In the world of business, sometimes you need to adjust your initial offer. This article is all about Sending Revised Quotation Email Sample and how to make sure your updates are clear, professional, and lead to happy clients. We’ll cover why it’s important, and give you some real-life examples to help you craft your own emails with confidence.
Why Sending a Revised Quotation Matters
When you’re providing a quote, it’s a promise of what you’ll deliver and for how much. But sometimes, things change. Maybe the scope of the project shifted, or you found a more cost-effective solution. That’s when you need to send a revised quote. This shows your professionalism and that you’re willing to work with your client to give them the best deal. A clear and well-written revised quotation email ensures there’s no confusion and strengthens the relationship.
Here’s why it’s so crucial:
- Clarity: It avoids misunderstandings about the services/products and their cost.
- Professionalism: It shows you’re organized and attentive to your client’s needs.
- Trust: It builds trust by being transparent about changes.
This is critical because a confused client could lead to delays, disagreements, or even the loss of a project. Remember to make sure it is accurate and thorough.
Email Example: Revising a Price Due to Changed Materials
Subject: Revised Quotation – [Your Company Name] – [Project Name]
Dear [Client Name],
Thank you again for your interest in working with [Your Company Name] on the [Project Name] project.
After reviewing your requirements more closely and sourcing materials, we’ve identified a slight adjustment to the initial quote. Due to the increased cost of certain raw materials, we’ve had to update the pricing.
Please see the revised quotation below:
| Item | Original Price | Revised Price |
|---|---|---|
| [Service/Product 1] | $[Original Price] | $[Revised Price] |
| [Service/Product 2] | $[Original Price] | $[Revised Price] |
| Total | $[Original Total] | $[Revised Total] |
The revised total is $[Revised Total]. The project scope, timeline, and other terms and conditions remain the same as outlined in the original quotation.
Please let us know if you have any questions. We’re eager to move forward with this project.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Adjusting Scope of Work
Subject: Revised Quotation – [Your Company Name] – [Project Name] – Scope Adjustment
Dear [Client Name],
Following our recent conversation, we’ve adjusted the scope of work for the [Project Name] project to better meet your needs. We’ve removed [item removed] and added [item added].
The updated scope is reflected in the revised quotation:
- [Original Item 1] is now [Revised Item 1]
- [Original Item 2] is included
- [New Item Added]
This adjustment has also affected the pricing. The revised total is $[Revised Total]. You can find the detailed breakdown in the attached quotation.
Please review the attached document. If you have any questions, feel free to reach out.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Correcting a Calculation Error
Subject: Revised Quotation – [Your Company Name] – [Project Name] – Correction
Dear [Client Name],
We are writing to inform you of a correction in the original quotation for the [Project Name] project. We discovered a calculation error in the original document.
We sincerely apologize for any inconvenience this may cause.
The correct quotation is attached. The new total cost for the project is $[Corrected Total].
All other terms and conditions of the original quotation remain the same.
Thank you for your understanding.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Offering a Discount
Subject: Revised Quotation – [Your Company Name] – [Project Name] – Special Offer
Dear [Client Name],
We’re excited about the opportunity to work with you on the [Project Name] project! To show our appreciation for your business, we’d like to offer you a special discount.
The revised quotation reflects this discount. The new total is $[Discounted Total].
This offer is valid for [duration]. Please let us know if you would like to proceed by [date].
We look forward to collaborating with you!
Best Regards,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Extending the Validity Period
Subject: Revised Quotation – [Your Company Name] – [Project Name] – Extended Validity
Dear [Client Name],
We understand that you’re still considering the original quotation for the [Project Name] project. We’re happy to extend the validity period for another [number] days.
The pricing in the original quotation remains the same. You can review the attached document.
Please let us know if you have any questions. We’re here to assist you.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Introducing a New Payment Plan
Subject: Revised Quotation – [Your Company Name] – [Project Name] – New Payment Option
Dear [Client Name],
We’ve made some changes to our payment options to better fit your needs.
The new payment plan is attached. It offers a more flexible payment schedule.
The total project cost remains the same at $[Total].
We hope this new plan suits you better. Please tell us if you have any questions.
Regards,
[Your Name]
[Your Title]
[Your Company Name]
In conclusion, mastering the art of Sending Revised Quotation Email Sample is a key skill. By being clear, transparent, and professional in your revised quotes, you are building trust, maintaining good client relations, and setting yourself up for successful projects. Use the examples above as a starting point, and customize them to fit your specific needs. Your clients will appreciate your thoroughness, and your business will thank you for your attention to detail.