In the world of business, things can change. Prices fluctuate, project scopes evolve, and sometimes, you need to update a quote you’ve already sent. This is where Sending Revised Quotation Email Sample becomes a crucial skill. It’s about keeping your clients informed, maintaining professionalism, and ensuring everyone is on the same page. This article will guide you through the process, providing examples to help you craft effective emails for various scenarios.
Understanding the Need for Revision
Why would you need to revise a quotation? There are several common reasons:
- Price Changes: The cost of materials or services might have gone up or down.
- Scope Changes: The client might have added or removed items from the original request.
- Error Correction: You might have made a mistake in the initial quote (we all do!).
- Expiration: Quotes sometimes have an expiration date, and a revision is needed if the client responds after that date.
Communicating a revised quote clearly and promptly is vital for building trust with your clients. This demonstrates that you are attentive to their needs and committed to providing accurate information. It also helps avoid misunderstandings and potential disputes later on. Here is some things that you should consider before sending a revision:
- Always refer to the original quote in your revised email.
- Clearly state the reason for the revision.
- Highlight the changes made.
- Use a professional tone.
Ultimately, sending a revised quotation is about maintaining good business practices and ensuring both you and your client understand the terms of the agreement.
Revised Quotation Due to Price Increase
Subject: Revised Quotation – [Original Quotation Number] – [Project Name]
Dear [Client Name],
Thank you for your interest in [Your Company Name] and for your initial inquiry. I’m writing to follow up on quotation [Original Quotation Number] for [Project Name], which we sent on [Date].
Due to a recent increase in the cost of [Specific materials/services], we need to revise the pricing. The new quotation is attached.
Here’s a summary of the changes:
- [Original Item] – [Original Price]
- [Revised Item] – [Revised Price]
- [Reason for Change]
Please review the attached revised quotation. If you have any questions, please don’t hesitate to contact me.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Revised Quotation Due to Change in Scope
Subject: Revised Quotation – [Original Quotation Number] – [Project Name] – Scope Update
Dear [Client Name],
Following our discussion on [Date], we’ve updated the scope of work for [Project Name], and I’ve revised quotation [Original Quotation Number].
Here’s a summary of the changes, which are reflected in the attached revised quotation:
- [Added/Removed Item] – [Description] – [Price]
- [Added/Removed Item] – [Description] – [Price]
The revised quotation includes the updated details. Please review it at your convenience.
If you have any questions, please let me know.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Revised Quotation to Correct an Error
Subject: Revised Quotation – [Original Quotation Number] – [Project Name] – Correction
Dear [Client Name],
I am writing to you regarding quotation [Original Quotation Number] for [Project Name], which was sent on [Date].
I sincerely apologize, but there was an error in the initial quote. The attached revised quotation corrects the following:
- [Original Error] has been corrected to [Corrected Detail]
- The total amount now reflects [Revised Total].
Please accept my apologies for any inconvenience this may cause. The revised quotation is attached for your review. Please let me know if you have any questions.
Thank you for your understanding.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Revised Quotation with a New Expiration Date
Subject: Revised Quotation – [Original Quotation Number] – [Project Name] – Extension
Dear [Client Name],
I’m following up on quotation [Original Quotation Number] for [Project Name], which was sent on [Date].
We understand that you are still considering the proposal, and we want to keep this option open for you. Therefore, we have extended the expiration date of the quotation. The revised quotation, attached, is now valid until [New Expiration Date].
Please review the attached. If you have any questions before the new expiration date, do not hesitate to contact me.
Thank you for your business.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Revised Quotation After Client Request
Subject: Revised Quotation – [Original Quotation Number] – [Project Name] – As Requested
Dear [Client Name],
Thank you for your feedback on quotation [Original Quotation Number] for [Project Name]. As per your request on [Date], I have revised the quotation to include [specific changes requested by the client].
Here is the summary of the changes:
- [Item] has been updated to [New item]
- [Item] has been added to the quotation
I have attached the revised quotation for your review. Please let me know if you have any further questions or would like any additional adjustments.
Thank you for your business.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Revised Quotation Following a Delay
Subject: Revised Quotation – [Original Quotation Number] – [Project Name] – Following Delay
Dear [Client Name],
I hope this email finds you well. I’m writing to you about quotation [Original Quotation Number] for [Project Name], which we sent on [Date].
Due to the delays in the project, we need to revise the pricing. The new quotation is attached.
Here’s a summary of the changes:
- [Original Item] – [Original Price]
- [Revised Item] – [Revised Price]
- [Reason for Change]
Please review the attached revised quotation. If you have any questions, please don’t hesitate to contact me.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
In conclusion, mastering the art of Sending Revised Quotation Email Sample is a key step in becoming a successful professional. By being clear, honest, and prompt in your communication, you build trust and foster strong relationships with your clients. The examples provided here should give you a great starting point for creating effective emails and letters tailored to different situations. Remember, every interaction is a chance to shine and show your commitment to excellence.