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Email templates · Event and party service

Email template to request a quote from a party rental company

You are hosting a backyard wedding, a graduation party, a company picnic, or a big birthday, and you need a tent, tables, chairs, linens, maybe a dance floor or a bounce house. Party rental companies price by the item, then add delivery, setup, and pickup fees that can double a small order. The only way to compare two companies is to give each the same list and ask for the same breakdown.

Email is the right tool because the quote is a document. It shows the item count, the price per item, the delivery window, and the damage deposit, and it is what you will sign against. A phone quote leaves out the fees, and the fees are where the surprises live.

Before you send

  • The event date, the address, and the hours you need the gear on site. Companies often deliver the day before and pick up the day after, and that affects the price.
  • Your guest count. It drives everything: a 20-by-40-foot tent seats about 80 people at round tables, fewer if you add a dance floor or a buffet line.
  • A rough list of what you want. Tent size, number of tables and what shape, number of chairs and what style, linens, and anything extra like lighting, heaters, or a generator.
  • Site details the crew will ask about: grass or pavement, whether stakes can go in the ground, whether there is a power outlet nearby, and how far the truck can get from where the tent goes.
  • Whether you need them to set up and take down the tables and chairs or just drop them off. Setup is usually a separate line item.
Subject Rental quote for [event type] on [event date], about [guest count] guests 
Hi [company name],

I'm planning a [event type] on [event date] at [address or neighborhood] for about [guest count] guests, and I'd like a written quote for the following:

- [Size] tent, [frame or pole style if you have a preference], on [grass / pavement]
- [Number] [round / rectangular] tables and [number] [folding / padded / other] chairs
- [Number] linens in [color], sized for the tables above
- [Anything else: dance floor, string lighting, heaters, a generator, a bounce house]

We'd need everything on site by [time] on [date] and picked up [the next day / that evening / by date]. Please include delivery, setup and takedown of the tent, and note separately what it costs to have your crew set up the tables and chairs as well. I'd also like to know the damage deposit, how payment works, and your cancellation terms, since it's an outdoor event.

Site notes: [the tent area is a flat lawn about 60 feet from the driveway / stakes are fine / there's an outdoor outlet within 50 feet].

I'm comparing a couple of companies and hoping to book by [date], so a quote by then would be great.

Thanks,
[Your name]
[Your phone number]

Everything in brackets is yours to fill in. Keep the rest as it is or change the tone to match how you write.

After you send

  • A good quote is itemized, names the delivery window, and lists the deposit and cancellation terms. If the total is one number with no breakdown, reply and ask for it line by line.
  • Watch for a "site visit required" note on tents. That is normal for anything larger than a 20-by-20 and is usually free; schedule it rather than guessing at the size.
  • If a company is much cheaper, check whether delivery and setup are actually included or whether the price assumes you set up 100 chairs yourself. That is the usual reason for the gap.
  • Weather clauses matter. Ask what happens if there is a storm warning on the day: some companies refund tents, most do not, and some offer a reschedule.

Or don't send it yourself

Forward the job to myagent@standinfor.me and let StandIn run the whole thread.

StandIn is an email assistant that handles conversations with businesses for you. You write it one email saying what you need. It writes to the business, waits for the answer, follows up when they go quiet, pushes back on the number when it should, and brings the results back to your inbox for you to decide. You don't need to install an app or sign up. The first email you send is already the start of the task.

Hand this to StandIn opens an email to myagent@standinfor.me with the job already written out

To myagent@standinfor.me Subject Get me party rental quotes 
Hi StandIn,

Please collect written quotes from party rental companies for an event I'm hosting.

Event: [type, date, and address].
Guests: [number].
What I need: [tent size, tables and chairs with counts, linens, and any extras].
Timing: [when it needs to be on site and picked up].
Site: [grass or pavement, stakes allowed or not, power nearby, truck access].
Setup: [I want the crew to set up everything / just the tent].
Budget: [rough range, or none].

Reach out to three or four companies that serve my area, get itemized quotes that include delivery and fees, ask about weather and cancellation terms, and bring me a comparison so I can pick one.

Thanks,
[Your name]

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