In the world of business, things change! Sometimes, you need to adjust a price, update a service, or clarify details in a quotation. That’s where Sending Revised Quotation Email Sample comes in handy. This guide will help you craft professional and clear emails to ensure everyone is on the same page, avoiding misunderstandings and keeping those important deals rolling smoothly.
Why Sending Revised Quotations Matters
Why is sending a revised quotation email so important? Well, think about it. You initially gave a customer a price or plan. Then something shifted – maybe the cost of materials went up, or the scope of the project changed. You need to let them know! If you don’t communicate this change clearly, you could face:
- Confusion and frustration from the client.
- Lost business due to miscommunication.
- Damaged trust and a negative perception of your company.
Imagine sending a bill that’s different from the original quote without explanation! Sending a revised quotation email proactively solves these problems. It shows you’re professional, transparent, and value your client’s understanding. This keeps everyone informed. Furthermore, offering a revised quotation shows you are flexible and understanding of potential challenges.
Here’s what to keep in mind:
- Be clear about what has changed (price, services, etc.).
- Explain *why* the change is happening.
- Provide the new details and the new, updated quotation.
Email for Price Adjustment Due to Increased Material Costs
Subject: Revised Quotation – [Your Company Name] – [Project Name/Service]
Dear [Client Name],
Thank you again for your interest in [Project/Service]! Following up on our original quotation, we need to make a slight adjustment due to increased costs of the raw materials needed to fulfill this project.
We are committed to providing you with the highest quality and best value. The new quotation reflects these changes, ensuring we maintain the quality you deserve. The total revised price is [Revised Price].
Attached you will find the updated detailed quotation document. Please review it at your convenience. Please note that this revised quotation is valid for [Number] days.
If you have any questions or need further clarification, please don’t hesitate to reach out. We’re here to help!
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email for Change in Scope of Work
Subject: Revised Quotation – [Your Company Name] – [Project Name]
Dear [Client Name],
Following our conversation on [Date], we’ve adjusted the scope of work for the [Project Name] to include [briefly describe the changes – e.g., additional services, a different approach].
This change affects the quotation, as it now includes [explain what’s included, e.g., extra man-hours, specific components]. We are confident that these changes improve the final deliverables.
The updated quotation, attached to this email, now reflects the expanded scope of work. The total cost is now [Revised Price]. This updated quotation is valid for [Number] days.
Please review the revised quotation. Do not hesitate to reach out to discuss the changes in detail or how this affects the timeline.
Thank you again for choosing [Your Company Name]! We are looking forward to beginning the project!
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email for Change in Delivery Timeline
Subject: Revised Quotation – [Your Company Name] – [Project Name]
Dear [Client Name],
We are reaching out to inform you about changes in the timeline for the completion of your order. Following our assessment, we found it necessary to amend the delivery schedule.
We now estimate the delivery/completion date to be [new date]. This is due to [Reason – e.g., higher demand, supplier issues].
This revised timeline does not affect the original price, which remains at [original price]. The updated quotation is attached for your review, with the revised delivery timeline. Please review the new timeline at your convenience.
We apologize for any inconvenience. We are committed to keeping you informed about the status of your project.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email After a Change Requested by the Client
Subject: Revised Quotation – [Your Company Name] – [Project Name]
Dear [Client Name],
Thank you for your feedback and the changes you requested for the [Project Name]. We’ve updated the quotation to reflect these adjustments.
We’ve incorporated your requested changes, including [list changes – e.g., adding a feature, changing a material]. The attached quotation details these revisions.
The new total cost for the project is [Revised Price], valid for [Number] days.
We are happy to make these changes. We believe these changes will bring better results. Please let us know if you have any questions.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Offering a Discount in a Revised Quotation
Subject: Revised Quotation – [Your Company Name] – [Project Name]
Dear [Client Name],
We are pleased to offer a revised quotation for the [Project Name] that includes a special discount.
We value your business, and after reviewing your original quotation, we’ve adjusted our pricing to offer you [Discount Amount/Percentage].
This change is in effect to [Reason – e.g., due to a special offer, a change in our sales, etc.].
Please find the revised quotation attached, which reflects a new total of [Revised Price], valid for [Number] days.
We look forward to the opportunity to work with you and hope this offer is beneficial!
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email with an Updated Payment Schedule
Subject: Revised Quotation – [Your Company Name] – [Project Name]
Dear [Client Name],
We’ve revised the payment schedule for the [Project Name] to make it easier for you.
We want to provide the best experience. We are offering a more flexible payment plan.
The attached updated quotation details this revised payment schedule. The total project cost remains at [Original Price].
Please review the attached quotation. Let us know if you have any questions.
Thank you again, we appreciate your business.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
In conclusion, crafting clear and professional emails when Sending Revised Quotation Email Sample is key to successful communication. By following these examples and focusing on transparency, you can keep your clients happy, build strong relationships, and ensure your business runs smoothly. Remember to always be clear, concise, and respectful, and your clients will appreciate your professionalism.