Sending an estimate is a crucial step in many businesses, whether you’re a freelancer, a contractor, or a service provider. It’s how you tell a client how much your work will cost. But simply sending the numbers isn’t enough! Knowing What To Say When Sending An Estimate can make the difference between landing a job and getting lost in the shuffle. This guide will help you craft clear, professional, and effective estimates that impress your clients and increase your chances of success.
Key Elements of a Strong Estimate
When composing your estimate, it’s important to be thorough and transparent. This builds trust and minimizes misunderstandings down the road. Here’s what you should always include:
- Your company’s or your name and contact information.
- The client’s name and contact information.
- The date the estimate was created.
- A clear description of the work to be performed.
Consider using a table to break down the costs. This can improve clarity:
| Item | Description | Cost |
|---|---|---|
| Labor | Hourly rate for project management | $50/hour |
| Materials | Supplies for project | $200 |
| Total | $700 |
Also, include an acceptance section. This makes it easy for the client to approve the estimate. Make sure you clearly state your payment terms, including when payments are due and accepted payment methods. You should provide a deadline by which the estimate is valid. Make sure to include a thank you to your client for the opportunity to provide them with an estimate.
Email Example: Initial Estimate for a Website Redesign
Subject: Estimate for Website Redesign – [Your Company Name]
Dear [Client Name],
Thank you for considering [Your Company Name] for your website redesign. We are excited about the prospect of working with you to create a modern and engaging online presence for your business.
Attached you will find a detailed estimate outlining the scope of work, including:
- Website design and development
- Content migration
- Search engine optimization (SEO)
The total estimated cost for this project is $[Amount]. This includes all design, development, and testing phases. This estimate is valid for 30 days.
To proceed, please review the estimate and reply to this email with your approval. We can then schedule a kickoff meeting to discuss the project in more detail.
We appreciate your business and look forward to collaborating with you. If you have any questions, please don’t hesitate to ask.
Sincerely,
[Your Name]
[Your Company Name]
[Contact Information]
Email Example: Follow-up on a Previously Sent 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]. I wanted to see if you had a chance to review it and if you had any questions.
The estimate outlines [briefly mention the project scope]. We are ready to begin work as soon as we receive your approval. If you’re ready to move forward, please let us know. We can also provide more clarification about specific areas of the estimate if necessary.
If you have any concerns or would like to discuss the project further, please do not hesitate to contact me. We are committed to providing the best service.
Thank you once again for your time and consideration.
Sincerely,
[Your Name]
[Your Company Name]
[Contact Information]
Email Example: Estimate with Multiple Options
Subject: Estimate Options for [Project Name]
Dear [Client Name],
Thank you for considering us for your project. We’re excited to offer you a range of options to meet your needs and budget.
Please find attached an estimate that provides different packages or levels of service. Each package includes a detailed breakdown of features, costs, and timelines.
Here’s a quick overview of the options:
- Option 1: [Brief Description and Price]
- Option 2: [Brief Description and Price]
- Option 3: [Brief Description and Price]
I’m available to discuss these options with you. Please do not hesitate to contact me if you would like additional information.
Sincerely,
[Your Name]
[Your Company Name]
[Contact Information]
Email Example: Estimate that Includes Terms and Conditions
Subject: Estimate for [Project Name] – Terms and Conditions Included
Dear [Client Name],
Attached, please find the estimate for [Project Name]. This document includes a detailed breakdown of the project scope, costs, and timeline.
Please pay close attention to the terms and conditions section of the attached document. This section outlines payment schedules, project revisions, and other important details.
Key points in our terms and conditions include:
- Payment Schedule: [Payment terms]
- Project Revisions: [Number of revisions and their limitations]
- Cancellation Policy: [What happens if the project is canceled]
If you have any questions or require any clarification on the terms, please don’t hesitate to contact me.
Sincerely,
[Your Name]
[Your Company Name]
[Contact Information]
Email Example: Estimate with a Discount
Subject: Special Offer: Estimate for [Project Name]
Dear [Client Name],
We’re excited to submit our estimate for [Project Name]. As a thank you for considering us for this project, we’d like to offer you a special discount.
The attached estimate reflects a [percentage or amount] discount on the total project cost. This is a special offer for a limited time only.
The usual price is $[Original Price], but we’re offering it to you for $[Discounted Price]. This discount is available for the next [Duration], so take advantage of it now!
We are ready to start the project as soon as we receive your approval. If you have any questions, please ask.
Thank you for your consideration.
Sincerely,
[Your Name]
[Your Company Name]
[Contact Information]
Email Example: Estimate for Ongoing Services (e.g., monthly retainer)
Subject: Estimate for Ongoing [Service] Services
Dear [Client Name],
Thank you for considering [Your Company Name] for your ongoing [Service] needs. We have prepared an estimate outlining the scope of our services and associated costs.
Our monthly retainer includes:
- [Service 1]: [Description]
- [Service 2]: [Description]
- [Service 3]: [Description]
The monthly retainer fee is $[Amount], billed on the [billing cycle]. The estimate is valid for [duration].
If you’re interested in our services, please let us know. We are ready to start our work on the [Start Date].
We look forward to a successful partnership.
Sincerely,
[Your Name]
[Your Company Name]
[Contact Information]
Knowing What To Say When Sending An Estimate can greatly improve your client communication and close more deals. By being clear, professional, and responsive, you build trust with your clients. Remember to be thorough, use these examples as a guide, and tailor your approach to each project. Good luck, and happy estimating!