In the world of business, clarity is key, and that definitely includes emails! When you need to update a price quote, sending a clear and professional email is essential. This guide walks you through the process of crafting effective emails when **Sending Revised Quotation Email Sample**. We’ll cover the important aspects, from understanding why revisions happen to providing practical examples you can use.
Why Revised Quotations Matter
Sometimes, the initial quote you send needs a little tweaking. Maybe there was a mistake in the original calculation, or perhaps the client requested changes to the services or products. Whatever the reason, sending a revised quotation is a common practice.
Here are a few scenarios where you might need to send a revised quote:
- Changes in the scope of work requested by the client.
- Corrections to pricing due to errors.
- Adjustments based on updated material costs.
It is super important to do this correctly because it protects both you and your client and keeps everyone on the same page. A clear revised quotation email avoids misunderstandings and helps maintain a positive business relationship. It shows you are attentive to detail and value transparency. Think of it as a chance to keep things professional and build trust.
Here is a simple table that you can refer when dealing with clients on revised quotation requests.
| Scenario | Action | Reason |
|---|---|---|
| Client Request for Changes | Revise Quote, Detail Changes | To reflect the client’s needs. |
| Pricing Error | Correct Quote, Explain the error | To ensure accuracy and transparency. |
| Cost of Materials Change | Adjust Quote, Inform of changes | To reflect current market conditions. |
Email Example: Correcting a Pricing Error
Subject: Revised Quotation – [Your Company Name] – Project [Project Name]
Dear [Client Name],
Thank you again for your interest in [Project Name].
I’m writing to provide a revised quotation for the project. Upon reviewing the original quote, I identified a small error in the calculation of [Specific Item]. The correct price for [Item] is [Corrected Price].
Please find the updated quotation attached to this email. All other terms and conditions remain the same.
I apologize for any inconvenience this may cause. Please let me know if you have any questions.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Email Example: Addressing Changes in Scope
Subject: Revised Quotation – [Your Company Name] – Project [Project Name]
Dear [Client Name],
Following our discussion on [Date] regarding the scope of the [Project Name] project, I have prepared a revised quotation to reflect the changes we discussed.
The following changes have been made:
- [Change 1: e.g., Inclusion of additional services]
- [Change 2: e.g., Change in material]
- [Change 3: e.g., Revised timeline]
The updated total cost for the project is now [New Price]. The revised quotation is attached. Please review it at your convenience.
If you have any questions, please don’t hesitate to ask.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Email Example: Adjusting for Material Costs
Subject: Revised Quotation – [Your Company Name] – Project [Project Name]
Dear [Client Name],
I am writing to update you on a revised quotation for the [Project Name] project due to recent changes in the cost of materials.
The market price for [Specific Material] has increased since the original quotation was issued. As a result, the total project cost has been adjusted to [New Price]. A detailed breakdown of the material cost change is provided in the attached quotation.
The revised quotation is attached and outlines the changes in detail. All other terms and conditions from the original proposal remain in effect.
We appreciate your understanding. Please let us know if you have any questions.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Email Example: Following Up on a Revised Quote
Subject: Following Up: Revised Quotation – [Your Company Name] – Project [Project Name]
Dear [Client Name],
I hope this email finds you well.
I’m following up on the revised quotation for [Project Name] that I sent on [Date]. The quotation addresses [briefly mention the reason for the revision, e.g., the change in scope we discussed].
Please let me know if you’ve had a chance to review it and if you have any questions. I’m available to discuss the details further at your convenience.
Thank you, and I look forward to hearing from you soon.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Email Example: Accepting Client Changes & Sending Revised Quotation
Subject: Revised Quotation – [Your Company Name] – Project [Project Name] – As Per Your Request
Dear [Client Name],
Thank you for your feedback regarding the initial quotation for the [Project Name] project.
We have incorporated the changes you requested, specifically:
- [Change 1 detail]
- [Change 2 detail]
Please find the revised quotation attached. This includes the details of the adjusted project scope and the corresponding price of [New Price]. We are pleased to be able to accommodate these updates.
If the new quotation satisfies your requirements, please feel free to provide us with your confirmation so we can get the project rolling. If you require any further modifications or clarifications, don’t hesitate to reach out!
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Letter Example: Formal Revised Quotation (For a More Formal Setting)
[Your Company Letterhead]
[Date]
[Client Name]
[Client Address]
Subject: Revised Quotation – [Your Company Name] – Project [Project Name]
Dear [Client Name],
Please accept this letter as formal notification of a revised quotation for the [Project Name] project, as per our discussion on [Date].
[Clearly state the reason for the revision, e.g., “Following a review of the original quote, we’ve identified…” or “Based on your feedback, we’ve adjusted the scope of work to include…”]
The enclosed revised quotation (Reference Number: [Quote Number]) supersedes the original quotation. The new total project cost is [New Price], and it reflects [Explain changes in detail, referencing specific line items or changes to the scope of work].
Please review the attached document carefully. If you have any questions, please contact me at your earliest convenience.
We appreciate your business and look forward to a successful partnership.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
In conclusion, mastering the art of **Sending Revised Quotation Email Sample** is a crucial skill for any business person. By being clear, honest, and professional in your communication, you build trust and maintain strong relationships with your clients. Use these examples as a starting point and tailor them to fit your specific situation. Good luck!