Sometimes, you need to update a quote you sent out. Maybe the prices changed, or the scope of the project shifted. That’s where Sending Revised Quotation Email Sample comes in handy. It’s all about making sure your clients have the most accurate information. This article will show you how to write these emails clearly and professionally, so everyone stays on the same page. Let’s dive in!
Why Sending Revised Quotations Matters
When you need to change a quote, the way you tell your client is important. A well-written email prevents confusion and builds trust. It shows you’re organized and value their business. Think of it like this:
- It keeps the client informed about any changes.
- It protects you by providing a clear record of the agreement.
- It avoids misunderstandings that could lead to problems later.
Communicating clearly is the foundation of good business, and this applies to revisions, too. Getting it right the first time, is not always possible. The ability to follow up properly, however, is vital.
Consider that there might be specific things to consider. For example:
- The reason for the revision (price increase, scope change).
- The specific parts of the original quote that have been adjusted.
- The new total cost or updated details.
Revised Quotation Due to Price Increase
Subject: Revised Quotation – [Project Name] – Price Adjustment
Dear [Client Name],
Thank you again for your interest in [Your Company Name] and for the opportunity to provide a quotation for the [Project Name].
I am writing to inform you that there has been a slight adjustment to the pricing. This is primarily due to [Briefly explain the reason for the price increase, e.g., a recent increase in material costs or a change in the market].
Please find the revised quotation attached. The new total cost is [New Total Cost]. The original quotation is no longer valid. Please review it carefully.
If you have any questions, please don’t hesitate to ask.
Thank you for your understanding and continued interest.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Revised Quotation Due to Scope Change (Adding Services)
Subject: Revised Quotation – [Project Name] – Scope Addition
Dear [Client Name],
Following our discussion on [Date], we have updated the quotation for the [Project Name] to include [Briefly describe the new services or items].
The revised quotation is attached. This includes detailed breakdown of the added services, and the new total cost of [New Total Cost]. The original quotation is no longer valid. Please review it carefully.
Here’s a brief summary of the changes:
- Added [New Service/Item 1] for [Price].
- Added [New Service/Item 2] for [Price].
If you are happy with these changes, please let me know. We’re ready to move forward when you are.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Revised Quotation Due to Scope Change (Removing Services)
Subject: Revised Quotation – [Project Name] – Scope Reduction
Dear [Client Name],
As per our conversation on [Date], we have adjusted the quotation for the [Project Name] to reflect [Briefly explain the changes, e.g., a change in the specifications or the removal of certain services].
Please find the attached revised quotation. The new total cost is [New Total Cost], due to these changes, and the original quotation is no longer valid. We’ve made sure to detail which areas have been adjusted for transparency.
Here’s a quick overview:
| Original Item | Revised Item | Price Change |
|---|---|---|
| [Original Item] | [Revised Item] | -[Price Difference] |
Please review the attached quote carefully. If you have any questions about the changes, don’t hesitate to ask.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Revised Quotation – Correcting a Previous Error
Subject: Revised Quotation – [Project Name] – Correction
Dear [Client Name],
I am writing to provide a revised quotation for the [Project Name] to correct an error in the original document. I sincerely apologize for any confusion this may have caused.
The correct total cost for the project is [New Total Cost]. I have corrected the error [Specifically explain what was corrected, e.g., in the calculation of materials or the inclusion of a missing item].
The updated quotation is attached for your review. Please replace the previous version with this one. Please note that the original quotation is no longer valid.
Thank you for your understanding.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Revised Quotation With a New Expiration Date
Subject: Revised Quotation – [Project Name] – Updated Expiration Date
Dear [Client Name],
Please see the updated quotation for the [Project Name]. This quotation now includes an expiration date of [New Expiration Date].
The prices are still the same as in the previous quotation; however, due to [Briefly explain why the expiration date is being adjusted, e.g., market fluctuations or supplier changes], we’ve updated it.
You can find the revised quotation attached. Please review it and let us know if you have any questions before the expiration date. The original quotation is no longer valid.
We appreciate your business and look forward to working with you.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Revised Quotation – Adding Payment Terms
Subject: Revised Quotation – [Project Name] – Adding Payment Terms
Dear [Client Name],
I’m sending you a revised quotation for the [Project Name]. We have added details about the payment terms.
The total cost is [Total Cost].
The payment terms are as follows:
- [Payment Term 1, e.g., 50% upfront]
- [Payment Term 2, e.g., 50% upon completion]
You can find the revised quotation attached. Please note that the original quotation is no longer valid. Kindly review it and let us know if you have any queries.
We look forward to working with you.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
In conclusion, mastering the art of Sending Revised Quotation Email Sample is a key skill for any professional. By being clear, honest, and organized, you build strong client relationships and improve your company’s reputation. Take the time to create thoughtful emails, and you’ll see the difference it makes!