When you’re running a business or providing a service, sending an estimate is a crucial step. It sets the stage for a potential deal, letting your client or customer know the costs involved. But it’s not just about numbers; it’s about how you present them. That’s why knowing What To Say When Sending An Estimate is super important. It can make the difference between landing the job and losing it. This guide will break down what to include in your estimate and how to communicate it effectively.
Key Elements of a Strong Estimate
Sending an estimate isn’t just about listing prices. It’s about providing a clear, professional document that builds trust and makes it easy for the client to understand the scope of work and associated costs. Here’s what you need to include:
- Project Overview: Briefly describe the services or products you’re offering. This helps the client quickly grasp what the estimate covers.
- Detailed Breakdown of Costs:
- List each item or service with its corresponding price.
- If possible, break down labor costs, materials, and any other charges.
- Consider using a table to make this easy to read.
Item Description Cost Labor 20 hours @ $50/hour $1000 Materials Paint, brushes, etc. $200 Subtotal $1200 Sales Tax 6% $72 Total $1272
- Payment Terms: Clearly state how and when you expect to be paid. Will you require a deposit? What forms of payment do you accept?
- Timeline: Give an estimated start and completion date or a timeframe for the project.
- Terms and Conditions: Include any important clauses, like:
- Expiration Date: How long the estimate is valid.
- Change Order Process: What happens if the client wants to change the scope of work.
- Cancellation Policy: What happens if the project gets canceled.
- Contact Information: Make it easy for the client to reach you with questions.
- Phone number
- Email address
The way you communicate these details is equally important. Your tone should be professional, clear, and friendly. Avoid jargon and use language that’s easy to understand.
Email Example: Initial Estimate for a Website Design
Subject: Website Design Estimate – [Your Company Name]
Dear [Client Name],
Thank you for considering [Your Company Name] for your website design project! We’re excited about the opportunity to help you create a fantastic online presence.
Based on our discussion, here’s a detailed estimate for the project, outlining the services we discussed:
- Custom Website Design: $2,500
- Responsive Design (Mobile-Friendly): Included
- Content Management System (CMS) Integration: $1,000
- SEO Optimization: $500
- Project Management and Communication: Included
Total Estimated Cost: $4,000
Payment Terms: 50% deposit upon acceptance of the estimate, 50% upon completion of the project. We accept payments via check or bank transfer.
Timeline: We anticipate a project completion timeframe of 4-6 weeks, starting from the date we receive the signed agreement and deposit.
This estimate is valid for 30 days. Please review it and let me know if you have any questions. If you’d like to proceed, please sign and return this email, or give me a call!
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Email Example: Following Up on an Unanswered Estimate
Subject: Following Up: Website Design Estimate – [Your Company Name]
Dear [Client Name],
I hope this email finds you well.
I’m following up on the website design estimate I sent you on [Date of Estimate]. I understand you’re likely busy, but I wanted to check if you’ve had a chance to review it.
If you have any questions or need any clarification, please don’t hesitate to ask. I’m happy to adjust the estimate to better fit your needs.
If you’re ready to move forward, please let me know, and we can get started!
Thanks again for your time.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Email Example: Estimate with a Discount
Subject: Website Design Estimate – Special Offer!
Dear [Client Name],
It was great speaking with you recently about your website design project! Here’s the estimate we discussed, along with a special offer to make it even better.
Original Estimated Cost: $4,000
Special Offer: We are offering a 10% discount on the total project cost if you sign and return the agreement within the next week.
Discounted Total Estimated Cost: $3,600
Same payment terms and timeline apply. This offer is valid for the next 7 days only.
Please review the attached estimate and let me know if you have any questions. We look forward to working with you!
Best,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Letter Example: Estimate for Home Renovation
Dear [Client Name],
Thank you for the opportunity to provide an estimate for the renovation of your kitchen.
Based on our consultation, here is a detailed breakdown of the costs involved:
- Demolition: $1,000
- Cabinet Installation: $5,000
- Countertop Installation: $3,000
- Flooring: $2,000
- Electrical Work: $1,500
- Plumbing Work: $1,000
- Subtotal: $13,500
- Sales Tax (6%): $810
- Total: $14,310
Payment Terms: A 30% deposit is required upon acceptance of this estimate, with the remaining balance due upon project completion. We accept checks and bank transfers.
Timeline: We estimate the project to be completed within 4-6 weeks, starting from the date of the signed contract and deposit receipt. The work will be performed on [Days of the week] from [Start Time] to [End Time].
Terms and Conditions: This estimate is valid for 30 days. Any changes to the scope of work may result in a change order and adjustments to the final price. We are fully insured. A detailed contract outlining the terms and conditions will be provided upon acceptance of this estimate.
We are excited about the opportunity to work with you on your home renovation project! Please sign and return a copy of this estimate to confirm your acceptance. If you have any questions, feel free to contact me.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Email Example: Estimate with Variations
Subject: Website Design Estimate – Option A and Option B
Dear [Client Name],
Thank you for considering [Your Company Name] for your website design project!
Based on our discussion, I have prepared two estimate options to fit your needs and budget:
Option A: Basic Package
- Custom Website Design: $2,500
- Responsive Design (Mobile-Friendly): Included
- Content Management System (CMS) Integration: $1,000
- Total: $3,500
Option B: Premium Package
- Custom Website Design: $3,500
- Responsive Design (Mobile-Friendly): Included
- Content Management System (CMS) Integration: $1,000
- E-commerce Integration: $1,500
- Total: $6,000
The same payment terms and timeline will apply.
Please let me know if you would like to proceed with either option, or if you have any questions.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Email Example: Sending a Revised Estimate
Subject: Revised Estimate – Website Design – [Your Company Name]
Dear [Client Name],
Thank you for your feedback on the previous estimate. I’ve reviewed your requests, and I’m pleased to provide a revised estimate incorporating the changes we discussed.
Based on our conversation, the following changes have been made:
- [Change 1]
- [Change 2]
Revised Total: $[New Total]
The payment terms and project timeline will remain the same.
Please review the attached revised estimate. Let me know if you have any other questions.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Knowing **What To Say When Sending An Estimate** is about more than just the numbers; it is all about clarity and professionalism. By including the right information and communicating it effectively, you’ll increase your chances of landing the job and building strong relationships with your clients. Remember to be clear, concise, and friendly, and always be available to answer any questions the client may have. Good luck!