Sending an estimate is a crucial part of many jobs, whether you’re a freelancer, a small business owner, or even just helping a friend. It sets the expectations for a project, outlines costs, and hopefully, gets you the job! But simply sending the numbers isn’t enough. Knowing What To Say When Sending An Estimate can be the difference between landing a client and being left in the dust. This essay will guide you on how to create estimates that impress.
Understanding the Importance of a Good Estimate
A well-crafted estimate does more than just list prices; it builds trust and professionalism. It shows the client that you’ve thought through their needs and are capable of delivering what they want.
Consider these points when creating and sending an estimate:
- Clarity is key: Make sure your estimate is easy to understand. Avoid jargon and explain each item.
- Be accurate: Do your best to provide precise figures based on research and experience.
- Professionalism matters: A clean, well-formatted document reflects your work ethic.
A good estimate sets the stage for a successful project. It demonstrates your value and makes the client feel confident in choosing you.
Email for a New Project
Subject: Estimate for [Project Name] – [Your Company/Your Name]
Dear [Client Name],
Thank you for considering [Your Company/Your Name] for your [Project Name] project. We’re excited about the possibility of working with you!
Please find attached an estimate outlining the scope of work, estimated costs, and timeline for your project. We’ve broken down the costs into the following:
- Phase 1: [Description] – $[Cost]
- Phase 2: [Description] – $[Cost]
- Contingency: $[Cost]
The total estimated cost for the project is $[Total Cost].
We are available to discuss this further and answer any questions you may have. Please feel free to schedule a call at your convenience.
We look forward to hearing from you soon!
Sincerely,
[Your Name]
[Your Title]
[Your Company/Your Name]
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 on [Date] for your [Project Name] project. I wanted to check if you had a chance to review it and if you have any questions.
I’m happy to clarify any details or adjust the estimate based on your feedback. We’re eager to get started and bring your vision to life.
Please let me know your thoughts, and if you’re ready to move forward, we can schedule a kickoff meeting.
Thank you again for your time.
Best regards,
[Your Name]
[Your Title]
[Your Company/Your Name]
Explaining Changes to an Estimate
Subject: Revised Estimate for [Project Name]
Dear [Client Name],
Following our discussion on [Date], I’ve revised the estimate for the [Project Name] project. We’ve made some adjustments to better meet your needs and budget.
Here’s a summary of the changes:
- [Original Item]: $[Original Cost]
- [Revised Item]: $[Revised Cost] (Explanation of change)
The updated total estimated cost is $[New Total Cost].
I’ve attached the revised estimate for your review. Please let me know if you have any further questions.
Thank you for your understanding.
Sincerely,
[Your Name]
[Your Title]
[Your Company/Your Name]
Dealing with an Estimate Expiration
Subject: Reminder: Estimate for [Project Name] – Expires [Date]
Dear [Client Name],
I hope this email finds you well.
I’m writing to remind you that the estimate for your [Project Name] project, which I sent on [Date], expires on [Date].
If you’re ready to proceed, please let me know before the expiration date. If you need a small extension on the estimate, please let me know.
If you have any questions or need any clarifications, please do not hesitate to ask.
Thank you again for your consideration.
Best regards,
[Your Name]
[Your Title]
[Your Company/Your Name]
When Adding Additional Services
Subject: Addition Services – Estimate for [Project Name]
Dear [Client Name],
As we discussed, we can offer some additional services for [Project Name]. These additional services would further improve the quality and functionality of the original project.
Please see the following estimate for these additional services. These services would include:
- Service 1
- Service 2
- Service 3
The total estimated cost for the additional services is $[Total Cost].
We are available to discuss this further and answer any questions you may have. Please feel free to schedule a call at your convenience.
I look forward to hearing from you!
Sincerely,
[Your Name]
[Your Title]
[Your Company/Your Name]
Thank You for the Business
Subject: Project Confirmation – [Project Name]
Dear [Client Name],
Thank you very much for choosing [Your Company/Your Name] for your [Project Name] project! We’re thrilled to be working with you.
We are excited to get started and deliver a great final project. To ensure a smooth start, we have broken down the next steps:
| Next Step | Date |
|---|---|
| Sign the contract | [Date] |
| 1st Meeting | [Date] |
Please let me know if you have any questions. We look forward to working with you!
Sincerely,
[Your Name]
[Your Title]
[Your Company/Your Name]
In conclusion, knowing what to say when sending an estimate is more than just sending numbers; it’s about building relationships and setting expectations. By being clear, professional, and responsive, you increase your chances of winning projects and creating satisfied clients. Good luck!