my home.
My house is 4500 square feet, and used two individual central air conditioning units. There is about 6000 feet of ventilation piping that needs to be replaced, as well as two compressor units and 6 control panels. I wish to source my own compressor units, but you will be responsible for all the ventilation and control panels.
Please provide me with pricing information and how long it would take to complete this job for me. I am looking for someone to complete this in less than a week, so please account for that in your price quote.