Sending a revised quotation can be a common task, and it’s essential to get it right to maintain good relationships with clients and ensure projects move forward smoothly. This guide will help you understand the ins and outs of Sending Revised Quotation Email Sample, providing examples and tips to make your communication clear and professional.
Why Accurate Revisions Matter
When you need to adjust a quote, it’s important to communicate these changes effectively. This not only reflects well on your professionalism but also ensures everyone is on the same page, preventing misunderstandings and potential disputes down the line. Clear and concise revisions are crucial for maintaining trust and avoiding costly errors.
Here’s why it’s so important:
- Avoids confusion about pricing and services.
- Helps maintain a good relationship with the client.
- Reduces the chances of project delays.
Consider the following points when creating your revised quotations:
- Clearly state the changes from the original quote.
- Explain the reason for the revisions (if necessary).
- Provide a new total cost and breakdown.
It’s also important to keep a record of all revisions. You might even consider a simple table to summarize changes:
| Original Item | Revised Item | Reason for Change |
|---|---|---|
| Service A | Service A – Updated Scope | Added detailed tasks |
| Price | New Price | Change in scope |
Email Example: Minor Price Adjustment
Subject: Revised Quotation – [Project Name] – [Your Company Name]
Dear [Client Name],
Thank you for your interest in our services! Following our discussion on [Date], we’ve updated the original quotation to reflect [Briefly explain the change, e.g., a slight adjustment in materials cost].
Please find the revised quotation attached, outlining the updated pricing. The total cost now is [New Total Cost]. The changes are highlighted in yellow on the document for your convenience.
Please review the quotation at your convenience. If you have any questions, please do not hesitate to contact us. We’re excited about the possibility of working with you on this project!
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Significant Changes Due to Scope Modification
Subject: Revised Quotation – [Project Name] – [Your Company Name]
Dear [Client Name],
Following our discussion on [Date] and your request to include [new services/items], we’ve revised the original quotation for the [Project Name] project.
The revised quotation is attached, clearly outlining the updated scope of work and corresponding pricing. This includes [Specifically mention added services/items]. The new total cost is [New Total Cost], and the detailed breakdown is provided in the document.
We have attached the revised document for your review. Please let us know if you have any questions or require further clarification. We look forward to your approval.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Correction of an Error
Subject: Revised Quotation – [Project Name] – Correction – [Your Company Name]
Dear [Client Name],
Please accept our apologies for the error in the original quotation. We have identified and corrected an issue with [briefly explain the error, e.g., the calculation of the materials].
The revised quotation is attached, reflecting the correction. The new total cost is [New Total Cost]. Please note that we have updated the line item [specific line item that was wrong] to ensure accuracy.
We deeply regret any inconvenience this may have caused. Thank you for your understanding.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Changes Due to Material Price Increases
Subject: Revised Quotation – [Project Name] – [Your Company Name]
Dear [Client Name],
Please note that we have to adjust the original quotation for the [Project Name] project because of recent increases in the cost of [specific materials, e.g., steel, wood, etc.].
The attached revised quotation reflects these necessary changes. The new total cost is [New Total Cost]. The increased costs are specified in the attached document.
We value your understanding in this regard. Please review the revised quotation at your earliest convenience.
Regards,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Providing a Revised Quotation with an Expired Date
Subject: Revised Quotation – [Project Name] – [Your Company Name]
Dear [Client Name],
Thank you for your continued interest in [Project Name]. We are sending a revised quotation today that has an expired date. Our original quote was sent on [date of original quote] and is now expired. The new estimate has been updated to include current pricing and product availability.
The revised quotation is attached, outlining the updated pricing. The total cost now is [New Total Cost]. The changes are highlighted in yellow on the document for your convenience.
Please review the quotation at your convenience. If you have any questions, please do not hesitate to contact us. We’re excited about the possibility of working with you on this project!
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Letter Example: Formal Revised Quotation
[Your Company Letterhead]
[Date]
[Client Name]
[Client Address]
Subject: Revised Quotation – [Project Name]
Dear [Client Name],
Please find attached a revised quotation for the [Project Name] project, following our discussion on [Date].
We have updated the original quote to reflect [explain the changes]. The changes involve [specific details of the changes]. The updated total cost is [New Total Cost], and the detailed breakdown is provided in the attached document.
We kindly request you to review the attached quotation at your convenience. We are confident that our updated proposal meets your requirements. We are available to answer any questions you may have.
Thank you for your business. We look forward to the opportunity to work with you.
Sincerely,
[Your Name]
[Your Title]
In conclusion, Sending Revised Quotation Email Sample is crucial for clear communication in any business. By following these guidelines and examples, you can ensure that your revised quotations are clear, professional, and help build strong client relationships. Remember to always be transparent, provide a detailed breakdown, and maintain a professional tone in all your communications. This will help ensure you keep the clients happy and secure business deals.