Sending an estimate can be a crucial step in securing a project or sale. But simply handing over a document isn’t enough! How you present that estimate, and most importantly, What To Say When Sending An Estimate, can significantly impact your success. This guide will walk you through crafting effective communication to accompany your estimates, ensuring clarity, professionalism, and a higher chance of getting that “yes” from your potential client or customer.
Key Elements of an Effective Estimate Presentation
When submitting an estimate, it’s not just about the numbers. You need to provide context and clarity to help the recipient understand the proposal fully. This includes:
First and foremost, start with a polite greeting, personalize it with their name. Next, summarize the project or service briefly. This helps them quickly grasp what the estimate covers. After that, you should state the key inclusions and exclusions of the estimate. Clearly outline what’s included and what’s not to avoid any misunderstandings later.
Then, clearly state the pricing breakdown. If applicable, use tables, bullet points or numbered lists, or a simple breakdown of costs. For example:
- Labor: $XXX
- Materials: $YYY
- Other Costs: $ZZZ
It’s incredibly important to state the validity of the estimate, the payment terms, and your contact information. The validity period, typically 30-60 days, protects you from price fluctuations. The payment terms outline the schedule (e.g., 50% upfront, 50% upon completion). Always include your contact information and a call to action. Encourage them to reach out with questions or accept the estimate.
Email Example: Initial Estimate for a Website Design
Subject: Website Design Estimate – [Your Company Name] – [Client Name]
Dear [Client Name],
Thank you for considering [Your Company Name] for your website design project. I’m pleased to provide you with the following estimate.
This estimate covers the design and development of a [Type of Website] website, including [brief list of features, e.g., custom design, responsive layout, content management system].
Here’s a breakdown of the estimated costs:
- Design Phase: $XXX
- Development Phase: $YYY
- Content Integration: $ZZZ
Total Estimated Cost: $[Total]
This estimate is valid for 30 days. Our payment terms are [e.g., 50% upfront, 50% upon completion]. Please review the attached document for more details.
If you have any questions or would like to discuss this further, please don’t hesitate to contact me. To accept the estimate, please reply to this email or sign and return the attached document.
Sincerely,
[Your Name]
[Your Company Name]
[Your Contact Information]
Email Example: Following Up on a Sent Estimate
Subject: Following Up: Website Design Estimate from [Your Company Name]
Dear [Client Name],
I hope this email finds you well.
I’m following up on the website design estimate I sent on [Date]. Have you had a chance to review it?
I understand you’re likely considering several options. I’m happy to answer any questions you may have. Perhaps a quick call would be helpful. Would you be available for a brief chat sometime next week?
If the estimate works for you, please let me know, and we can proceed with the next steps. If you need any adjustments, just let me know. I look forward to hearing from you soon.
Best regards,
[Your Name]
[Your Company Name]
[Your Contact Information]
Email Example: Adjusting an Existing Estimate
Subject: Revised Estimate for Website Design – [Your Company Name] – [Client Name]
Dear [Client Name],
Thank you for your feedback on the initial estimate. Based on our discussion, I’ve made the following adjustments:
- [Specific Change 1]
- [Specific Change 2]
Here’s the updated pricing:
- Design Phase: $XXX
- Development Phase: $YYY
- Content Integration: $ZZZ
Total Revised Cost: $[Total]
This revised estimate is valid for 30 days. Our payment terms remain the same, [e.g., 50% upfront, 50% upon completion]. Please review the attached document.
If you have any further questions or need additional modifications, please don’t hesitate to contact me.
Sincerely,
[Your Name]
[Your Company Name]
[Your Contact Information]
Email Example: Sending an Estimate for a Small Project
Subject: Estimate for [Project Description] – [Your Company Name] – [Client Name]
Dear [Client Name],
Here’s an estimate for the [Project Description] project you requested. This includes:
[Brief list of services/items]
Total Cost: $[Total]
This estimate is valid for 14 days. Payment is expected upon completion. Please let me know if you’d like to proceed.
Best regards,
[Your Name]
[Your Company Name]
[Your Contact Information]
Email Example: What To Say When Sending An Estimate When Client Ask For Revisions
Subject: Revised Estimate for Website Design – [Your Company Name] – [Client Name]
Dear [Client Name],
Thank you for your feedback on the initial estimate. I’ve made the following adjustments based on your requests:
- Reduced the scope of [Feature] which has reduced the cost by [Amount].
- Added [New feature] which increased the cost by [Amount].
Here’s the updated pricing:
- Design Phase: $XXX
- Development Phase: $YYY
- Content Integration: $ZZZ
Total Revised Cost: $[Total]
This revised estimate is valid for 30 days. Our payment terms remain the same, [e.g., 50% upfront, 50% upon completion]. Please review the attached document.
If you have any further questions or need additional modifications, please don’t hesitate to contact me.
Sincerely,
[Your Name]
[Your Company Name]
[Your Contact Information]
Letter Example: Formal Estimate for a Large Project
[Your Company Letterhead]
[Date]
[Client Name]
[Client Address]
Subject: Formal Estimate for [Project Name]
Dear [Client Name],
Thank you for the opportunity to provide you with an estimate for the [Project Name] project.
This estimate outlines the scope of work and associated costs for the following:
| Item | Description | Cost |
|---|---|---|
| Phase 1 | [Detailed Description] | $XXX |
| Phase 2 | [Detailed Description] | $YYY |
| Contingency | [Brief Explanation] | $ZZZ |
| Total Estimated Cost | $[Total] |
This estimate is valid for 60 days. Payment terms are [e.g., 30% upfront, 30% at milestone 1, 40% upon completion]. Please review the attached detailed proposal for complete specifications.
Please sign and return a copy of this estimate to accept the proposal.
If you have any questions, please do not hesitate to contact me.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
In closing, following these guidelines will help you make sure you get the job! Being clear, polite, and easy to understand will go a long way. Good luck, and happy estimating!
“`