If you’ve ever been involved in sales or procurement, you know that a quotation is super important. It’s a formal document that outlines the price and details of goods or services you’re offering. Sometimes, though, you need to adjust that initial quote. This is where Sending Revised Quotation Email Sample comes in. It’s all about getting that updated information across clearly and professionally. This guide will walk you through how to craft effective emails for different situations.
Why Revising a Quote Matters & How to Do It Well
Sometimes, the first quote you send out needs a little tweaking. Maybe the scope of the project changed, or you found a better deal on materials. Whatever the reason, sending a revised quotation is a common part of the business process. It’s crucial to do it right to maintain trust with your clients and avoid any misunderstandings. Here’s how to nail it:
- Be Clear: The most important thing is to make it super clear what has changed.
- Be Prompt: Send the revised quote as soon as possible after you’ve made the changes.
- Be Professional: Always keep a professional tone, even if the changes are due to a mistake on your end.
Sending revised quotes is important because it keeps everyone on the same page and avoids potential issues down the line. Things like these are frequently need to be updated:
- Pricing
- Scope of work
- Payment terms
- Delivery dates
Revised Quotation Email Due to Price Changes (Increase)
Subject: Revised Quotation – [Your Company Name] – Project [Project Name]
Dear [Client Name],
Thank you for your interest in [Your Company Name] and your request for a quotation. We appreciate the opportunity to provide you with our services for the [Project Name] project.
Upon reviewing the initial quote, we’ve had to make some adjustments due to [briefly explain the reason, e.g., increased material costs, updated labor rates].
Please find the revised quotation attached. The key changes are highlighted below:
- Original Price: $[Original Price]
- Revised Price: $[Revised Price]
- Reason for Change: [Explain the reason]
We understand that price changes can be inconvenient, and we appreciate your understanding. The quality of our work remains our top priority, and we are committed to delivering the best possible results for your project.
Please review the revised quotation at your earliest convenience. If you have any questions or need further clarification, please do not hesitate to contact me.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Revised Quotation Email Due to Price Changes (Decrease)
Subject: Revised Quotation – [Your Company Name] – Project [Project Name]
Dear [Client Name],
Thank you for your interest in [Your Company Name] and your request for a quotation. We are thrilled to be involved in the [Project Name] project.
Good news! We were able to find some cost savings, allowing us to offer you a revised quotation with a lower price.
Please find the revised quotation attached. The key changes are highlighted below:
- Original Price: $[Original Price]
- Revised Price: $[Revised Price]
- Reason for Change: [Explain the reason, e.g., negotiating a better deal with a supplier, streamlined process]
We are excited about the possibility of working with you on this project. Our goal is to offer high-quality service at a competitive price. This price adjustment is a reflection of our commitment to your success.
Please review the revised quotation at your earliest convenience. If you have any questions or need further clarification, please do not hesitate to contact me.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Revised Quotation Email Due to Changes in Scope of Work
Subject: Revised Quotation – [Your Company Name] – Project [Project Name] – Scope Update
Dear [Client Name],
Following our discussion on [Date], we’ve updated the quotation for the [Project Name] project to reflect the changes in the project scope.
The revised scope now includes [briefly describe the additions or deletions from the original scope]. Please see the detailed breakdown in the attached quotation.
Here is a brief summary of the changes:
- Original Scope: [Brief description]
- Revised Scope: [Brief description]
- Impact on Price: [Explain if the price changed and why]
We believe that this revised scope will help meet your needs and provide the best possible outcome.
Please review the revised quotation at your earliest convenience. If you have any questions or need further clarification, please do not hesitate to contact me.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Revised Quotation Email Due to an Error in the Original Quote
Subject: Revised Quotation – [Your Company Name] – Project [Project Name] – Correction
Dear [Client Name],
I am writing to inform you that we’ve identified an error in the original quotation for the [Project Name] project.
We sincerely apologize for any inconvenience this may cause. We are committed to accuracy and want to ensure you have the correct information.
The original quotation contained an error related to [briefly explain the error]. We have corrected this in the attached revised quotation.
The key changes are as follows:
| Original Information | Revised Information |
|---|---|
| [Incorrect item] | [Corrected item] |
| [Original Price or Calculation] | [Revised Price or Calculation] |
Please review the attached revised quotation. We value your business and appreciate your understanding.
Please review the revised quotation at your earliest convenience. If you have any questions or need further clarification, please do not hesitate to contact me.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Revised Quotation Email with Extended Validity
Subject: Revised Quotation – [Your Company Name] – Project [Project Name] – Extended Validity
Dear [Client Name],
Thank you for your continued interest in [Your Company Name] and for your request for a quotation. We are happy to provide you with our services for the [Project Name] project.
We’ve updated the quotation, and in this revision, we want to offer you an extended validity period.
Please find the revised quotation attached. The extended validity means you now have until [New Expiration Date] to accept the quotation. We want to make sure you have enough time to consider our offer.
We are committed to serving your needs and excited about the potential of working with you on this project.
Please review the revised quotation at your earliest convenience. If you have any questions or need further clarification, please do not hesitate to contact me.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Revised Quotation Email due to Changing Payment Terms
Subject: Revised Quotation – [Your Company Name] – Project [Project Name] – Payment Term Update
Dear [Client Name],
Thank you for the interest in [Your Company Name] and the quotation request. It’s a pleasure to work on the [Project Name] project.
Following our discussions, we’ve updated the quotation for the [Project Name] project to reflect new payment terms. This update will help make the payment process easier for you.
Please see the attached quotation. Key changes related to payment terms include:
- Old Payment Terms: [Original Terms]
- New Payment Terms: [Revised Terms]
- Explanation: [Reason for Change]
Our aim is to provide our services at the best possible experience. If you have any questions or need any assistance, let me know.
Please review the revised quotation at your earliest convenience. If you have any questions or need further clarification, please do not hesitate to contact me.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
In conclusion, **Sending Revised Quotation Email Sample** is an essential skill for anyone involved in sales or customer service. By following these guidelines and using the provided examples, you can ensure your revised quotations are clear, professional, and help maintain strong relationships with your clients. Remember to be transparent about any changes, explain the reasons behind them, and always prioritize clear communication. Good luck!