Sending Revised Quotation Email Sample is a common task in business. It’s important to get it right to maintain a good relationship with your clients and avoid confusion. This guide will walk you through the essential steps, explaining why clarity and professionalism are key when you need to update a quote.
Why Revising Quotations Matters
When you send a revised quotation, you’re essentially providing an updated price or set of terms for a product or service. This could be because of changes in the scope of work, updated material costs, or a simple correction of an error. Accurate and timely revisions are crucial because they impact the client’s decision-making process, your company’s credibility, and ultimately, your bottom line. Imagine the client is looking at several offers; a poorly written or confusing revision can easily push them to a competitor.
Here’s why this matters:
- Accuracy: Ensures the client understands the correct cost.
- Clarity: Avoids misunderstandings about the services/products.
- Professionalism: Reflects well on your business.
Consider these points:
- Clearly state the reason for the revision.
- Highlight the changes made from the original quote.
- Provide a new deadline, if necessary.
Email Example: Price Adjustment Due to Material Cost Increase
Subject: Revised Quotation – [Your Company Name] – Project [Project Name]
Dear [Client Name],
Thank you for your interest in [Your Company Name] for the [Project Name] project. We’ve reviewed your requirements and prepared a revised quotation, as the original quote dated [Date of Original Quote] needs to be updated.
This revision is necessary due to an increase in the cost of [Specific material, e.g., steel] from our suppliers. The original quotation’s price was based on the market rate at that time.
The revised quotation is attached and reflects these price adjustments. Please pay close attention to the updated pricing structure outlined in the new document. The primary change involves [Specific change, e.g., a 5% increase in the total project cost].
We’re happy to answer any questions or discuss these changes further. If you approve, please reply to this email. If this meets your requirement, we are ready to proceed as soon as possible.
Thank you for your understanding.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Scope of Work Change
Subject: Revised Quotation – [Your Company Name] – Project [Project Name] – Updated Scope
Dear [Client Name],
Following our discussion on [Date of discussion], we’ve adjusted the scope of the [Project Name] project. This revised quotation addresses the changes we discussed.
Specifically, the following modifications have been made:
- [Change 1, e.g., Addition of X service]
- [Change 2, e.g., Removal of Y product]
- [Change 3, e.g., Adjustment to the project timeline]
The attached revised quotation includes a detailed breakdown of these changes and their impact on the pricing. The new total cost is [New Price]. Please review the document.
Let us know if you have any questions or need further clarification. We are happy to proceed with the project as soon as possible after your approval.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Correction of a Typographical Error
Subject: Revised Quotation – [Your Company Name] – [Project Name] – Correction
Dear [Client Name],
We are sending a revised quotation to address a minor typographical error in our original quote, dated [Date of Original Quote], for the [Project Name] project. We apologize for any inconvenience.
The error was in the [Specific Section/Line] where [Describe the error]. The corrected value is now [Corrected Value]. This has resulted in a total change of [Amount] for the project.
The revised quotation, attached, contains the correction. Please disregard the original quote and use the new one. We appreciate your understanding.
Please confirm that the corrected quotation meets your needs.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Offering a Discount
Subject: Revised Quotation – [Your Company Name] – Project [Project Name] – Special Offer
Dear [Client Name],
Thank you again for considering [Your Company Name] for the [Project Name] project. We’re excited to offer you a special discount to thank you for your business.
We’ve adjusted the original quotation dated [Date of Original Quote] to include a [Discount Percentage]% discount on the total cost. This reduces the total project cost to [New Price].
This special offer is valid for [Duration, e.g., 30 days]. Please review the attached revised quotation.
We value your business and look forward to working with you. Do not hesitate to reach out if you have any questions.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Change in Payment Terms
Subject: Revised Quotation – [Your Company Name] – [Project Name] – Updated Payment Terms
Dear [Client Name],
We are sending a revised quotation, dated [Date of Original Quote], for the [Project Name] project to update the payment terms. We’ve adjusted the payment schedule to better meet your needs.
The new payment schedule is as follows:
- [Payment 1, e.g., 30% upon signing the contract]
- [Payment 2, e.g., 40% upon completion of stage 1]
- [Payment 3, e.g., 30% upon project completion]
The total project cost remains at [Original Price]. The attached quotation has been updated to reflect these changes. Please refer to the attachment to find more details.
We’re always open to discussing the payment schedule. Please confirm the new terms and your acknowledgement of the quotation.
Thank you,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Extending the Quotation Validity
Subject: Revised Quotation – [Your Company Name] – [Project Name] – Extension
Dear [Client Name],
Following up on our original quotation, dated [Date of Original Quote], for the [Project Name] project. We are sending a revised quotation due to the validity period expiring.
The prices quoted were valid for [Original Validity Period]. Since this period has ended, we are extending the validity of the quotation for an additional [New Validity Period, e.g., 30 days].
The prices remain the same in the revised quotation attached. Kindly disregard the first quotation.
We look forward to your positive feedback. Please let us know if you have any questions.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Currency Exchange Rate Change
Subject: Revised Quotation – [Your Company Name] – [Project Name] – Currency Exchange Rate Update
Dear [Client Name],
This is a follow-up to our original quotation, dated [Date of Original Quote], for the [Project Name] project. We are sending a revised quotation based on changes in the currency exchange rate. This is especially important for international projects.
The original quotation was based on an exchange rate of [Original Exchange Rate]. The new exchange rate, as of [Date], is [New Exchange Rate]. This has affected the total project cost, now totaling [New Price].
Please see the attached revised quotation. Please contact us if you have any questions.
Thank you for your understanding.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
In summary, Sending Revised Quotation Email Sample needs to be clear, concise, and professional. Clearly outlining the changes, providing the new quotation, and stating a call to action will help in maintaining good client relationships and successful business outcomes. Remember to be accurate, keep the client informed, and you’ll be well on your way to a successful revision process.