Business promotional materials: Request for quote re advertising media

Example:

Addressee

Our reference
Contacts

Dear

Advertising media materials for our website

I refer to our phone conversation regarding this matter. Thanks for your assistance and advice to date, it's been very helpful.

As discussed, we're looking for a good quality media presentation for our new Wildman software.

As discussed, this material is to be:

A tutorial for our software, the basic operations, with screenshots demonstrating links and operation.
A series of interactive links to our online users forum, Members Club Shop and other features (This is a How To Use Our Site guide, in effect.)

The basic information regarding the software and website are attached as the files listed below.

You'll appreciate we're shopping around for quotes for this work. We will appreciate an estimate by no later than (insert date).

Please note: We're working on a fixed budget, and any business will be on acceptance of materials.

Please contact me should you have any questions regarding any of the materials or our business requirements for this work.

Yours sincerely

Signed
Title
Date

Analysis

As you can see, not much is left to the reader's imagination regarding what's required or the business angles.

You must be specific regarding the requirements of the advertising and its purpose.

This information is absolutely essential for the advertising agencies.

They can't work on a 'piece of string' basis.

It's also relevant to your business obligations.

This is very like a contract, even at this stage.

Vague descriptions don't work in any business arrangement, and the risk is you may find yourself obliged to pay for what they honestly thought you wanted.

Disclaimer

Please note:

This text is intended for advisory and guideline purposes only.

Any business letter can become a legal document, so check your content properly before issuing.

Any executable or statutorily defined document should be checked for compliance with legal requirements, and you should seek legal advice regarding its contents.