Sending an estimate is a crucial part of many businesses. It’s your chance to show potential clients what you offer and how much it will cost. Getting it right can be the difference between landing a project and losing out. This essay will explore What To Say When Sending An Estimate to make sure you’re putting your best foot forward.
Key Components of a Strong Estimate
When crafting your estimate, it’s important to include all the necessary information, but also to present it in a clear and professional way. Here’s a breakdown:
You need to identify yourself, your company, and the client. This includes your contact information (phone number, email, and website) and theirs. Don’t forget the date, and a unique estimate number for easy reference.
Next, provide a detailed breakdown of the services or products you’re offering. Be as specific as possible. For example, instead of saying "website design," you might list:
- Homepage design
- About us page design
- Contact page design
- Responsive design (for mobile devices)
Then, you should clearly state the cost for each item, and the total cost. Be transparent about your pricing structure (hourly rates, flat fees, etc.). If there are any additional fees, make sure they are listed. Also, consider the payment terms, when the client needs to pay, and how they can pay you.
Finally, add the expiration date. Estimates aren’t usually forever. Setting a deadline encourages quick decisions, and protects you from price fluctuations. If you’re unsure, it’s better to give a shorter timeline rather than an extensive one. It’s essential to be clear, concise, and professional in your estimate, as this impacts the client’s perception of your services.
Email Example: Initial Estimate for Web Design
Subject: Web Design Estimate – [Your Company Name] – [Project Name]
Dear [Client Name],
Thank you for considering [Your Company Name] for your web design project. We’re excited about the opportunity to help you create a professional online presence.
Please find attached our detailed estimate for the services discussed. It includes:
- Homepage design: $[Price]
- About Us page design: $[Price]
- Contact page design: $[Price]
- Responsive Design: $[Price]
- Total Estimated Cost: $[Total Price]
This estimate is valid for 30 days. If you approve, please let us know. We can start by scheduling a kick-off meeting to discuss the project details.
We appreciate your business, and we are looking forward to collaborating with you.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Email Example: Estimate with Payment Terms
Subject: Estimate for [Project Name] – [Your Company Name]
Dear [Client Name],
Here’s the estimate for the [Project Name] project, as we discussed. This estimate is broken down in the following manner:
| Service | Cost |
|---|---|
| Logo Design | $200 |
| Business Card Design | $100 |
| Website Mockup | $300 |
| Total | $600 |
Payment terms are as follows:
- 50% upfront, before work begins.
- The remaining 50% upon project completion and approval.
Please let me know if you have any questions. We can start once we receive the first payment installment.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Email Example: Estimate with a Special Offer
Subject: Special Offer – Estimate for [Project Name]
Dear [Client Name],
Thank you for your interest in our services. As promised, here is the estimate for [Project Name].
We’re offering a special discount of 10% on the total price if you sign the contract within 7 days. The estimate breakdown is as follows:
[Detailed Breakdown of Costs]
Total Before Discount: $[Total Price]
Discount: $[Discounted Amount]
Total After Discount: $[Final Price]
Please review the estimate and let us know if you have any questions. We’re ready to start the project as soon as possible.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Email Example: Following Up on an Unaccepted Estimate
Subject: Following Up on [Project Name] Estimate
Dear [Client Name],
I hope this email finds you well. I’m following up on the estimate we sent you for the [Project Name]. I understand you may be considering your options, and I wanted to see if you had any questions or needed further clarification.
I’m happy to discuss any concerns you might have. We’re ready to move forward as soon as possible, if you are still interested. Please let me know, so we can discuss this further.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Letter Example: Formal Estimate for a Larger Project
[Your Company Letterhead]
[Date]
[Client Name]
[Client Address]
Dear [Client Name],
This letter serves as a formal estimate for the [Project Name] project. Our estimate includes the following components:
- Phase 1: Project Planning – $[Price]
- Phase 2: Development – $[Price]
- Phase 3: Testing – $[Price]
- Phase 4: Launch – $[Price]
Total Estimated Cost: $[Total Price]
Payment Schedule: 50% upfront, 25% at the project’s halfway point, and 25% upon completion.
This estimate is valid for 60 days. We are committed to delivering high-quality work and meeting your expectations.
We look forward to your positive response.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Estimate with Options
Subject: Estimate for [Project Name] – Options Included
Dear [Client Name],
Thank you for the opportunity to provide an estimate for the [Project Name]. We’ve included two options to meet your needs:
Option 1: Basic Package
(Description and Price)
Option 2: Premium Package
(Description and Price)
We recommend [Recommended Option] because it aligns with your [Specific Goals/Needs]. Please let us know your decision, so we can move forward.
Thank you for your business.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
In conclusion, knowing **What To Say When Sending An Estimate** can really increase your chances of getting hired. The key is to be clear, detailed, and professional. By following these tips and using the examples, you can create estimates that impress potential clients and help you get more business. Good luck!