Email Templates for Car Buying

Negotiate by email to avoid high-pressure tactics. Copy these templates and send to 4-6 dealers before visiting. The best deal will come to you.

Why Negotiate by Email

Advantages

  • No high-pressure environment
  • Time to think and research
  • Written record of quotes
  • Easy to compare multiple dealers
  • Dealers compete for your business

The Process

  • Email 4-6 dealers with the same request
  • Ask for out-the-door (OTD) price
  • Compare responses side by side
  • Use best quote as leverage
  • Visit only when you have a deal

Template 1: Initial OTD Request

Use this to request quotes from multiple dealers.

Subject: Out-the-door quote for [Year Make Model Trim]

Hi [Name/Internet Sales Team],


I'm ready to buy within a week if the numbers are right. Please email a written out-the-door (OTD) quote for:


• [Year Make Model Trim] (preferred colors: [list])

• No add-ons or accessories unless itemized and optional

• I can pick up by [date]


Please include:

- Vehicle price

- Doc fee

- Government taxes

- Title/registration

- Any dealer fees

- VIN (if available)


I'm comparing offers from several dealerships this week. Best email reply works.


Thanks!

[Your Name]

[Your Phone]

Template 2: Specific VIN Request

Use when you've found a specific car online.

Subject: Written OTD for [Year Make Model] (VIN: [VIN])

Hi [Name],


Please send a written out-the-door quote for the [Year Make Model] with VIN [VIN].


I need:

- Complete OTD price breakdown (price, doc fee, taxes, registration, all fees)

- No add-ons unless optional and itemized

- Confirmation the vehicle is currently in stock


I'm comparing offers this week and can move quickly with the right numbers. I'm pre-approved for financing but open to competitive rates.


Thanks!

[Your Name]

[Your Phone]

[Your Zip Code]

Template 3: CPO Vehicle Request

Specifically for Certified Pre-Owned vehicles.

Subject: CPO [Make Model] - OTD Quote Request

Hi,


I'm looking for a Certified Pre-Owned [Make Model] with the following preferences:


- Year: [Year range, e.g., 2022-2024]

- Mileage: Under [X] miles

- Key features: [List important features]

- Color preference: [Colors] (flexible)


Please send me your best out-the-door price on any matching CPO inventory, including:

- Vehicle price

- All taxes and fees

- CPO warranty details

- Vehicle history report


I'm ready to purchase this week with the right deal. I'm comparing CPO options from multiple dealers.


Thanks!

[Your Name]

[Your Phone]

Template 4: Follow-Up / Price Match

Use after receiving quotes to leverage competition.

Subject: Re: OTD Quote - Can you match?

Hi [Name],


Thanks for the quote on the [Year Make Model].


I've received a competing offer of $[X] out-the-door for the same vehicle from another dealer. I'd prefer to work with you if you can match or beat that price.


Can you get to $[X] OTD? I'm ready to buy today if we can make the numbers work.


Thanks!

[Your Name]

Template 5: Clarification Request

Use if their quote isn't clear or includes unwanted items.

Subject: Re: OTD Quote - Clarification Needed

Thanks for the quote. To compare apples-to-apples, please confirm:


• No add-ons included by default (VIN etch, LoJack, tint, nitrogen, dealer packages, etc.)

• Line-item breakdown of: doc fee, taxes, title/registration

• This is the complete out-the-door price with no additional fees at signing


Please reply with a clean OTD breakdown. I'm finalizing my decision by [date].


Thanks!

[Your Name]

Handling Common Responses

"Come in and we'll talk numbers"

Reply: "I'm happy to visit once I have a written OTD quote. I'm comparing multiple dealers and need quotes in writing to make my decision. Email works best for me."

"What monthly payment are you looking for?"

Reply: "I'm focused on the out-the-door price, not the monthly payment. Please send me the complete OTD price and I'll handle financing separately."

"Price depends on financing/trade-in"

Reply: "I'm paying cash / I have outside financing arranged. No trade-in. Please provide your best OTD price for the vehicle purchase only."

"This is our best price, take it or leave it"

Reply: "I understand. I have a lower offer from [other dealer]. If your price changes, please let me know. Thanks for your time."

Email Red Flags

  • ⚠They refuse to give any price without you visiting
  • ⚠Quote has vague "dealer fees" without explanation
  • ⚠They only quote monthly payment, not total price
  • ⚠Quote includes add-ons you didn't request
  • ⚠"Price only valid today" extreme pressure tactics

Pro Tips for Email Negotiation

  • • Send the same email to all dealers at the same time
  • • Give them 24-48 hours to respond
  • • Create a spreadsheet to compare OTD prices
  • • Don't reveal your best offer until final negotiation
  • • Once you have a winning offer, confirm in writing before visiting
  • • Print and bring the email quote to prevent "that was a mistake" claims
  • • Internet sales departments are usually more straightforward than floor salespeople