Sending Revised Quotation Email Sample is a common task in business, especially when you’re providing services or selling products. It’s all about making sure your clients have the most up-to-date information and understand exactly what they’re getting and how much it will cost. This article will walk you through how to write these emails, what to include, and provide some helpful examples.
Why Revised Quotations Matter
Sending a revised quotation is necessary when the initial quote needs to be changed. This could be due to:
* Changes in the scope of work
* Updated pricing from suppliers
* Corrections to errors in the original quote
* Client requests for modifications
It’s crucial to get it right because it builds trust and prevents misunderstandings later on. Clear communication avoids future headaches and keeps everyone on the same page.
Think of it like this: If you tell a friend you’ll meet them at the movies at 7 pm, but then the movie time changes to 7:30 pm, you need to tell them! The revised quotation serves the same purpose.
Consider these key aspects:
- Transparency: Openly communicate the reasons for the revision.
- Accuracy: Ensure all details, especially pricing, are correct.
- Professionalism: Maintain a polite and formal tone.
Email Example: Revising a Quote Due to a Change in Scope
Subject: Revised Quotation – [Your Company Name] – Project [Project Name]
Dear [Client Name],
Thank you for your interest in our services. Following our discussion on [date], we’ve updated the quotation for the [Project Name] project to reflect the changes we discussed regarding the scope of work.
Specifically, we’ve included [briefly list the new additions or deletions]. This has resulted in a change to the total cost.
Please find the revised quotation attached, which details the new scope of work and updated pricing. The new total is $[Amount].
We are confident that this revised quote accurately reflects the project requirements. Please review it at your convenience, and let us know if you have any questions.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Revising a Quote Due to Updated Pricing
Subject: Revised Quotation – [Your Company Name] – Quotation [Quotation Number]
Dear [Client Name],
We are writing to inform you of a revision to your quotation [Quotation Number] for [brief description of the services/products].
Due to [reason for price change – e.g., supplier price increase, change in material costs], we’ve had to update some of the pricing in the original quote.
The revised quotation is attached. The key changes are:
- [Item 1]: [Old Price] -> [New Price]
- [Item 2]: [Old Price] -> [New Price]
The total cost is now $[Amount].
We understand that price changes can be inconvenient, and we want to assure you that we are committed to providing you with the best possible service. Please review the updated quote and let us know if you would like to proceed.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Correcting an Error in the Original Quote
Subject: Revised Quotation – [Your Company Name] – Quotation [Quotation Number] – Correction
Dear [Client Name],
We are writing to you regarding quotation [Quotation Number] that we sent on [date]. We have identified a minor error in the original quote and would like to provide you with a corrected version.
Specifically, the error was related to [explain the error briefly and clearly]. We sincerely apologize for any inconvenience this may have caused.
Please find attached the revised quotation, which now reflects the correct information. The total price is $[Amount].
We appreciate your understanding and look forward to your confirmation.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Addressing a Client Request
Subject: Revised Quotation – [Your Company Name] – Quotation [Quotation Number] – Based on Your Request
Dear [Client Name],
Thank you for your feedback on quotation [Quotation Number]. We have revised the quote based on your request to [briefly explain the client’s request – e.g., include a different package, remove a specific service].
The revised quotation is attached. It reflects the changes we discussed. The updated pricing is $[Amount].
We are happy to make these adjustments to better meet your needs. Please review the revised quotation and let us know if you have any further questions or if you would like to proceed.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Providing a Deadline for Acceptance
Subject: Revised Quotation – [Your Company Name] – [Project Name] – Deadline Reminder
Dear [Client Name],
This is a follow-up regarding the revised quotation for [Project Name], which we sent on [date].
Please note that the quotation is valid until [date]. We kindly request that you review it and let us know your decision by this date. The price quoted will be valid during this period. After [date], prices may be subject to change.
The revised quotation is attached for your reference.
If you have any questions before the deadline, please do not hesitate to contact us.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Offering Additional Value or Options
Subject: Revised Quotation – [Your Company Name] – [Project Name] – Plus Additional Option
Dear [Client Name],
We are pleased to present a revised quotation for your project, with an additional option which we believe could significantly improve [describe the benefit].
This revised quotation includes [brief explanation of changes]. We have also included an optional add-on, offering [describe the option and benefits]. The new total is $[Amount].
Please find the revised quotation attached, including this additional information. It provides more details on the additional option. Let us know if you wish to discuss it further.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
In conclusion, Sending Revised Quotation Email Sample is an essential part of providing excellent customer service. By using the right tone, clearly explaining the changes, and providing a revised document, you can keep your clients informed, build trust, and ensure a smooth business relationship. Remember to always be transparent, professional, and prompt in your communication!