A pricing request often arrives before you have the authority or information to answer it fully. A quick reply still matters: it tells the requester their message was received and gives them a clear sense of what happens next. The key is to separate what you can confirm now from what still needs approval. State who is reviewing the terms, avoid quoting a figure as settled, and make a realistic plan to follow up. That approach helps prevent misunderstandings without leaving the customer wondering whether their request has disappeared.
The useful bits
- Acknowledge the request without implying the price is approved.
- Name the role or team responsible for confirming terms.
- Follow up with a clearly marked final quote or an honest status update.
Reply promptly with what you know
Start by thanking the person and confirming the scope of their request in plain language. If they asked about a service, quantity, delivery window, or particular terms, briefly reflect the relevant details so they can spot a misunderstanding early. Do not repeat sensitive information unnecessarily.
Then distinguish confirmed facts from open questions. You might know that the request is being reviewed, but not yet know the final price, discount, delivery commitment, or payment terms. Say that those details are pending rather than filling the gap with an estimate that could be mistaken for an offer.
Subject: Re: Pricing request Hello [Customer name], Thanks for asking about [product or service] for [scope or quantity]. I’ve received your request and am checking the proposed terms before I send a confirmed quote.
Identify the approval step
Tell the requester which function or authorized role needs to review the terms, such as a pricing approver, finance contact, or sales manager. Use the description that fits your organization; do not suggest a person has approved something unless they actually have. If you are unsure who owns the decision, find that out internally before naming a reviewer.
A useful explanation is specific about the decision, not about internal bureaucracy. For example, say that a proposed discount needs approval, or that the requested delivery commitment is being checked. This gives the customer a reason for the pause without exposing internal debate or implying that approval is guaranteed.
Keep provisional information unmistakable
If you must discuss a possible figure or term, label it clearly as provisional and explain what remains unconfirmed. Avoid placing an unapproved number in a quote table, subject line, or attachment where it may be separated from the caveat. Do not call a draft “final,” use language such as “we can offer,” or invite acceptance until the authorized terms are confirmed.
When there is no reliable estimate, say so directly. You can still explain what information is being checked and what details you need from the requester. If their request lacks quantity, location, timing, or another relevant scope detail, ask for it now rather than making an assumption that could distort the quote.
If a customer asks whether a discount is available, write: “A discount has not been confirmed. I’ve asked the authorized approver to review the request and will send the terms once I have a decision.”
Set a follow-up expectation you can meet
Give a next step and a time for an update only when you have a reasonable basis for doing so. If you can commit to checking in by a particular date, say that you will provide either the approved quote or a status update by then. Do not promise that approval itself will arrive by that time.
If you cannot yet estimate the review period, avoid inventing one. Tell the requester you are confirming the expected timing and will update them when you know more. Make a reminder for yourself or agree internally who will send the update. A clear, modest commitment is more useful than a confident deadline you may miss.
Use a simple pending-approval structure
A concise reply can cover the essentials in this order: acknowledge the request, restate its scope, identify the pending decision, name the appropriate reviewing role, and set the next communication step. Keep the message focused on the customer's question. Avoid adding unrelated product details or making the requester interpret internal shorthand.
Before sending, check that every stated figure and condition is either verified or explicitly marked as unconfirmed. Make sure the message does not accidentally imply that silence means acceptance, that a discount is certain, or that delivery or payment terms are already agreed.
- Request acknowledged and scope accurately repeated.
- Pending price or term clearly distinguished from confirmed facts.
- Approval owner or function identified accurately.
- Follow-up action and timing are realistic.
Close the loop when the decision arrives
After approval, send the confirmed terms in a clean, unambiguous message. State the scope the quote covers, the approved price and conditions, and any validity or timing details only if those have been confirmed. If the request is declined or changed, explain the decision neutrally and offer an appropriate next step, such as revising the scope for review.
Confirm that your process worked by checking the thread: did the customer receive a clear acknowledgement, could they tell the quote was still pending, and did they later receive either the confirmed offer or a status update? If they reply as though a provisional term was final, correct the misunderstanding promptly and directly.
Hello [Customer name], The requested terms for [scope] are still under review; no final price has been approved yet. [Approver role] is checking [specific term]. I’ll update you by [date] with the confirmed quote or the current status. Regards, [Your name]
About this guide
Prepared with AI assistance for the BITTU Mail editorial library. Check important details against your original messages and current account settings. Product access depends on your role, plan and provisioning state. Provider interfaces and requirements can change.
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