In business, it is common to send revised quotations to clients, especially when there are changes in the initial proposal or contract. In this article, we will provide you with a sample of a revised quotation email that you can use as a reference when sending revised quotations to your clients. We will also provide some examples of how you can edit the sample email to fit your specific needs.
Sending Revised Quotation Email Sample
When you need to send a revised quotation to a client, it’s essential to do so in a clear and concise manner to handle the task effectively. Here are some tips for writing a professional and informative revised quotation email:
Subject Line
Keep the subject line brief and to the point, such as “Revised Quotation for [Project Name].” This will help the client quickly understand the purpose of the email and encourage them to open it.
Salutation
Start the email with a formal salutation, such as “Dear [Client Name]” or “Hello [Client Name].” If you have a personal relationship with the client, you can use a more informal greeting, such as “Hi [Client Name].”
Body
In the body of the email, begin by explaining that you are sending a revised quotation. Briefly state the reason for the revision, such as changes in the project scope or updated pricing information. Apologize for any inconvenience this may have caused.
Next, provide a detailed explanation of the changes reflected in the revised quotation. Use clear and concise language to describe each change, and highlight the impact it will have on the project timeline, cost, or deliverables.
Revised Quotation
Attach the revised quotation to the email. Make sure the quotation is clear and easy to read, with all relevant information, such as the project description, pricing, and terms of payment, clearly stated.
Call to Action
Your email should encourage the client to take action. You can do this by asking them to review the revised quotation and let you know if they have any questions or concerns. You can also include a deadline for the client to respond, if appropriate.
Signature
End the email with a formal closing, such as “Sincerely” or “Best regards.” Include your name, job title, and contact information below the closing.
Tips for Writing a Professional Revised Quotation Email
- Be clear and concise: The email should be easy to read and understand. Avoid using jargon or technical terms that the client may not be familiar with.
- Be specific: Clearly outline the changes between the original and revised quotations. Use specific language to describe each change.
- Be apologetic: If the revision causes any inconvenience to the client, apologize for the inconvenience caused.
- Be professional: Maintain a professional tone throughout the email. Avoid using slang, emojis, or colloquialisms.
- Proofread: Ensure that you thoroughly proofread the email for any errors in grammar or spelling before sending it.
By following these tips, you can write a revised quotation email that is clear, concise, and professional. This will help you maintain a positive relationship with your client and ensure that the project continues to move forward smoothly.
Sending Revised Quotation Email Samples
Revised Quotation for [Project Name]
Dear [Client Name],
We hope this email finds you well. We are writing to provide you with a revised quotation for the [Project Name] project you are considering.
We understand that the project requirements have changed, and we have worked closely with our team to revise our proposal to better align with your new specifications.
The revised quotation includes the following changes:
- Additional labor hours
- Revised material costs
- Updated project timeline
We believe that this revised quotation provides a competitive and comprehensive solution to meet your project needs. We are confident that our team can deliver a quality project within the specified timeframe and budget.
We appreciate your continued consideration of our services, and we look forward to hearing from you soon.
Best regards,
[Your Name]
Updated Quotation for [Project Name]
Dear [Client Name],
We hope this email finds you well. We are writing to provide you with an updated quotation for the [Project Name] project we are working on.
Since the original quotation was issued, there have been some changes to the project scope. As a result, we have reviewed our costs and have made some adjustments to the quotation.
The updated quotation includes the following changes:
- Increased labor costs due to increased complexity
- Revised material costs due to availability issues
- Updated project timeline to accommodate changes in scope
We apologize for any inconvenience these changes may cause. We are committed to working with you to ensure that the project is completed within the revised timeline and budget.
We appreciate your understanding and look forward to continuing our work on this project.
Best regards,
[Your Name]
Revised Quote Due to Change in Market Conditions
Dear [Client Name],
We hope this email finds you well. We are writing to inform you that we have revised our quotation for the [Project Name] project due to recent changes in market conditions.
The cost of materials and labor has increased significantly since our original quotation was issued. As a result, we have had to adjust our pricing to reflect these changes.
The revised quotation includes the following changes:
- Increased material costs
- Revised labor costs
- Updated project timeline to reflect the impact of increased costs
We apologize for any inconvenience this may cause. We are committed to providing you with the best possible service and delivering a quality project within the revised timeline and budget.
We appreciate your understanding and look forward to continuing to work with you on this project.
Best regards,
[Your Name]
Revised Quote Due to Client Request Changes
Dear [Client Name],
We hope this email finds you well. We are writing to provide you with a revised quotation for the [Project Name] project due to changes in the project requirements.
We understand that you have requested additional features and changes to the project scope. We have reviewed your requests and have made the necessary adjustments to our quotation.
The revised quotation includes the following changes:
- Additional features and functionality
- Revised project timeline to accommodate the changes
- Updated costs to reflect the additional work
We appreciate your feedback and are committed to providing you with the best possible service. We believe that this revised quotation provides a fair and competitive price for the additional work that will be required.
We look forward to working with you to complete this project successfully.
Best regards,
[Your Name]
Revised Quote Due to Project Delays
Dear [Client Name],
We hope this email finds you well. We are writing to provide you with a revised quotation for the [Project Name] project due to unforeseen delays.
