In the world of business, clear and effective communication is key, especially when it comes to money and services. One important skill is knowing how to handle and send a revised quotation. This guide focuses on Sending Revised Quotation Email Sample, explaining when and how to do it properly to keep things smooth and professional.
Why You Might Need to Send a Revised Quotation
Sometimes, the first quote you send out needs a little tweaking. Maybe the scope of work changed, you found a better price for supplies, or the client requested some adjustments. Whatever the reason, sending a revised quotation is common. Here’s why it’s important:
- Accuracy: It ensures everyone is on the same page about the cost and what’s included.
- Professionalism: It shows you’re attentive to detail and responsive to the client’s needs.
- Building Trust: It demonstrates that you’re committed to providing accurate information.
Sending a revised quotation avoids confusion and potential conflicts down the road. It helps maintain a strong professional relationship with your clients and builds trust. Here’s how it usually works:
- Identify the changes that need to be made.
- Update the original quote, clearly marking the revisions.
- Send the revised quotation with a clear explanation of the changes.
| Original Quote Issue | Revised Quote Solution |
|---|---|
| Incorrect Pricing | Corrected Pricing Table |
| Scope of Work Discrepancy | Updated Project Details |
| Client Requested Changes | Modified Deliverables List |
Email Example: Revised Quotation Due to Price Adjustment
Subject: Revised Quotation – [Your Company Name] – [Project Name]
Dear [Client Name],
Thank you for your interest in working with [Your Company Name] on the [Project Name] project.
We’ve reviewed your requirements and the initial quote we sent on [Date]. Upon further assessment, we’ve made some adjustments to the pricing. This is mainly due to [briefly explain the reason, e.g., increased material costs, a more accurate estimation of labor hours].
Please find the revised quotation attached. The key changes are highlighted in [mention how you highlighted them, e.g., bold font, different color]. The updated total cost is [New Total Cost].
Please review the revised quotation at your earliest convenience. If you have any questions, please don’t hesitate to ask.
We look forward to the possibility of working with you.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Revised Quotation Due to Changes in Scope
Subject: Revised Quotation – [Your Company Name] – [Project Name] – Scope Changes
Dear [Client Name],
Following our recent discussion on [Date], we’ve updated the project scope for [Project Name] to reflect the changes you requested.
The original quotation has been revised to include [mention the changes, e.g., additional services, fewer revisions]. The key changes are marked in [e.g., bold text] within the attached document.
The new total cost for the project, incorporating these scope changes, is [New Total Cost]. This is outlined in detail in the attached revised quotation.
Please take a look at the revised quotation. If everything looks good, please let us know so we can proceed.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Revised Quotation with Updated Payment Terms
Subject: Revised Quotation – [Your Company Name] – [Project Name] – Payment Terms Update
Dear [Client Name],
We’re pleased to provide you with the revised quotation for the [Project Name] project. The primary update is to the payment terms to better align with the project’s timeline and our company’s standard policies.
The attached revised quotation includes the following changes to the payment schedule [mention the changes, e.g., the percentage required upfront, the milestones for payments].
The total project cost remains [Total Cost], but please review the updated payment schedule carefully. We believe these terms will ensure a smooth and efficient workflow for both of us.
Please feel free to ask any questions you may have about the payment terms. We appreciate your understanding.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Revised Quotation with an Apology for an Error
Subject: Revised Quotation – [Your Company Name] – [Project Name] – Correction
Dear [Client Name],
I am writing to apologize for an error in the original quotation we sent for the [Project Name] project. We have identified a mistake in [briefly explain the error, e.g., the calculation of labor hours, the inclusion of an incorrect item].
Please find the revised quotation attached, which corrects the error. The accurate total cost for the project is now [New Total Cost]. We deeply regret any inconvenience this may have caused.
We value your business and want to ensure you have the most accurate information possible. Thank you for your understanding.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Revised Quotation – Introducing a Discount
Subject: Revised Quotation – [Your Company Name] – [Project Name] – Discount Applied
Dear [Client Name],
We’re excited to offer you a revised quotation for the [Project Name] project, which now includes a discount!
We have reviewed our original quote and are pleased to include a [percentage or amount] discount to show our appreciation for your business [or to achieve a particular business goal]. Please see the attached revised quotation for the updated cost breakdown.
The discounted total cost for the project is now [New Total Cost]. This is a fantastic opportunity for you to move forward with our services at a more favorable rate.
If you have any questions about the discount or the project in general, please do not hesitate to ask. We are here to help.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Revised Quotation – Extending an Offer
Subject: Revised Quotation – [Your Company Name] – [Project Name] – Extended Offer
Dear [Client Name],
We’re pleased to provide you with a revised quotation for the [Project Name] project, which also includes an extended offer!
We’ve reviewed the details and are happy to keep the original offer valid for a longer time. Please see the attached revised quotation for the updated cost breakdown and the extended offer time period.
The original cost and the project’s services are valid until [Date]. We have removed any expiration dates or deadlines from our original quotation.
If you have any questions about this extended offer, please do not hesitate to ask. We are here to help.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
In conclusion, mastering the art of sending a revised quotation is essential for any business looking to maintain clear communication and build strong client relationships. By using these examples as a guide, you can ensure that your revised quotations are accurate, professional, and effective in keeping your projects on track. Good luck!