In the business world, communication is key, and sometimes, things change. This is where the Revised Quotation Email comes in. It’s a crucial piece of communication that ensures everyone is on the same page when the initial pricing or terms of a proposal need to be adjusted. This guide will help you understand what a revised quotation email is, why it’s important, and how to create effective examples for different scenarios.
Why the Revised Quotation Email Matters
A revised quotation email is sent when the original quote you provided needs updating. This could be due to changes in:
- Pricing of materials or services
- Scope of the project
- Delivery timelines
The email’s main purpose is to clearly communicate these changes and provide the updated information to the client or customer. It’s a professional way to keep transparency and avoid misunderstandings. Keeping your clients informed with accurate and up-to-date information is crucial for maintaining trust and closing deals. Failing to do so can lead to frustration, disputes, and even the loss of a potential business opportunity.
Here’s a simple breakdown of what a revised quotation email should generally include:
- A clear subject line stating “Revised Quotation” or “Updated Quote.”
- A reference to the original quotation.
- A concise explanation for the revisions.
- The revised pricing details or new terms.
- Your contact information.
Revised Quotation Due to Increased Material Costs
Subject: Revised Quotation – Project Phoenix – [Your Company Name]
Dear [Client Name],
Thank you for your interest in our services. We’re writing to provide a revised quotation for the Project Phoenix, following the original quotation sent on [Date].
Unfortunately, there has been a recent increase in the cost of raw materials, specifically [mention specific materials]. This has, regrettably, impacted the overall cost of the project.
The updated quotation reflects these changes, the new price is $ [new price] .Please see the detailed breakdown below:
- Item 1: $[price]
- Item 2: $[price]
- etc..
We understand that price changes can be inconvenient, and we appreciate your understanding. Please review the revised quotation. If you have any questions, don’t hesitate to contact us.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Revised Quotation Due to Change in Scope
Subject: Revised Quotation – Website Redesign – [Your Company Name]
Dear [Client Name],
Following our recent discussion about the Website Redesign project, we’ve adjusted the quotation to reflect the changes in scope. This follows our initial quote on [Date].
As you requested, we’ve included [new features or services]. We’re happy to accommodate these additional features to ensure your website meets your full requirements.
The revised total cost of the project is now $[new price], which includes [itemized changes]. The changes are as follows:
- Added functionality: $[price]
- Additional design elements: $[price]
- etc..
The estimated project completion date is now [new date]. Please review the updated quotation and let us know if you have any questions.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Revised Quotation with a Discount
Subject: Revised Quotation with Discount – [Product/Service] – [Your Company Name]
Dear [Client Name],
Thank you for your interest in [Product/Service]. We’re delighted to inform you that we’re offering a special discount on the original quote from [Date].
We want to show our appreciation for your business, so we are offering a special discount.
The revised price for [Product/Service] is $[new price], including a discount of [percentage or amount].
The discounts is applied by:
- Discount of $[price] for Product A
- Discount of $[price] for Product B
- etc..
This offer is valid until [date], so we encourage you to take advantage of this fantastic opportunity!
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Revised Quotation with a New Delivery Timeline
Subject: Revised Quotation – Project Timeline Update – [Your Company Name]
Dear [Client Name],
This email is to provide a revised quotation, based on the original quotation sent on [Date]. We are revising the delivery timeline of the project.
Due to [reason for change, e.g., unforeseen circumstances, supplier delays], the original project timeline needs adjustment. We want to keep you updated, so you will be fully aware of the changes.
The new delivery date is [new delivery date]. The table below details the key milestones:
| Milestone | Original Date | Revised Date |
|---|---|---|
| Phase 1 Completion | [Date] | [Date] |
| Phase 2 Completion | [Date] | [Date] |
We apologize for any inconvenience this might cause. Please feel free to contact us with any questions or concerns.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Revised Quotation with Payment Terms Changes
Subject: Revised Quotation – Payment Terms Update – [Your Company Name]
Dear [Client Name],
This email informs you that your original quotation from [Date] has been updated. This time, the changes are related to payment terms.
After review, we’ve modified our payment terms. This allows us to [reason for change, e.g., better manage our cash flow, offer a more convenient option].
The new payment terms are as follows:
- [Percentage]% deposit upon order confirmation.
- [Percentage]% upon [milestone].
- The remaining balance due [date].
The overall price remains the same. We believe this will streamline the process. Please review the updated details, and let us know if you have any questions.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Revised Quotation for a Bundle Deal
Subject: Revised Quotation – Bundle Offer for [Products/Services] – [Your Company Name]
Dear [Client Name],
We are pleased to offer a revised quotation. This follows the quotation we sent to you on [Date], particularly regarding the new bundle deal for our [Products/Services].
We have created a special bundle deal to give you more value. By purchasing [Product A], [Product B], and [Product C] together, you can benefit from a reduced rate.
The revised quotation for the bundle is $[new price]. This reflects a saving of [amount or percentage]. See the following breakdown:
- Product A: $[price]
- Product B: $[price]
- Product C: $[price]
We hope you take advantage of this opportunity! The offer is valid until [date]. If you have any questions, please contact us.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Revised Quotation and Request for Approval
Subject: Revised Quotation – Project X – Approval Needed – [Your Company Name]
Dear [Client Name],
This is to inform you that we have revised the quotation for Project X. This revised quotation is based on the original sent on [date]. We would like your approval.
We’ve made adjustments based on [reason for change]. The revised quotation is attached to this email.
The new price is $[new price]. Please review the document and let us know if the details align with your expectations.
To proceed, please respond to this email with your approval or if you have any questions.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
In conclusion, the Revised Quotation Email is a vital communication tool in business. By using a clear and professional approach, you can effectively communicate changes, maintain client trust, and keep your projects on track. Always be transparent, provide clear explanations, and make it easy for your clients to understand the revisions. By following these guidelines, you can ensure your revised quotation emails are effective and beneficial for both you and your clients.