When you need to update a price quote, it’s super important to do it right. This article will show you the best way to do it, focusing on the process of Sending Revised Quotation Email Sample. We’ll cover everything from the basic email structure to different scenarios, so you’ll be prepared for any situation.
Why Clarity Matters: The Importance of a Revised Quotation
Sending a revised quotation is more than just changing a number. It’s about maintaining good relationships with your clients and ensuring everyone is on the same page. Things change, prices fluctuate, and sometimes mistakes happen. When you send a revised quotation, you’re showing your client that you’re professional and attentive to their needs. Think of it like this: you wouldn’t want to be surprised by a different price after agreeing to something, right? Your clients feel the same way.
Clarity in a revised quotation is key because it prevents misunderstandings and builds trust. Imagine a client receives an unexpected bill; they might feel confused or even suspicious. A well-crafted revised quotation avoids this by clearly explaining the changes and the reasons behind them. It shows transparency and respect for the client’s time and budget.
Here are some key reasons why clarity is so important:
- Avoids confusion and potential disputes.
- Demonstrates professionalism and attention to detail.
- Strengthens client relationships.
- Ensures accurate financial planning for the client.
Email Example: Revised Price Due to Increased Material Costs
Subject: Revised Quotation – [Project Name] – [Your Company Name]
Dear [Client Name],
Thank you again for your interest in working with us on the [Project Name] project. I’m writing to provide a revised quotation based on some recent changes.
Unfortunately, the cost of some of the materials we require for the project has increased since our initial quote. While we’ve tried to absorb these costs as much as possible, it’s necessary to adjust the pricing slightly to cover these increased expenses.
Here’s a summary of the revised pricing:
Original Price: $[Original Price]
Revised Price: $[Revised Price]
Please note that these changes are reflected in the attached quotation document. We believe the revised price reflects the current market conditions, and we are still committed to providing you with the best possible service.
If you have any questions or would like to discuss this further, please don’t hesitate to contact me. We look forward to your confirmation.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Revised Price After Scope Change
Subject: Revised Quotation – [Project Name] – Scope Change
Dear [Client Name],
Following our discussion on [Date], we’ve made some adjustments to the scope of the [Project Name] project. This email contains the revised quotation reflecting these changes.
Specifically, we’ve [ Briefly describe the change. For instance: “added the development of a new feature” or “removed the requirement for X.”] This has, understandably, altered the project’s costs.
Here’s a comparison of the original and revised costs:
| Item | Original Price | Revised Price |
|---|---|---|
| [Item 1] | $[Original Price 1] | $[Revised Price 1] |
| [Item 2] | $[Original Price 2] | $[Revised Price 2] |
| Total | $[Total Original] | $[Total Revised] |
A detailed breakdown is provided in the attached quotation document. We’re confident that the revised scope and price represent the best solution for your needs. Please let me know if you have any questions.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Correction of a Previous Error
Subject: Revised Quotation – Correction of Pricing – [Project Name]
Dear [Client Name],
I am writing to you concerning the quotation for [Project Name] that we previously sent. I want to apologize, as we have noticed an error in the pricing calculation.
We take great pride in our accuracy, and we regret this oversight. The corrected quotation is now attached to this email. The change affects [briefly explain the reason for the error, e.g., “the calculation for labor costs” or “the inclusion of a specific material”].
Here is the revised pricing:
Original Price: $[Original Price]
Revised Price: $[Revised Price]
We value your business and hope this does not cause too much inconvenience. If you have any questions or concerns, please do not hesitate to contact me.
Thank you for your understanding.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Revised Price Due to a Discount or Special Offer
Subject: Revised Quotation – Special Offer for [Project Name] – [Your Company Name]
Dear [Client Name],
We’re excited to announce a special offer on the [Project Name] project! We’re pleased to provide you with a revised quotation that reflects this discount.
We’re offering a [Discount Percentage]% discount [explain the reason, e.g., “for all new clients” or “for projects confirmed before [Date]”]. This is our way of showing our appreciation for your interest in our services.
The revised pricing is as follows:
Original Price: $[Original Price]
Discount: $[Discount Amount]
Revised Price: $[Revised Price]
This special offer is valid for [Duration, e.g., “the next two weeks”]. Please find the detailed quotation attached. We encourage you to take advantage of this offer.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Revised Price with Payment Terms Change
Subject: Revised Quotation – Payment Terms Update – [Project Name]
Dear [Client Name],
This email pertains to the quotation for [Project Name]. We’ve updated the payment terms while keeping the project’s total cost the same.
Our goal is to align our payment structure to better suit your needs. The primary change involves [briefly explain the changes. For instance: “a different deposit amount” or “the installment schedule”].
Here’s the breakdown of the payment schedule:
- Deposit: $[Deposit Amount] due upon agreement
- [Milestone 1]: $[Amount 1] by [Date 1]
- [Milestone 2]: $[Amount 2] by [Date 2]
- Final Payment: $[Final Amount] upon project completion
The attached quotation document offers detailed payment schedules. We believe this arrangement will be beneficial for both of us. Please let us know if you have any queries about these terms.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Revised Price for Extended Services/Products
Subject: Revised Quotation – Additional Services/Products – [Project Name]
Dear [Client Name],
Following our discussion on [date], we’re delighted to provide a revised quotation encompassing extra services for the [Project Name] project.
As per your request, we’ve included [Explain additional services/products, e.g., “extra website optimization” or “an additional product unit”]. This has led to some changes in our original proposal.
Here’s a summary reflecting the new pricing:
Original Price: $[Original Price]
Additional Services/Products Price: $[Additional Price]
Revised Price: $[Revised Price]
For detailed cost breakdowns, refer to the attached updated quotation. We’re excited to advance with this plan and fulfill your needs. Please reach out if you need any clarifications.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
By following these guidelines and using the sample emails as a starting point, you can confidently and effectively send revised quotations. Remember, clear communication is the key to building strong client relationships and ensuring successful projects.