Sending an estimate is a crucial part of many businesses, from freelance gigs to large construction projects. Getting it right can mean the difference between landing a client and losing out. This guide will help you figure out What To Say When Sending An Estimate to make sure your clients understand the costs, the work involved, and are ready to say "yes!"
Breaking Down Your Estimate
When you’re putting together an estimate, it’s not just about listing the price. You need to explain everything clearly. Clients want to know what they’re paying for and why.
Here’s what you should always include:
- A clear description of the services or products you’re offering. Be specific! Instead of “website design,” try “design and development of a responsive website with up to five pages.”
- The total cost of the project, broken down into individual costs if possible. This transparency builds trust.
- The estimated timeline or project duration. Clients want to know when to expect results.
- Your payment terms. How and when do you expect to be paid?
- Your contact information. Make it easy for the client to reach you with questions.
It’s incredibly important to be detailed and transparent in your estimate so the client knows exactly what they are getting. This prevents misunderstandings later. Another tip is to keep your estimate organized. You can use a table to make it easier to understand, for example:
| Item | Description | Cost |
|---|---|---|
| Website Design | Design of up to 5 pages, including homepage and contact page | $1,500 |
| Website Development | Coding and implementation of the design | $2,000 |
| Content Writing | Writing content for each of the 5 pages | $750 |
| Total | $4,250 |
Always remember that your estimate is a professional document, and it reflects on your business. Proofread your estimate for any grammar or spelling mistakes before sending it to the client.
Email Example: The Initial Estimate
Subject: Estimate for [Project Name] – [Your Company Name]
Dear [Client Name],
Thank you for considering [Your Company Name] for your [Project Name] project. We’ve reviewed your requirements and have put together the following estimate for your consideration.
[Insert Your Detailed Estimate Here, either in the body of the email or as an attachment – see the previous section for what to include]
The estimated total cost for this project is [Total Amount]. This includes [briefly summarize what’s included]. The estimated timeframe for completion is [Number] weeks/days from the start date.
Our payment terms are [Payment terms, e.g., 50% upfront, 50% upon completion].
Please review the estimate at your convenience. If you have any questions or would like to discuss the project further, please don’t hesitate to contact me. We’re excited about the possibility of working with you!
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Email Example: Following Up on an Unanswered 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 on [Date] for [Project Name]. Have you had a chance to review it yet?
[Optional: Briefly reiterate a key benefit of your services or a specific feature included in the estimate.]
If you have any questions or need any clarification, please don’t hesitate to reach out. If you’re ready to proceed, please let me know, and we can schedule a start date.
Sincerely,
[Your Name]
Email Example: Sending a Revised Estimate
Subject: Revised Estimate for [Project Name] – [Your Company Name]
Dear [Client Name],
Thank you for your feedback on the initial estimate. We’ve made the following adjustments based on your requests:
- [List the changes you made]
The revised total cost is now [New Total Amount]. Please find the updated estimate attached/below:
[Insert Your Updated Estimate Here]
Please review the changes. If you have any further questions, feel free to ask. We are looking forward to getting started!
Sincerely,
[Your Name]
Email Example: Getting Confirmation and Next Steps
Subject: Estimate Accepted – Next Steps for [Project Name]
Dear [Client Name],
Great news! I’m writing to confirm we received the green light on the project. Thanks for your business.
We’re thrilled you’ve accepted our estimate for [Project Name]. We’re excited to get started!
The next steps are as follows:
- Please review and sign the attached contract.
- We will require a [Percentage]% deposit of [Dollar amount]. Please remit payment to [Payment Method].
- We will then schedule a kickoff meeting to discuss [Key elements of the kickoff meeting].
Please don’t hesitate to reach out if you have any questions about these steps.
We look forward to working with you.
Sincerely,
[Your Name]
Email Example: Explaining Unexpected Changes and Adjusting the Estimate
Subject: Regarding Your Estimate – [Project Name]
Dear [Client Name],
I’m writing to inform you about an unexpected change to the project, which will affect the original estimate.
[Explain the reason for the change clearly and concisely. Be honest about the situation.]
As a result of this, the original estimated total cost is [Old Total Amount]. The new estimated total cost will be [New Total Amount].
We’ve attached a revised estimate with all of the new costs. The revised estimate includes [the new information that you need to add].
We want to ensure complete transparency and want to take the time to give you the updated details. We understand that changes like these can happen, but we’ll continue to give you excellent service.
I apologize for any inconvenience, and I’m happy to discuss this further to ensure you’re satisfied with how we move forward.
Sincerely,
[Your Name]
Email Example: When the Client Says No
Subject: Regarding Your Project – [Your Company Name]
Dear [Client Name],
Thank you for your consideration and for taking the time to review the estimate for the project. We appreciate you reaching out to us and value the time we spent.
We understand that you’ve decided to move forward with another firm or choose a different direction.
[Insert a sentence or two wishing them well or expressing a willingness to work with them in the future, if appropriate.]
Thank you again for your time. We wish you all the best in your endeavors.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
In conclusion, mastering **What To Say When Sending An Estimate** is essential for building trust, closing deals, and running a successful business. By being clear, concise, and professional in your communication, you increase your chances of securing those projects and turning potential clients into happy, long-term customers.