# Quote email prompt: free ChatGPT template > Write the short email that sends a finished quote: the job and price exactly as quoted, the customer's question answered, and clear steps to approve it. Source: https://learn.ynteractive.com/content/prompts/quote-email-prompt · Updated 2026-10-01 · Free from Stepthrough (https://learn.ynteractive.com) [Quotes and estimates](https://learn.ynteractive.com/content/prompts#job-quotes-and-estimates) · [Trades](https://learn.ynteractive.com/content/prompts#industry-trades) · Works in ChatGPT, Claude, Gemini and Copilot Updated October 1, 2026 · By [Robert Breen](https://learn.ynteractive.com/content/about) Use this when the quote itself is done and you need the email that delivers it. The quote document holds the details; the email's job is to make saying yes easy. It restates the job and price in two sentences, answers the question the customer asked at the visit, and says exactly how to approve and what happens next. AI cover emails tend to add urgency ("prices may change") or re-describe the work in new words that don't match the quote. This prompt prevents both. ## The prompt Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every `[BLANK]` with your own details. It uses the four parts from [Prompt Writing 101](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format): Role, Context, Task and Format. Copy prompt ```text Role: You are the office manager at [BUSINESS], emailing a customer the quote they asked for. Context: The quote, as written: [QUOTE SUMMARY]. How to approve it, and what happens after: [APPROVAL STEPS]. The customer's question from the visit, and our answer: [QUESTION AND ANSWER]. Copy the price exactly as it appears on the quote. Don't add discounts, urgency, expiry dates or availability that aren't listed here, and don't describe the job in more detail than the summary. Task: Write a short email that sends the attached quote, restates the job and price in two sentences, answers the customer's question, and explains exactly how to approve and what happens next. Format: Subject line first, naming the job. Under 140 words. The price on its own line, exactly as on the quote. Approval steps as a short numbered list. No emoji and no pressure words such as "act now." Sign with [SIGNATURE]. ``` ## Fill in the blanks **`[BUSINESS]`** Your company name and trade. **`[QUOTE SUMMARY]`** Customer name, the job in one line, the price, what's included and any validity period, all copied from the quote itself. **`[APPROVAL STEPS]`** How the customer says yes (reply, sign online, call) and what you do next: scheduling, deposit if any, how long the job usually takes. **`[QUESTION AND ANSWER]`** The question they asked at the visit and your real answer. People remember their question; answering it shows you listened. **`[SIGNATURE]`** Your name, business and office phone. ## Example, filled in **A made-up example** from the free lesson [Build a Custom GPT Plumbing Quote Writer](https://learn.ynteractive.com/content/plumbing-quote-writer-custom-gpt). Blue Maple Plumbing is the made-up plumbing company in the quote writer lesson. Its Custom GPT wrote the quote description; now the office emails it. Copy example ```text Role: You are the office manager at Blue Maple Plumbing, a residential plumbing company, emailing a customer the quote they asked for. Context: The quote, as written: Carol Hayes. Replace the leaking 50-gallon gas water heater with a new 50-gallon gas water heater. $2,150 flat rate from our price list, including permit, haul-away of the old tank and cleanup. 1-year labor warranty; the manufacturer's warranty is separate. Quote valid for 30 days. How to approve it, and what happens after: reply "Approved" or sign with the link on the quote. The office calls within one business day to schedule. No deposit. Most installs take about half a day. The customer's question from the visit, and our answer: "Do I need to be home?" Yes, an adult needs to be there to let us in, and at the end so the plumber can show you the new heater. Copy the price exactly as it appears on the quote. Don't add discounts, urgency, expiry dates or availability that aren't listed here, and don't describe the job in more detail than the summary. Task: Write a short email that sends the attached quote, restates the job and price in two sentences, answers the customer's question, and explains exactly how to approve and what happens next. Format: Subject line first, naming the job. Under 140 words. The price on its own line, exactly as on the quote. Approval steps as a short numbered list. No emoji and no pressure words such as "act now." Sign with Nora, Blue Maple Plumbing, (717) 555-0186. ``` ## What a good answer looks like - "$2,150 flat rate" on its own line, matching the quote. - Her question answered in a sentence, before the approval steps. - "Most installs take about half a day," not a promised finish time. - The 30-day validity stated once as a fact, not as pressure. ## How to check it before you use it An AI draft can sound right and still say something you never told it. Use the habit from the [Reply Faster lesson](https://learn.ynteractive.com/content/chatgpt-reply-to-customer-emails): check every promise, name, date and number against what you gave it before anything goes out. - Put the email next to the quote. Price, inclusions and warranty must match word for word. - Delete anything new: "limited time," "we can start tomorrow," or a discount you never offered. - Confirm the quote is attached and the approval link works. - If the customer hasn't answered in a week or so, use the [quote follow-up prompt](https://learn.ynteractive.com/content/prompts/quote-follow-up-email-prompt). ## Why this prompt works Splitting the document from the email keeps each one simple: the quote is the record, and the email removes friction. The Context makes the quote the single source of truth, which is [grounding](https://learn.ynteractive.com/content/glossary/grounding) applied to sales. To write the quote description itself, see the [HVAC estimate](https://learn.ynteractive.com/content/prompts/hvac-estimate-description-prompt) or [electrical bid](https://learn.ynteractive.com/content/prompts/electrical-bid-scope-prompt) prompts. ## Practice it in the free lesson **[Build a Custom GPT Plumbing Quote Writer](https://learn.ynteractive.com/content/plumbing-quote-writer-custom-gpt)**: See why generic prompts give generic quotes, then build a Custom GPT loaded with your plumbing services and pricing and watch the quotes transform. You do every step yourself in a practice copy of ChatGPT, and nothing touches your real accounts. [Start the free lesson](https://learn.ynteractive.com/modules/chatgpt-custom-gpt-plumbing) Also useful: [Prompt Writing 101: Role, Context, Task, Format](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format) ## Terms used here [Estimate, quote and bid](https://learn.ynteractive.com/content/glossary/estimate-vs-quote) · [Grounding](https://learn.ynteractive.com/content/glossary/grounding) · [Prompt constraints](https://learn.ynteractive.com/content/glossary/prompt-constraints) ## Related prompts - [Quote follow-up email prompt](https://learn.ynteractive.com/content/prompts/quote-follow-up-email-prompt): Follow up on a quote that got no reply: remind them what it covered, answer the likely question, and make yes, a question or "no… - [HVAC estimate description prompt](https://learn.ynteractive.com/content/prompts/hvac-estimate-description-prompt): Turn a technician's notes into a homeowner-friendly HVAC estimate: each option side by side, prices only from your list, terms… - [Electrical bid scope of work prompt](https://learn.ynteractive.com/content/prompts/electrical-bid-scope-prompt): Write an electrical bid's scope of work in job order, with included, not included, assumptions and a price range from your… - [Change order email prompt](https://learn.ynteractive.com/content/prompts/change-order-email-prompt): Explain extra work found mid-job and get written approval: what you found, the added cost, the new total, and what happens if… [All free prompt templates](https://learn.ynteractive.com/content/prompts) · [AI glossary](https://learn.ynteractive.com/content/glossary)