How to write a letter asking approval for a given quote

Written by karen s. johnson
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How to write a letter asking approval for a given quote
Your company or product can gain credibility from an expert's quote. (newspaper image by Angelika Bentin from

Occasionally you might find a need to ask permission to quote someone, particularly if you work in marketing, public relations or corporate communications. You might even need to quote a high-level manager or CEO. The scenario is very common in public relations, such as when you are announcing a product that has been reviewed by a noted expert or analyst and you wish to quote that expert in a press release.

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Things you need

  • Letterhead
  • Thank-you note cards

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    How to Write a Letter Seeking Approval for a Quote

  1. 1

    Research the correct person to approach. If you are looking for an analyst from a firm, you must determine who has expertise in your industry and covers it on a regular basis. If you are trying to promote a product or service, this person will ideally already have tried the product or is otherwise familiar with it. If not, make arrangements for a briefing or product trial before you make the quote request.

    How to write a letter asking approval for a given quote
    Research your industry publications to find experts in your industry. (magazine image by Charles Taylor from
  2. 2

    Review the firm's -- or individual's -- quote approval procedures. An analyst firm is accustomed to such requests and will likely have the proper procedures posted on their website. It is important that you follow these procedures if you want your request to get attention. If they want you to draft the desired quote, then do so. If they only want parameters for a quote, such as what it will be used for, then send only those parameters. Also, the request may need to go through a marketing or communications office rather than the individual directly, so make sure you send the request through the proper channels as indicated.

    How to write a letter asking approval for a given quote
    Look at the company's or individual's website for policies on seeking quote approval. (woman working on a laptop computer image by Julia Britvich from
  3. 3

    Put your request in writing. Even if you have already spoken to the person on the telephone and secured a verbal approval, confirm it in writing. Make sure you keep a copy for your records, so if you send the request via e-mail, keep both an electronic and printed copy.

    How to write a letter asking approval for a given quote
    Get written confirmation of your request and any approval. (typing image by from
  4. 4

    Send the firm or individual who is quoted a copy of the finished product before it goes public, and state -- again -- exactly what the intended use is, how the information is being sent, and who will see it. If it is in a press release, send them a final copy with the words "Confidential. Not for Release" written in bold across the top. Highlight the quote, and state exactly how it is being distributed -- for example, over a newswire or e-mailed to business editors or local newspapers.

    How to write a letter asking approval for a given quote
    Send a copy of the finished document with the quote to the person being quoted before it is made public. (white folder (confidential) image by William Berry from
  5. 5

    Send a handwritten thank-you note to the individual quoted and to anyone else who assisted you in procuring the quote.You can send a note via e-mail in addition to a handwritten note, but not in lieu of one. Odds are you will make a similar request in the future, so you want everyone's experience with you to have a positive, lasting effect.

    How to write a letter asking approval for a given quote
    A personal, handwritten thank-you note is a great, and necessary, final touch. (thank you image by feisty from

Tips and warnings

  • Familiarise yourself with the person from whom you are requesting a quote. Read other quotes from him and try to stay in line with those quotes. If you can see from previous quotes that he never says, "I love this product!" then do not ask him to give you that type of quote.
  • Do not be tempted, under any circumstances, to use the same quote in your next communication piece, unless it was clearly outlined -- and you have in writing -- that the quote can be used in multiple materials over a certain time period. You will risk damaging your credibility and ruining the reputation of your company.

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