In the business world, things change. Prices fluctuate, project scopes evolve, and sometimes, you need to adjust a price quote you’ve already sent. That’s where a Revised Quotation Email comes in handy. It’s a crucial tool for keeping communication clear and professional when a previous quote needs updating. This article will help you understand why these emails are important and how to write effective ones.
Why the Revised Quotation Email Matters
Let’s say you sent a quote for a website design. Now, the client wants extra features, or the cost of software has gone up. You need to inform them of the changes, right? The Revised Quotation Email is your way of doing that. It’s more professional and less prone to misunderstandings than a quick phone call.
- **Clarity:** It provides a written record of the changes, so everyone is on the same page.
- **Professionalism:** It shows you’re organized and attentive to detail.
- **Legal Protection:** It can serve as documentation in case of any disputes.
- Start with a polite greeting and reference the original quote.
- Clearly state the reason for the revision.
- Explain the changes and provide the updated pricing, which can be done using a table.
- End with a call to action, such as asking the client to review the new quote and confirm their approval.
It is important because it ensures transparency and avoids misunderstandings about the agreed-upon prices and terms.
Email: Revised Quote Due to Changed Materials
Subject: Revised Quotation – Project [Project Name] – Quote #[Quote Number]
Dear [Client Name],
I hope this email finds you well.
Following up on your project [Project Name], and the initial quote #[Quote Number] we sent on [Date of Original Quote].
Due to recent price increases for the materials we are using, we need to adjust the cost of the project. We have updated the quote to reflect these changes.
The revised pricing is as follows:
[Detailed breakdown of the changes, ideally in a table or bullet points. For example:]
- Original Materials Cost: $[Original Cost]
- New Materials Cost: $[New Cost]
- Reason for Change: Supplier price increase.
The total revised price is $[Revised Total].
Please review the updated quotation. If you have any questions, please don’t hesitate to ask. If you are happy with the revised proposal, please let us know.
Thank you for your understanding.
Sincerely,
[Your Name]
[Your Title]
Email: Revised Quote Because of Scope Changes Requested by Client
Subject: Revised Quotation – Project [Project Name] – Quote #[Quote Number]
Dear [Client Name],
Thank you for your interest in our service. Following our discussion on [Date], and related to Quote #[Quote Number].
You’ve asked to add some new elements to the project. This is great, but it does affect the initial cost.
We’ve updated the quote to include these new features. Here’s what has changed:
- [Original item 1]
- [New item 2, added based on the client’s request]
The adjusted price to reflect these additions is $[Revised Total].
Would you review the new document, please?
Please let me know if you have any questions. We’re here to help.
Best regards,
[Your Name]
[Your Title]
Email: Revised Quote Reflecting a Discount
Subject: Revised Quotation – Project [Project Name] – Quote #[Quote Number] – Discount Applied
Dear [Client Name],
I am writing to share with you an updated quotation for the proposed services. This is a result of a special offer.
We are very happy to provide a special discount of [Discount Percentage or Amount] on your project, [Project Name]. This is because of [brief explanation – e.g., a limited-time promotion, your partnership, etc.].
Here’s a rundown of the changes:
[Briefly describe the changes or mention the discount.]
Your final price has been adjusted and is $[Revised Total].
Kindly review and let me know if there are any questions.
We value your business.
Thank you,
[Your Name]
[Your Title]
Email: Revised Quote Due to Timeline Changes
Subject: Revised Quotation – Project [Project Name] – Quote #[Quote Number] – Updated Timeline
Dear [Client Name],
Following on from our Quote #[Quote Number], we want to update you on the project timeline.
Because of [explain the reason for the timeline change, e.g., a change in resource availability, delays in receiving information from the client, etc.], we need to adjust the project timeline.
We’ve revised the quote to reflect these adjustments. This includes any price changes, which we’ve worked to keep to a minimum.
Please see the changes:
- [Old Estimated Completion Date]
- [New Estimated Completion Date]
The price remains at $[Revised Total].
Should you have any further questions, feel free to ask.
Sincerely,
[Your Name]
[Your Title]
Email: Revised Quote Following a Mistake in the Original Quote
Subject: Revised Quotation – Project [Project Name] – Quote #[Quote Number] – Correction
Dear [Client Name],
I am writing to you today with a necessary amendment to your quote, # [Quote Number] which we provided on [Date].
We noticed a small mistake in the original document. The price of [item or service] was incorrectly calculated. We sincerely apologize for this error.
We have fixed the mistake.
The correction is as follows:
- Old cost: $[Old Price]
- Corrected cost: $[New Price]
The total revised price is $[Revised Total].
We are sorry about the error and any inconvenience it has caused. Thank you for your understanding.
Regards,
[Your Name]
[Your Title]
Email: Revised Quote for Extended Services
Subject: Revised Quotation – Project [Project Name] – Quote #[Quote Number] – Additional Services
Dear [Client Name],
I hope you are doing well.
Regarding the project [Project Name], as outlined in Quote #[Quote Number], which was provided on [Date], we are happy to supply additional assistance.
You expressed interest in [Mention the additional service or item], which is excellent. We have changed the quotation to include this.
Here is the updated breakdown:
- [Additional service 1]
- [Additional service 2]
The complete revised price is $[Revised Total].
Please review the updated quote. Please contact us immediately if you have any questions or if you’d like to move ahead.
Sincerely,
[Your Name]
[Your Title]
In conclusion, writing an effective Revised Quotation Email is an important skill. By being clear, professional, and providing all the necessary information, you can maintain a strong relationship with your clients and avoid misunderstandings. Always remember to be transparent about the changes and give your clients the opportunity to ask questions. This helps maintain trust and build successful business relationships.