Getting the chance to send an estimate is a big step in getting new clients or projects. It’s your chance to show them what you can do and how much it will cost. But, knowing exactly What To Say When Sending An Estimate can make a huge difference between landing the job and being passed over. This article will help you write great estimates that get results.
Understanding the Core of Your Message
When putting together your estimate, it’s not just about the numbers. It’s about making sure your potential client understands the value you offer. You need to clearly explain what you’re going to do, how much it will cost, and why they should choose you. Here’s the key things to include in your estimate:
- A clear description of the services or products: Be specific. Instead of saying "website design," say "design and development of a responsive website with up to 5 pages."
- Detailed pricing: Break down the costs.
- A timeline: Let the client know when they can expect the project to be completed.
The way you present your estimate reflects your professionalism and attention to detail. This is your chance to shine! Showing you can provide an estimate with great detail will make a good impression.
Here’s a simple example of what you might include in your pricing breakdown:
| Service | Cost |
|---|---|
| Website Design | $1,000 |
| Content Creation (per page) | $100 |
| Website Hosting (monthly) | $25 |
Email Example: Initial Estimate for a Website Redesign
Subject: Website Redesign Estimate – [Your Company Name] for [Client Name]
<p>Dear [Client Name],</p>
<p>Thank you for considering [Your Company Name] for your website redesign. It was great to discuss your project with you. Based on our conversation, I’ve put together an initial estimate outlining the scope of work and associated costs.</p>
<p>Here’s a summary:</p>
<ul>
<li><b>Project Scope:</b> Redesign of [Client's Website] including a new homepage, about us page, services page, and contact page.</li>
<li><b>Estimated Cost:</b> $[Price]</li>
<li><b>Timeline:</b> Project completion within [Number] weeks from kickoff.</li>
</ul>
<p>A more detailed breakdown of the costs and deliverables is attached to this email. This estimate is valid for [Number] days. Please let me know if you have any questions or would like to adjust the scope of work. We're ready to help you make your vision a reality. We are excited about the potential to work with you.</p>
<p>Sincerely,</p>
<p>[Your Name]</p>
<p>[Your Company Name]</p>
Email Example: Following Up on an Estimate
Subject: Following Up: Website Redesign Estimate – [Your Company Name]
<p>Dear [Client Name],</p>
<p>I hope this email finds you well. I'm following up on the estimate I sent you on [Date] for the website redesign project. Have you had a chance to review it?</p>
<p>I understand that making decisions can take time. I want to make sure you have all the information you need. Please don't hesitate to reach out if you have any questions or if you'd like to discuss any aspect of the proposal in more detail. I'm happy to clarify anything or make any adjustments to the scope of work to better fit your needs.</p>
<p>I'm confident that we can create a website that exceeds your expectations. I look forward to hearing from you soon.</p>
<p>Best regards,</p>
<p>[Your Name]</p>
<p>[Your Company Name]</p>
Email Example: Explaining Changes to an Estimate
Subject: Revised Estimate: Website Redesign – [Your Company Name]
<p>Dear [Client Name],</p>
<p>Thank you for your feedback on the initial estimate. I've reviewed your suggestions, and I've made some adjustments to better align with your requirements.</p>
<p>The main changes are:</p>
<ol>
<li>[Brief Explanation of Change 1, e.g., “We’ve included the integration of an e-commerce platform, increasing the cost by $XXX.”]</li>
<li>[Brief Explanation of Change 2, e.g., “We’ve adjusted the timeline to reflect a more comprehensive content creation phase.”]</li>
</ol>
<p>I've attached the revised estimate. It includes a detailed breakdown of these changes. Please let me know if you have any questions. I am always happy to help.</p>
<p>Best regards,</p>
<p>[Your Name]</p>
<p>[Your Company Name]</p>
Email Example: Declining a Project
Subject: Re: Website Redesign Estimate – [Your Company Name]
<p>Dear [Client Name],</p>
<p>Thank you for considering [Your Company Name] for your website redesign project. We appreciate the opportunity to provide you with an estimate. After careful consideration, we've decided that we aren't the right fit for this project.</p>
<p>This decision was not easy, but we want to focus on projects that best align with our current capacity and expertise. We believe that [Another Company Name], would be a better fit. They are a great fit for this project.</p>
<p>We wish you the best with your website redesign, and thank you again for your interest in [Your Company Name].</p>
<p>Sincerely,</p>
<p>[Your Name]</p>
<p>[Your Company Name]</p>
Email Example: Accepting a Project and Sending an Invoice
Subject: Project Acceptance and Invoice – [Your Company Name] – Website Redesign
<p>Dear [Client Name],</p>
<p>I am thrilled to confirm that we are ready to start work on your website redesign! Thank you so much for choosing [Your Company Name].</p>
<p>Attached is the invoice for the initial payment as outlined in our agreement. Please remit payment at your earliest convenience. We will start working as soon as the payment has been received.</p>
<p>I've also included a project timeline to help you stay updated on the progress. We’ll be in touch with you regularly to give you updates, show you the designs, and get your feedback. We’re looking forward to working with you.</p>
<p>Sincerely,</p>
<p>[Your Name]</p>
<p>[Your Company Name]</p>
Email Example: Explaining Why Project is Over Budget
Subject: Project Update and Cost Variance – [Your Company Name] – [Project Name]
<p>Dear [Client Name],</p>
<p>I'm writing to provide you with an update on the progress of the [Project Name] project. We’ve made good progress on [Specific Tasks], and we are currently on track to meet the agreed deadlines.</p>
<p>However, we've encountered [Brief, Specific Explanation of the Reason for Cost Increase, e.g., "unexpected complications with the integration of the new database system"]. Because of this, the project cost will increase by [Amount].</p>
<p>We have included a detailed explanation and revised invoice. We're committed to keep the costs to the minimum, but it is necessary to ensure a good job. I am happy to answer any questions. We always aim to provide the best results.</p>
<p>Best regards,</p>
<p>[Your Name]</p>
<p>[Your Company Name]</p>
In conclusion, mastering **What To Say When Sending An Estimate** is a crucial skill for anyone looking to win projects. By being clear, detailed, and professional in your communication, you not only show your client what the project involves, but also how much you value their business. Remember to tailor your message to each client and project, follow up appropriately, and always aim to build a strong, trustworthy relationship.