Knowing What To Say When Sending An Estimate can be the difference between landing a client and losing them. It’s not just about listing the costs; it’s about clearly communicating value, setting expectations, and building trust. This article will help you craft the perfect message to accompany your estimates, whether you’re a freelancer, a small business owner, or part of a larger organization.
The Core Elements of a Good Estimate Email or Letter
When you’re sending an estimate, you want to make sure it’s clear, concise, and professional. Here’s a breakdown of the essential elements:
- Start with a Personalized Greeting: Address the client by name. Show you’re paying attention.
- Clearly State the Purpose: Make it obvious that you’re sending an estimate.
- Summarize the Work: Briefly describe the project or service you’re offering.
- Include a Detailed Breakdown of Costs: This is the heart of your estimate.
- Outline the Payment Terms: How and when do you expect to be paid?
- State the Validity Period: How long is the estimate good for?
- Include Your Contact Information: Make it easy for the client to reach you with questions.
Proper communication in this initial stage sets the foundation for a successful project and a happy client. This includes presenting the information in a clear and organized manner. Consider using visual aids like:
- Bullet points to list services.
- Numbered lists for a phased approach.
- Tables to display costs.
Here’s an example of how you could break down costs in a table:
| Service | Description | Cost |
|---|---|---|
| Website Design | Creating a custom website design. | $1,500 |
| Content Creation | Writing website copy. | $500 |
| SEO Optimization | Optimizing the site for search engines. | $250 |
| Total | $2,250 |
Email Example: Initial Estimate for a New Project
Subject: Estimate for Website Redesign – [Client Name]
Dear [Client Name],
Thank you for reaching out about your website redesign project. I’ve put together an estimate for the services we discussed.
This estimate covers:
- Initial consultation and requirements gathering
- Custom design mockups
- Front-end and back-end development
- Content migration
- SEO optimization
The estimated total cost for this project is $5,000, broken down as follows:
| Service | Cost |
|---|---|
| Design & Mockups | $1,500 |
| Development | $3,000 |
| SEO & Testing | $500 |
| Total | $5,000 |
Payment terms: 50% upfront, 50% upon completion. This estimate is valid for 30 days.
Please let me know if you have any questions. I’m excited about the possibility of working with you!
Sincerely,
[Your Name]
[Your Company]
[Your Contact Information]
Email Example: Estimate with Multiple Options
Subject: Website Development Estimate – Options Included
Dear [Client Name],
Following our conversation, I’m pleased to provide an estimate for your website development project. I’ve included two options to suit your needs and budget.
Option 1: Basic Website
- Design: Basic template customization
- Pages: Up to 5 pages
- Features: Contact form, basic SEO
- Cost: $2,500
Option 2: Advanced Website
- Design: Custom design
- Pages: Unlimited
- Features: Blog, e-commerce integration, advanced SEO
- Cost: $7,500
Both options include:
- Project Management and Communication
- Hosting Setup
- Ongoing Support for 30 days
Payment terms are 50% upfront, 50% upon completion. This estimate is valid for 60 days.
I’ve attached a detailed PDF version of the estimate with further breakdowns. Please review both options and let me know which one best fits your requirements.
Best regards,
[Your Name]
[Your Company]
Email Example: Estimate with a Scope of Work
Subject: Estimate & Scope of Work for Logo Design – [Client Name]
Dear [Client Name],
Attached you will find the estimate for the logo design project we discussed. This estimate includes a detailed scope of work outlining the deliverables and project timeline.
The project will include:
- Initial consultation and design brief
- Mood board creation
- Three initial logo concepts
- Revisions based on client feedback (up to 3 rounds)
- Final logo files in various formats
Total estimated cost: $1,000
Payment Schedule: 50% upfront, 50% upon completion. The estimate is valid for 45 days. Please see the attached scope of work document for a full breakdown.
Please feel free to reach out if you require any clarifications. I look forward to hearing from you soon!
Thank you,
[Your Name]
[Your Company]
Email Example: Revised Estimate
Subject: Revised Estimate for [Project Name]
Dear [Client Name],
Following our conversation, I’ve revised the estimate for the [Project Name] project based on the changes we discussed.
The updated scope includes [briefly list the changes].
The revised cost is now $7,000, reflecting the expanded scope of work. This includes:
- [Service 1] – $XXX
- [Service 2] – $XXX
- [Service 3] – $XXX
The payment terms remain the same: 50% upfront, 50% upon completion. This revised estimate is valid for 30 days from the date of this email.
Please let me know if you have any further questions, and I am happy to discuss this further.
Best regards,
[Your Name]
[Your Company]
Email Example: Estimate with a Discount
Subject: Special Offer: Website Development Estimate
Dear [Client Name],
Thank you for considering us for your website development project. I’m excited about the opportunity to work with you.
As a special offer, I’d like to provide you with a 10% discount off the total price, making the total cost $4,500. This discount is a thank you for choosing us.
Here’s the updated breakdown:
- Design & Mockups – $1,500
- Development – $3,000
- SEO & Testing – $500
- Subtotal: $5,000
- Discount (10%): -$500
- Total: $4,500
Payment terms: 50% upfront, 50% upon completion. This estimate is valid for 60 days.
Please note this offer is valid for the next 14 days. I encourage you to get back to me as soon as possible.
Sincerely,
[Your Name]
[Your Company]
Email Example: Estimate for Ongoing Services
Subject: Estimate: Ongoing SEO Services
Dear [Client Name],
Thank you for your interest in our ongoing SEO services. Here’s an estimate outlining our proposed monthly services.
These services include:
- Keyword Research and Strategy
- On-Page SEO Optimization
- Off-Page SEO (Link Building)
- Monthly Reporting and Analysis
Monthly Cost: $1,000
Payment Terms: Monthly, in advance. Contract duration: Minimum 3 months. This estimate is valid for 30 days.
I’ve attached a detailed proposal outlining the specific activities we’ll undertake each month. I’m available to discuss this further at your convenience.
Thanks,
[Your Name]
[Your Company]
Email Example: Following Up On an Estimate
Subject: Following Up: Estimate for [Project Name]
Dear [Client Name],
I hope this email finds you well. I’m following up on the estimate I sent you on [Date] for the [Project Name] project.
Just a reminder, the estimate is valid for [duration].
Have you had a chance to review it? If you have any questions or need clarification on any aspect of the proposal, please don’t hesitate to ask. If you’re ready to proceed or need any adjustments made to the estimate, please let me know.
I’m excited about the possibility of working on this project with you and am confident that we can deliver excellent results.
Best regards,
[Your Name]
[Your Company]
In conclusion, knowing **What To Say When Sending An Estimate** is vital for professional success. The examples above should give you a head start in providing estimates that are clear, accurate, and compelling. Remember to always tailor your communication to your client’s specific needs and the project details. Good luck!