In the business world, things change all the time. Maybe the price of supplies went up, or you found a better way to do the job. When these changes affect a quote you’ve already sent, you need to send a Revised Quotation Email. This article will help you understand what that is, why it’s important, and how to write a good one.
Why the Revised Quotation Email Matters
A revised quotation email is an updated version of a price estimate or proposal you initially provided to a client or customer. It’s used when changes need to be made to the original quote. This could be due to a variety of reasons, such as updated pricing, changes in the scope of work, or adjustments in the availability of materials or services. It is very important to communicate these changes clearly and professionally to avoid confusion or misunderstandings with your customers. A well-written revised quotation email demonstrates professionalism and builds trust, showing your client that you are attentive to their needs and committed to accuracy.
Here’s why sending a Revised Quotation Email is key:
- Accuracy: It ensures the client is aware of the most up-to-date pricing.
- Transparency: It clearly explains the reasons for the changes.
- Professionalism: It maintains a strong business relationship.
Think of it like this. Imagine you order a pizza. You get a quote: $20. But then the cost of cheese goes up, so the pizza place sends you a revised quote, maybe $22. A revised quotation email works the same way. It makes sure everyone’s on the same page about the cost.
Email: Price Increase Due to Supplier Costs
Subject: Revised Quotation – [Project Name] – [Your Company Name]
Dear [Client Name],
Thank you for considering [Your Company Name] for the [Project Name] project. We appreciate your business!
We’re writing to provide you with a revised quotation for the project. Due to recent increases in the cost of raw materials from our suppliers, we’ve had to adjust our pricing slightly.
Please see the updated breakdown below:
- Original Quote: $[Original Price]
- New Price: $[Revised Price]
- Difference: $[Difference Amount]
We understand that price changes can be frustrating, and we apologize for any inconvenience this may cause. We’ve done our best to keep the adjustment to a minimum while still ensuring the high quality of materials and service you expect.
The updated quotation is attached for your review. Please let us know if you have any questions. We remain committed to delivering excellent results.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email: Changes to Scope of Work
Subject: Revised Quotation – [Project Name] – Scope Adjustment
Dear [Client Name],
Following our discussion on [Date], we’ve updated the scope of work for the [Project Name] project. This requires an adjustment to the original quotation.
Here’s a summary of the changes:
- Original Scope: [Brief description of original scope]
- Revised Scope: [Brief description of revised scope]
- Reason for Change: [Brief explanation, e.g., “Client requested addition of X,” or “We discovered Y”]
The revised quotation reflects these changes. The updated price and any associated timelines are detailed below:
| Item | Original Price | Revised Price |
|---|---|---|
| [Item 1] | $[Original Price 1] | $[Revised Price 1] |
| [Item 2] | $[Original Price 2] | $[Revised Price 2] |
| Total | $[Original Total] | $[Revised Total] |
Please review the attached quotation for complete details. If you have any questions or require further clarification, please do not hesitate to contact us.
Thank you again for your business.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email: Correction of a Typographical Error
Subject: Revised Quotation – Correction of Pricing Error – [Project Name]
Dear [Client Name],
We hope this email finds you well.
We’re writing to you regarding the quotation for the [Project Name] project that we sent on [Date]. Upon reviewing the document, we identified a minor typographical error in the original pricing. We sincerely apologize for this oversight.
The correct price is as follows:
Original Price: $[Incorrect Price]
Corrected Price: $[Correct Price]
Difference: $[Difference Amount]
The revised quotation, with the corrected pricing, is attached to this email. We appreciate your understanding.
Please let us know if you have any questions or require further clarification. We remain committed to providing accurate and transparent pricing.
Thank you once again for your business.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email: Change in Payment Terms
Subject: Revised Quotation – Updated Payment Terms – [Project Name]
Dear [Client Name],
We’re writing to inform you of updated payment terms for the [Project Name] project. These changes are due to [briefly explain the reason, e.g., “internal policy updates”].
The revised payment terms are as follows:
Original Payment Terms: [Original Terms]
Revised Payment Terms: [Revised Terms]
Effective Date: [Date]
Please find the revised quotation attached, reflecting these updated terms. These changes will affect the final total.
We understand that payment terms are important, and we want to ensure that you are fully aware of the changes. We are confident that these adjusted terms will enable us to provide the best possible service.
Should you have any questions regarding these adjustments, please feel free to contact us.
Thank you for your business.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email: Availability of Material
Subject: Revised Quotation – Material Availability – [Project Name]
Dear [Client Name],
We hope this email finds you well.
Regarding the [Project Name] project, we have an update on the availability of the [Material Name] material. Unfortunately, there have been some delays in our supply chain.
This has resulted in the following:
- Changes to project timelines.
- Revised pricing for some materials.
The new cost is detailed in the attached quotation. We will also adjust the delivery timeframe.
We apologize for any inconvenience this may cause. We’re committed to working with you to complete this project as smoothly as possible.
If you have any questions, please contact us.
Thank you for your patience and understanding.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email: Changes to Delivery Date
Subject: Revised Quotation – Delivery Date Adjustment – [Project Name]
Dear [Client Name],
We are writing to inform you about adjustments to the delivery date for your [Project Name] project.
Due to unforeseen circumstances, we must revise the project timeline.
Original Delivery Date: [Original Date]
Revised Delivery Date: [Revised Date]
This change will not impact the original quote, and there are no changes to the total amount.
We will keep you informed of any further updates.
Thank you for your cooperation.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
In short, when you need to change something in a quote, a Revised Quotation Email is how you let your client know. It keeps everyone informed, professional, and ensures a smooth business relationship. Using clear and concise language, along with the examples provided, you can create effective Revised Quotation Emails.