When you’re involved in business, you’ll often need to send quotations. These are basically offers to provide goods or services at a specific price. Sometimes, you might need to change a quote you’ve already sent. This is where Sending Revised Quotation Email Sample comes in handy. It’s about knowing how to properly communicate those changes to a client or customer to keep things clear and professional. This essay will guide you through the process.
Why Revising a Quotation is Important
Sometimes, you’ll need to adjust a quote due to factors like updated material costs, changes in the scope of work, or errors in the original calculation. Properly communicating these revisions is crucial to maintaining trust and a positive relationship with your client. It ensures everyone is on the same page, and helps prevent misunderstandings down the road. Here’s what you should know:
- Be transparent: Clearly explain why the revision is necessary.
- Provide clarity: Make the changes easy to understand.
- Maintain professionalism: Use a polite and respectful tone.
The revisions could also come because there has been changes in:
- Pricing: Maybe the costs of the materials increased or decreased.
- Scope: The client may have requested additional services.
- Timeline: Changes in project details require adjustments to the delivery time.
| Original Quote | Revised Quote |
|---|---|
| Price: $1000 | Price: $1200 |
| Timeline: 2 weeks | Timeline: 3 weeks |
Email Example: Revised Price Due to Material Cost
Subject: Revised Quotation – [Your Company Name] – Project [Project Name]
Dear [Client Name],
Thank you again for your interest in our services for the [Project Name] project. We’re excited to move forward!
We’ve reviewed the initial quotation and, due to a recent increase in the cost of [specific material], we need to make a slight adjustment to the pricing. The revised quotation is attached.
The updated price is [New Price]. This reflects the current market value of [specific material] and ensures we can continue to provide you with the high-quality service you expect.
Please review the revised quotation at your convenience. If you have any questions, please don’t hesitate to ask.
We appreciate your understanding and look forward to your confirmation.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Revised Scope of Work
Subject: Revised Quotation – [Your Company Name] – Project [Project Name]
Dear [Client Name],
Following our discussion on [date], we’ve updated the quotation to include the additional services you requested. We’re happy to accommodate your needs!
The revised quotation, attached, outlines the adjusted scope of work, including [briefly list the added services].
As a result of these additions, the total price has been updated to [New Price]. The estimated completion date is now [New Completion Date].
Please review the revised quotation. We are ready to begin as soon as we receive your approval.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Correcting a Calculation Error
Subject: Revised Quotation – [Your Company Name] – Project [Project Name] – Correction
Dear [Client Name],
We’d like to apologize for an error in the original quotation we sent for the [Project Name] project. We’ve identified a calculation mistake.
We’ve attached a revised quotation reflecting the correct calculations. The new total is [New Price]. We sincerely regret any inconvenience this may have caused.
Please review the corrected quotation. We value your business and are eager to proceed.
Thank you for your understanding.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Change in Delivery Timeline
Subject: Revised Quotation – [Your Company Name] – Project [Project Name] – Timeline Adjustment
Dear [Client Name],
Following a review of our project schedule, we need to adjust the estimated completion date for the [Project Name] project.
We’ve attached a revised quotation indicating the new estimated delivery date, which is now [New Completion Date]. This change is due to [Briefly explain the reason, e.g., increased workload, supplier delays].
The price of [Price] is still the same. We apologize for any inconvenience this may cause and thank you for your understanding.
Please review the revised quotation and let us know if you have any questions.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Combination of Price and Scope Changes
Subject: Revised Quotation – [Your Company Name] – Project [Project Name]
Dear [Client Name],
We’re following up regarding the quotation for the [Project Name] project. We’ve made some adjustments to both the pricing and scope based on [briefly explain the reason, e.g., your recent feedback, and market changes].
The revised quotation is attached and includes [summarize the changes, e.g., adding an extra service, updating the price for materials].
The total price is now [New Price], and the project completion date is [New Completion Date].
Please review the revised quotation. If you have any questions, please don’t hesitate to contact us.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Letter Example: Formal Revised Quotation (For print or more official communication)
[Your Company Letterhead]
Date: [Date]
To: [Client Name]
Address: [Client Address]
Subject: Revised Quotation – [Your Company Name] – Project [Project Name]
Dear [Client Name],
Please accept this letter as a formal revision of the quotation previously submitted for the [Project Name] project.
This revision is made to account for [state the reason for the revision clearly and concisely]. The revised pricing details are outlined in the attached document.
The new total price for the project is [New Price]. The estimated completion date is [New Completion Date]. Please refer to the attached document for a detailed breakdown of all changes.
We appreciate your business and trust in our company. If you require any further clarification, please do not hesitate to contact us.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
In conclusion, mastering the art of Sending Revised Quotation Email Sample is a valuable skill in the business world. By understanding the reasons for revision, communicating changes clearly, and maintaining professionalism, you can build strong client relationships and ensure smooth project execution. Remember to always be transparent, provide all the necessary details, and prioritize clear communication to avoid any confusion. Good luck!