In the world of business, clear and accurate communication is super important. Often, this involves providing potential clients or customers with quotations for products or services. But what happens when you need to make changes to that initial quote? That’s where Sending Revised Quotation Email Sample comes into play. This guide will help you understand the best practices and provide you with examples to make sure your revised quotations are professional, easy to understand, and ultimately, successful.
Why Accuracy Matters in Revised Quotations
Revising a quotation might be necessary for various reasons, such as updated pricing, changes in the scope of work, or adjustments based on customer feedback. Getting it right the first time isn’t always possible, so clarity is key when you need to send a revised version. Consider these points:
Revised quotations are important because:
- They help prevent misunderstandings and disputes down the road.
- They demonstrate your professionalism and attention to detail.
- They ensure you and your client are on the same page, which is critical for a smooth business relationship.
When creating a revised quotation, keep in mind a few basic rules. Firstly, always reference the original quotation you are changing. Secondly, clearly highlight the specific changes you’ve made. Thirdly, provide a new total and explain any differences. Finally, make sure your tone is polite and thankful. This approach helps to build trust and sets the stage for a positive outcome.
Email Example: Price Adjustment Due to Material Cost Increase
Subject: Revised Quotation – Project [Project Name] – Quote [Quote Number]
Dear [Client Name],
Thank you again for considering our services for the [Project Name] project. Following our initial quotation ([Quote Number]), we’ve unfortunately experienced an increase in the cost of certain materials.
We’ve updated our pricing to reflect these changes. The primary adjustments are outlined below:
| Item | Original Price | Revised Price |
|---|---|---|
| [Material/Service 1] | $[Original Price 1] | $[Revised Price 1] |
| [Material/Service 2] | $[Original Price 2] | $[Revised Price 2] |
| Total Revised Cost: | $[Original Total] | $[Revised Total] |
The revised total for the project is $[Revised Total]. All other terms and conditions remain the same. We apologize for any inconvenience this may cause and appreciate your understanding.
Please let us know if you have any questions. We’re eager to start working on your project.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Email Example: Changes in Scope of Work
Subject: Revised Quotation – Project [Project Name] – Quote [Quote Number]
Dear [Client Name],
Following our discussions, we’ve updated the scope of work for the [Project Name] project based on your feedback. Please find the revised quotation below:
Here’s a summary of the changes:
- We’ve included [New Item/Service].
- We’ve adjusted the timeline to include [revised timeline].
- [Removed Item/Service] is no longer part of the project.
The new total for the project is $[Revised Total]. A detailed breakdown of the revisions, including the revised cost, is attached to this email.
Please review the attached quotation. Feel free to contact us if you have questions.
Best regards,
[Your Name]
[Your Title]
[Your Company]
Email Example: Addressing a Client’s Specific Request
Subject: Revised Quotation – Project [Project Name] – Quote [Quote Number]
Dear [Client Name],
Thank you for your questions regarding our initial quotation ([Quote Number]). We’ve made the following adjustments to meet your needs:
Specifically, we have:
- Reduced the cost of [Service/Item] by [Percentage/Amount].
- Added [New Item/Service] at a cost of $[Price].
The attached quotation details these specific changes, resulting in a new total of $[Revised Total]. The other terms and conditions of our original offer still apply.
We are very pleased to be working with you and are ready to move forward when you are!
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Email Example: Extended Validity Period
Subject: Revised Quotation – Project [Project Name] – Quote [Quote Number] – Extended Validity
Dear [Client Name],
We’re pleased to extend the validity of our quotation ([Quote Number]) for the [Project Name] project. We understand you may need a little more time to review it.
The revised quotation remains the same, with the key change being the expiration date. It’s now valid until [New Expiration Date].
Please don’t hesitate to contact us if you need further information.
Best regards,
[Your Name]
[Your Title]
[Your Company]
Email Example: Correcting an Error
Subject: Revised Quotation – Project [Project Name] – Quote [Quote Number] – Correction
Dear [Client Name],
We apologize for an error in our previous quotation ([Quote Number]) for the [Project Name] project.
The correct cost for [Item/Service] is $[Corrected Price], and the revised total is $[Revised Total]. The error was in calculating [Explain briefly the mistake].
Please see the attached corrected quotation. We sincerely apologize for any confusion.
We look forward to your confirmation.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Email Example: Adding an Additional Option
Subject: Revised Quotation – Project [Project Name] – Quote [Quote Number]
Dear [Client Name],
We are pleased to add a new option for the [Project Name] project.
We’ve included an additional option for [additional option details]. The details of the additional option are as follows:
| Option | Details | Cost |
|---|---|---|
| [Option Name] | [Option Description] | $[Price] |
The total cost for the original project is $[Original Total]. If you include the new option, the revised total is $[Revised Total].
Please let us know your decision.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
In conclusion, mastering the art of Sending Revised Quotation Email Sample is a valuable skill for any professional. By following the guidelines and using the provided examples, you can ensure your communication is clear, concise, and effective. Remember to be transparent, highlight the changes, and always maintain a professional tone. This will not only improve your chances of securing business but will also strengthen your relationships with clients. Good luck!