The project has been delayed due to a number of factors, including inclement weather, supply chain issues, and unexpected labor shortages.
The revised quotation includes the following changes:
- Revised project timeline to reflect the delays
- Updated costs to cover the additional work that will be required
We apologize for any inconvenience this may cause. We are committed to completing the project as quickly as possible and within the new budget.
We appreciate your understanding and look forward to continuing to work with you on this project.
Best regards,
[Your Name]
Revised Quote Due to Errors or Omissions
Dear [Client Name],
We hope this email finds you well. We are writing to provide you with a revised quotation for the [Project Name] project due to an error in the original quotation.
We have identified an error in the pricing of the materials that will be used in the project. The revised quotation includes the correct pricing and an updated project timeline.
We sincerely apologize for this error. We are committed to providing you with the best possible service and delivering a quality project within the revised timeline and budget.
Please review the revised quotation and let us know if you have any questions.
Best regards,
[Your Name]
Revised Quote Due to Unavailability of Materials
Dear [Client Name],
We hope this email finds you well. We are writing to provide you with a revised quotation for the [Project Name] project due to the unavailability of certain materials.
We have been informed by our suppliers that some of the materials that we planned to use in the project are no longer available. As a result, we have had to find alternative materials, which has increased the cost of the project.
The revised quotation includes the following changes:
- Increased material costs
- Revised project timeline to accommodate the change in materials
We apologize for any inconvenience this may cause. We are committed to completing the project within the revised timeline and budget.
Please review the revised quotation and let us know if you have any questions.
Best regards,
[Your Name]
Related Tips for Sending Revised Quotation Email Sample
When sending a revised quotation, it’s important to ensure it is clear, concise, and professional. Here are a few tips to help you create an effective revised quotation email:
Be Clear and Concise
- Use clear and concise language that is easy to understand.
- Avoid jargon or technical terms that the recipient may not be familiar with.
- Highlight the key changes in the revised quotation and explain why they were made.
Be Professional
- Use a professional tone and avoid slang or informal language.
- Proofread your email carefully for any errors before sending it.
- Include a clear subject line that indicates the purpose of the email, such as “Revised Quotation for [Project Name].”
Be Timely
- Send your revised quotation promptly after you have made the necessary changes.
- Be available to answer any questions the recipient may have about the revised quotation.
- Follow up with the recipient to ensure they have received and understood the revised quotation.
Revise Quotation Email Sample
| Subject: | Revised Quotation for Website Design Services |
|---|---|
| Body: |
Dear [Client Name],
I hope this email finds you well. As per the last conversation, I have revised the quotation for the website design services as per your requirement. I have made the following changes:
The new quotation is attached to this email for your reference. Please review it carefully and let me know if you have any questions. I would be happy to discuss the revised quotation with you in more detail at your convenience. Please feel free to contact me anytime. Thank you for your time and business. Sincerely, |
FAQs About Sending Revised Quotation Email Sample
Q: How do I write an effective subject for revised quotation email?
A: Keep the subject clear and straightforward. Write the quote number and product or services in the subject line, so the recipient understands the purpose of the email quickly.
Q: What are the elements to include in the body of revised quotation email?
A: Include the revised quote number, date, customer name, and contact information. Be clear about the changes made and the reasons behind those changes. Itemize the products or services with their updated pricing. Mention the validity of the revised quote and express gratitude for the customer’s business.
Q: How do I address the changes in the revised quotation?
A: Clearly state the changes made in the pricing or the terms of the quotation. Provide a concise explanation for these changes. If there was an error in the previous quotation, acknowledge it and express regret for any inconvenience caused.
Q: How to add a call to action to the revised quotation email?
A: Gently nudge the customer to take the next step. Provide a clear call to action, such as asking for a confirmation or suggesting a meeting to discuss the revised quotation. Include your contact information so the customer can easily reach you with questions or to place an order.
Q: Should I apologize for the changes in the revised quotation?
A: Depending on the situation, you can express regret or apologize for the changes made. If the changes were due to an error on your part, owning up to it and apologizing is the right thing to do. However, if the changes are due to external factors or updated costs, a simple explanation is sufficient.
Q: Can I offer a discount or incentive in the revised quotation?
A: Offering a discount or incentive can sweeten the deal for the customer and encourage them to accept the revised quotation. This is particularly effective if the changes are significant and the customer may be hesitant about the revised pricing. Be strategic with your offer and ensure it aligns with your business objectives.
Q: How do I follow up on the revised quotation email?
A: Follow up with the customer after sending the revised quotation email to check if they have any questions or concerns. Address their queries promptly and professionally. You can also follow up to inquire about their decision regarding the revised quotation, expressing your enthusiasm about working together.
Stay Tuned for More Updates
Thanks for taking the time to read my email sample on sending revised quotations. I hope you found it helpful and informative. If you have any questions, feel free to reach out to me. I’ll be more than happy to assist you.
In the meantime, be sure to check back for more updates and tips on writing effective business emails. I’ll be sharing more samples and insights in the near future. So, stay tuned!