11 Email Templates for Your Software Selection

Your guide

11 email templates

In this guide

Practical emails for every moment of your selection

Steer the conversation

Set the agenda upfront and keep every demo on your use cases.

Keep it comparable

Ask every vendor the same questions and record the answers.

Stay in control

Negotiate, ask for time or politely say no. You set the pace.

“The targeted kickoff”

Your very first message to a vendor on your longlist.

SubjectDemo request [software] for [company] ([X] employees)

Dear [name], We're exploring [type of software] for [company], a [sector] organisation with [X] employees. The reason: [concrete problem]. Could you provide a 30–45 minute demo focused on [core process]? Two times that suit us: [date 1] or [date 2]. Kind regards, [name]

“The agenda-setter”

After the demo is scheduled, prevent a standard pitch.

SubjectOur focus for the demo on [date]

Dear [name], To keep the demo on [date] focused, we'd mainly like to see these three things live: 1. [Use case 1] 2. [Use case 2] 3. The integration with [existing system] Could we keep the general introduction short and spend most of the time here? Regards, [name]

“The reference check”

After a strong demo, before you request a quote.

SubjectReference customer in [sector]

Dear [name], Before we take the next step, we'd like a brief chat with an existing customer of similar size in [sector]. We're especially curious about their experience with implementation and support. Could you put us in touch with one or two references? Regards, [name]

“The total price”

You want the real cost over three years, not the monthly price.

SubjectRequest for full pricing (3-year TCO)

Dear [name], For a fair comparison we'd like a full breakdown over three years: licences, implementation, data migration, training, support and expected extra work. Could you also indicate which costs are not included? Regards, [name]

“The structured request”

You put the exact same question to multiple vendors.

SubjectInvitation to quote for [company]

Dear [name], [company] is selecting a new [software]. Attached you'll find our requirements, scope and timeline. We'd like your proposal before [date]. We assess on fit, total cost (3 years) and implementation. Questions? Ask them before [date]. Regards, [name]

“The open points”

Questions remained after the demo about technology, GDPR or roadmap.

SubjectA few follow-up questions after the demo

Dear [name], Three points we'd still like to clarify: 1. The integration with [system]: standard, API or custom work? 2. Where is our data hosted, and is that GDPR-compliant? 3. What's on the roadmap for the coming year? A short written explanation would help us greatly. Regards, [name]

“The internal alignment”

You have a shortlist and want buy-in before the decision.

SubjectSoftware selection: your input needed

Hi team, We're choosing between [vendor A] and [vendor B]. Attached is a short comparison on functionality, cost and implementation. Let us know before [date] which points are decisive for you. On [date] we'll make the decision together. Regards, [name]

“The negotiation”

You want to close, provided a few terms improve.

SubjectTowards a deal: a few conditions

Dear [name], Your solution is our preference. To reach an agreement, we'd still like to look at: the price at [X] users, a notice period of [period] and concrete SLA guarantees. Could we align on this by phone this week? Regards, [name]

“Hitting the brakes”

You're being pressured to sign quickly.

SubjectStatus & next steps

Dear [name], Thanks for your patience. We're carefully finishing our internal alignment and expect a decision by [date] at the latest. We'd rather make a choice of this size considered than fast. We'll keep you posted on [date]. Regards, [name]

“The polite rejection”

The choice fell on another. Keep the door open.

SubjectFeedback on your proposal

Dear [name], Thank you for your time and the proposal. After careful consideration our choice fell on another party, mainly due to [reason]. We value the contact and don't rule out working together in future. All the best! Regards, [name]

“The agreement”

The decision is made. Move smoothly to the kickoff.

SubjectAgreed: next steps please

Dear [name], Good news: we're going with you. We'd like to receive the final contract and schedule a kickoff. Who will be our fixed point of contact, and what preparation do you expect from us? Regards, [name]

Frequently asked questions

Good to know

Pick the template that fits your phase, fill the [brackets] with your own situation and send. Each template explains why it works, so you can adapt it with confidence.

Absolutely. They're a starting point, not a straitjacket. Adapt the tone and details to your own style and company. The more personal the email, the better it works.

For anyone in an SME selecting software: ERP, CRM, WMS or an Agentic AI solution. Whether you're a director, manager or project lead: these emails keep you in control.

As a polished, formatted PDF with all 11 templates, each with an explanation and a ready-to-use sample email. Download, save, print or share with your team straight away.

Een software selection valt of staat bij de gesprekken die je voert. Scherpe, gerichte e-mails leveren eerlijkere antwoorden op en voorkomen dure misverstanden achteraf.

We match you, free and independently, with the software and vendors that fit your organisation. You use these templates yourself; alongside that we put together a well-founded shortlist for you.

Faster to the right software?

WeMatch.Tech matches you, free and independently, with the solutions and vendors that fit your organisation. You stay in control, we speed up the choice.

Find my match →

11 email templates for your software selection

Download the guide

Your guide is ready

11 email templates for your software selection