Sending an estimate is a crucial step in many business transactions. It sets the stage for a potential agreement and helps manage expectations. But, simply sending the numbers isn’t enough. Knowing *What To Say When Sending An Estimate* can make the difference between landing a client and losing them. This article will guide you through the essential elements of a well-crafted estimate communication.
The Core Components of a Good Estimate
The estimate itself is just one part of the communication. How you present it is just as important. Think of it like a sales pitch!
A good estimate should clearly outline everything the client needs to know. This includes:
* A clear description of the work to be done.
* A breakdown of the costs involved (labor, materials, etc.).
* The estimated timeline for completion.
* Payment terms (how and when you expect to be paid).
Accurately representing the scope of work is vital for client satisfaction and your peace of mind. Under-promising and over-delivering is always a good strategy.
Consider using a table format to make this information easy to digest.
| Item | Description | Cost |
|---|---|---|
| Project Planning | Initial consultation, scope definition | $100 |
| Website Design | Design mockup, revisions, and final design. | $1000 |
| Website Development | Coding and implementation of the design | $2000 |
| Testing and Launch | Testing on different browsers and devices. | $300 |
| Total | $3400 |
You might also incorporate numbered steps. For example:
- Project Planning
- Design Mockups
- Website Development
- Testing and Launch
- Client Handover
Email Example: Initial Estimate for a Website Redesign
Subject: Website Redesign Estimate – [Your Company Name] – [Client Name]
Dear [Client Name],
Thank you for considering [Your Company Name] for your website redesign project. Based on our discussion, I’ve prepared the following estimate outlining the scope of work and associated costs:
[Insert your estimate table here, similar to the one above. Be sure to include a detailed breakdown of costs.]
This estimate covers the design, development, and launch of your new website. It does not include ongoing maintenance or content updates, which we can discuss separately if you’re interested.
Our estimated timeline for completion is [Number] weeks from the project’s start date, depending on the speed of getting the design approved. We would be looking to get going with the design process with you as soon as the project is approved!
Our payment terms are [e.g., 50% upfront, 50% upon completion].
Please review this estimate at your convenience. If you have any questions or would like to discuss this further, please don’t hesitate to contact me. We’re excited about the possibility of working with you to create a fantastic new website!
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Estimate with a Special Offer or Promotion
Subject: Special Offer: Website Redesign Estimate & Discount – [Your Company Name] – [Client Name]
Dear [Client Name],
It was great speaking with you yesterday about your website redesign! I’ve put together a detailed estimate based on our conversation. We’re also running a special promotion this month and would be delighted to offer you 10% off the total project cost if you sign up by [date].
[Insert your estimate here.]
The discounted total would be [Discounted Amount]. This offer is valid until [Date], and we are looking forward to getting you on the road to an improved website!
Please let me know if you have any questions about the estimate or the special offer. We are really excited about working with you!
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Following Up on an Estimate
Subject: Following Up on Your Estimate – [Your Company Name] – [Client Name]
Dear [Client Name],
I hope this email finds you well. I’m following up on the estimate I sent you on [Date] for [Project Description].
Have you had a chance to review it? If you have any questions, or if there is anything else you would like me to add to the estimate, feel free to ask!
We are also happy to schedule a call to discuss it in more detail. Please let me know what time works best for you. We’re still ready to work with you, and are here to get your project going!
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Responding to a Request for Revision
Subject: Re: Website Redesign Estimate – [Your Company Name] – [Client Name]
Dear [Client Name],
Thank you for getting back to me about your estimate! I’ve reviewed your requested revisions and made the necessary changes. Here’s the updated estimate for you:
[Insert your revised estimate here. Clearly highlight the changes you’ve made.]
We have adjusted the price as needed and the deadline is still in place. I’m confident that these changes address your needs.
Please let me know if you have any other questions. We’re looking forward to your approval and getting started with the project.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Explaining a Cost Increase
Subject: Revised Estimate – Website Redesign Project – [Your Company Name] – [Client Name]
Dear [Client Name],
I hope this email finds you well! I’m writing to inform you of a necessary adjustment to the original estimate for your website redesign project. After a more detailed assessment, we’ve realized that certain aspects of the project will require more time and resources than initially anticipated.
Specifically, [Explain the reason for the cost increase. Be transparent and provide a clear justification, e.g., “the complexity of the SEO integration is greater than anticipated”].
As a result, the revised estimate is as follows:
[Insert the revised estimate with clear highlighting of the changes.]
We understand that changes in cost can be unexpected, and we apologize for any inconvenience this may cause. We are committed to delivering exceptional results. If you have any questions or concerns, please don’t hesitate to reach out. We appreciate your understanding, and are excited to continue working on this project!
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Letter Example: Estimate for a Home Renovation
Subject: Estimate for Home Renovation Project at [Address]
Dear [Client Name],
Thank you for the opportunity to provide you with an estimate for the renovation of your home. Based on our meeting on [Date], and a full evaluation of your project needs. We have prepared the following detailed estimate outlining the proposed scope of work and associated costs:
[Insert your detailed estimate in a clear, easy-to-read format. This could be a table or a bulleted list.]
This estimate includes all labor, materials, and necessary permits to complete the project as described. It assumes [State any assumptions, such as the availability of existing infrastructure].
Our estimated project timeline is [Number] weeks, contingent on weather conditions, material availability, and any necessary inspections. We will keep you informed of our progress.
Our payment terms are [e.g., 25% upon signing the contract, 50% upon reaching the halfway point, and 25% upon completion].
Please review this estimate carefully. If you have any questions, or if you’d like to proceed, please sign and return a copy of this estimate. We are looking forward to working on this with you!
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
In conclusion, *What To Say When Sending An Estimate* involves more than just providing the numbers. It’s about clear communication, transparency, and building trust. By following these guidelines and using the provided examples, you can greatly increase your chances of converting estimates into successful projects, and creating long-lasting client relationships. Remember to always be professional, responsive, and prioritize your clients’ needs.