In the business world, things change. Prices fluctuate, details are updated, and sometimes, you need to adjust a quotation you’ve already sent. Knowing how to handle this professionally is crucial. This guide will help you master the art of Sending Revised Quotation Email Sample, ensuring you communicate effectively and maintain strong relationships with your clients.
Why Revising Quotations Matters and How to Do It Right
Revising a quotation isn’t just about correcting a mistake; it’s about demonstrating your commitment to accuracy and professionalism. It shows clients that you’re attentive to their needs and that you’re willing to adapt. It’s also an opportunity to reinforce your value and re-establish trust.
Here’s a breakdown of why getting it right is important:
- Accuracy: Correcting errors prevents misunderstandings and potential disputes later on.
- Professionalism: A well-crafted revision showcases your attention to detail and respect for the client’s time.
- Relationship Building: It demonstrates transparency and your willingness to be flexible, which fosters trust.
Communicating changes effectively can mean the difference between winning a project and losing it. Here are some key steps to follow when sending a revised quotation:
- Be Prompt: Address the revision as soon as possible.
- Be Clear: Clearly state what has changed and why.
- Be Concise: Get straight to the point, avoiding unnecessary jargon.
Email/Letter Examples for Different Scenarios
Example: Revised Price Due to Updated Material Costs
Subject: Revised Quotation – [Project Name] – Quotation Number [Quotation Number]
Dear [Client Name],
I hope this email finds you well.
Following our initial quotation for the [Project Name] project (Quotation Number [Quotation Number]), we’ve experienced a slight increase in the cost of raw materials. As a result, we’ve needed to update the pricing on a few items.
Please find the revised quotation attached. The key changes are highlighted in yellow. We’ve also included a comparison table to show you the differences:
| Item | Original Price | Revised Price |
|---|---|---|
| [Item 1] | $[Price 1] | $[Revised Price 1] |
| [Item 2] | $[Price 2] | $[Revised Price 2] |
We understand that price changes can be inconvenient. We appreciate your understanding and remain committed to providing you with the best possible service. The scope of work and the overall project timeline remain unchanged. Please let us know if you have any questions. We are still very enthusiastic about working with you on this project.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Example: Updating Scope of Work with Added Services
Subject: Revised Quotation – [Project Name] – Quotation Number [Quotation Number] – Addition of [New Service]
Dear [Client Name],
I hope this email finds you well.
Thank you again for your interest in [Your Company] and for selecting us for your project. Based on our recent conversation, we’ve updated the quotation to include [New Service] to better meet your needs.
The attached revised quotation (Quotation Number [Quotation Number]) includes the additional services. Specifically, we’ve added the following:
- [New Service Details 1]
- [New Service Details 2]
We believe this addition will be a valuable asset to your project. Please take a moment to review the updated document. The timeline and overall project goals have been updated in the quotation.
Please let me know if you have any questions. We’re happy to discuss this further.
Best regards,
[Your Name]
[Your Title]
[Your Company]
Example: Correcting a Typographical Error in the Initial Quote
Subject: Revised Quotation – [Project Name] – Quotation Number [Quotation Number] – Correction
Dear [Client Name],
I hope this email finds you well.
I’m writing to follow up with our previous quotation for the [Project Name] project (Quotation Number [Quotation Number]).
I’ve noticed a minor typographical error in the original document, which has now been corrected in the revised quotation attached. Specifically, [State the error and what has been corrected].
I sincerely apologize for any confusion this may have caused. The corrected quotation reflects the accurate pricing and specifications. Please note that the total price has been changed from [Original Price] to [Corrected Price] due to this correction.
Please review the revised quotation, and feel free to ask if you have any questions.
Thank you for your understanding.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Example: Adjusting Payment Terms
Subject: Revised Quotation – [Project Name] – Quotation Number [Quotation Number] – Payment Terms
Dear [Client Name],
I hope this email finds you well.
Following up on your interest in the [Project Name] project (Quotation Number [Quotation Number]), we have updated our payment terms to better accommodate your needs.
The revised quotation, attached, outlines these changes: [Clearly state the new payment terms]. We believe this adjustment will provide greater flexibility for you.
Please review the revised quotation and feel free to reach out if you have any questions. We appreciate your business and look forward to working with you.
Best regards,
[Your Name]
[Your Title]
[Your Company]
Example: Extension of Offer Validity
Subject: Revised Quotation – [Project Name] – Quotation Number [Quotation Number] – Extended Validity
Dear [Client Name],
I hope this email finds you well.
We want to reiterate our appreciation of your interest in the [Project Name] project. We would like to extend the validity of the quotation (Quotation Number [Quotation Number]).
In the revised quotation, the pricing and details remain the same. We have only extended the validity period until [New Validity Date].
Please see the attached for your review.
We are excited to start the project for you.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Example: Change of Project Timeline
Subject: Revised Quotation – [Project Name] – Quotation Number [Quotation Number] – Updated Timeline
Dear [Client Name],
I hope this email finds you well.
Following the original quotation for the [Project Name] project (Quotation Number [Quotation Number]), we have adjusted the project timeline to optimize the workflow.
The revised quotation outlines the updated timeline, with a new estimated completion date of [New Completion Date]. Please review the revised quotation and let us know if there are questions.
Thank you again for your interest.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
In conclusion, mastering the art of Sending Revised Quotation Email Sample is a vital skill for any professional. By following these guidelines and adapting the examples to your specific needs, you can ensure clear, effective communication, build strong client relationships, and ultimately, increase your chances of success. Always be transparent, professional, and focused on providing the best possible service. Good luck!