Sometimes, things change after you send a price quote. Maybe the scope of the project shifted, or there’s been a change in material costs. When that happens, it’s important to let your client know by Sending Revised Quotation Email Sample. This ensures everyone is on the same page and avoids any confusion or misunderstandings down the road. This guide will walk you through how to craft clear and professional emails for various situations involving revised quotes.
Why Accurate Revisions Matter
Revising a quotation accurately is vital for maintaining professionalism and building trust with your clients. It shows you’re organized and responsive. It also minimizes the potential for disputes later. Think of it this way: you wouldn’t want to be surprised by a higher bill, and neither do your clients! Accurate revisions are important for the following reasons:
- Transparency: Clear communication about changes builds trust.
- Legal Protection: A revised quote serves as documentation for the updated agreement.
- Project Success: Avoiding misunderstandings about costs helps keep projects on track.
Consider the following scenario: You initially quoted a project for $10,000. However, after further discussion, the client requests additional services, and the price must be adjusted. Without a revised quotation, you could face problems.
- The client might be unaware of the extra costs.
- You might end up doing extra work without proper compensation.
- The project could fall behind schedule because of budget constraints.
Email Sample: Revised Quote Due to Scope Changes
Subject: Revised Quotation – [Project Name] – Update
Dear [Client Name],
Following our discussion on [Date] regarding the [Project Name] project, we’ve updated the quotation to reflect the changes in scope you requested. Specifically, we’ve included [list of specific changes].
Please find the revised quotation attached. The total project cost is now $[Revised Amount]. We’ve outlined the changes in detail within the new document.
We are very excited to get started. Please let us know if you have any questions. We’re happy to clarify anything for you.
Sincerely,
[Your Name]
[Your Company]
Email Sample: Revised Quote with Price Increase (Material Costs)
Subject: Revised Quotation – [Project Name] – Price Adjustment
Dear [Client Name],
We’re writing to inform you about a price adjustment for the [Project Name] project. Due to unexpected increases in the cost of [specific material or service], we need to revise the initial quotation.
The attached revised quotation reflects these changes. The total cost has increased to $[Revised Amount]. We’ve done our best to minimize the impact and continue to offer you the highest quality [service/product]. A detailed breakdown of the cost increase is included in the revised document.
We understand that price changes can be unexpected, and we appreciate your understanding.
Sincerely,
[Your Name]
[Your Company]
Email Sample: Revised Quote with a Discount
Subject: Revised Quotation – [Project Name] – Updated with Discount
Dear [Client Name],
Thank you for your interest in the [Project Name] project! We are pleased to offer you a revised quotation, now including a special discount.
As a token of our appreciation [explain the reason for the discount, e.g., for your early commitment, for being a loyal customer], we’ve applied a [Discount Percentage or Amount] discount to the original price. The revised total is $[Revised Amount], as detailed in the attached document.
We believe this revised quotation provides excellent value. We’re very excited to start working with you on this project.
Best regards,
[Your Name]
[Your Company]
Email Sample: Revised Quote Following a Negotiation
Subject: Revised Quotation – [Project Name] – Following Our Discussion
Dear [Client Name],
Following our conversation on [Date], we’ve revised the quotation for the [Project Name] project. We’ve addressed the points discussed and made adjustments to [specific items adjusted, e.g., the scope, the materials, the payment schedule].
The attached revised quotation reflects the agreed-upon terms. The total cost is now $[Revised Amount], and the revised details are explained in the attached document. We hope the new terms work perfectly for you.
We’re very excited to proceed with the project! Please don’t hesitate to reach out if you have any questions.
Sincerely,
[Your Name]
[Your Company]
Email Sample: Revised Quote with an Extended Deadline
Subject: Revised Quotation – [Project Name] – Extended Deadline
Dear [Client Name],
We’re happy to provide a revised quotation for the [Project Name] project, including an extended deadline. After evaluating the scope of work, we can now complete the project by [New Deadline].
There is no change in the project cost. The total project cost is still $[Original Amount], as outlined in the attached document. This extended deadline will allow us to [Explain reason for extension: e.g., allocate more resources to the project, better incorporate the additional features].
Please review the attached quotation for complete details. We’re looking forward to working with you!
Best regards,
[Your Name]
[Your Company]
Email Sample: Revised Quote with a Change in Payment Terms
Subject: Revised Quotation – [Project Name] – Updated Payment Terms
Dear [Client Name],
We’ve revised the quotation for the [Project Name] project to reflect updated payment terms. The total project cost remains $[Original Amount], but the payment schedule has been modified to [explain the new payment terms, e.g., “50% upfront, 50% upon completion,” or, “monthly installments”].
These changes are explained in the attached revised quotation. We believe these new terms offer greater flexibility and convenience. They are created based on your project’s specific needs.
We are ready to proceed once the revised terms are agreed to. Please review the revised quotation and let us know if you have any questions.
Sincerely,
[Your Name]
[Your Company]
In conclusion, Sending Revised Quotation Email Sample is a critical part of good business practices. By clearly communicating changes, you protect both your business and your client. By using the examples above and tailoring them to your specific needs, you can ensure your revised quotes are professional, understandable, and help maintain positive relationships with your clients. Remember to always be transparent, professional, and available to answer any questions your clients may have.