In the world of business, things change all the time! Sometimes, you need to adjust a price or clarify details in a quotation you’ve already sent. That’s where Sending Revised Quotation Email Sample becomes super important. This guide will walk you through how to do it properly, making sure everyone stays on the same page and avoids any misunderstandings. Let’s dive in!
Why Sending a Revised Quotation is Important
When you need to change a quote, sending a revised version quickly and clearly is super important. It shows that you are professional and value your clients’ time. Think about it: a mistake in a quote could lead to problems later on. Maybe a price was too low, or a detail was missed. A revised quotation fixes these issues. It protects your business and keeps your clients happy.
Here are some reasons why you might need to revise a quotation:
- Changes in the scope of work
- Corrections of errors (like a wrong price)
- Updated material costs
This helps prevent confusion and maintains a positive relationship with your clients. Think of it like this: a clear, corrected quote avoids headaches for everyone involved.
Email Example: Correcting a Pricing Error
Subject: Revised Quotation – [Your Company Name] – [Project Name/Number]
Dear [Client Name],
Please accept this email as a revision to the quotation we previously sent on [Date of Original Quotation] for [Project Name/Number].
Upon reviewing our records, we identified a minor error in the pricing section. The corrected pricing is as follows:
| Item | Original Price | Revised Price |
|---|---|---|
| [Item 1] | [Original Price] | [Revised Price] |
| [Item 2] | [Original Price] | [Revised Price] |
The total revised cost for the project is now [Revised Total]. We apologize for any inconvenience this may cause.
All other terms and conditions of the original quotation remain the same. Please let us know if you have any questions.
Thank you for your understanding.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Adjusting the Scope of Work
Subject: Revised Quotation – [Your Company Name] – [Project Name/Number]
Dear [Client Name],
Following our discussion on [Date], we have revised the quotation for [Project Name/Number] to reflect the changes in the project’s scope of work. Specifically, we have included/excluded [briefly mention the changes].
The revised scope now includes:
- [Item 1]
- [Item 2]
- [Item 3]
The revised cost for the project, based on these changes, is [Revised Total]. A detailed breakdown of the updated costs is included in the attached quotation.
Please find the attached revised quotation for your review. If you have any questions, please don’t hesitate to ask.
We appreciate your business.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Updating for Material Cost Changes
Subject: Revised Quotation – [Your Company Name] – [Project Name/Number]
Dear [Client Name],
This email is to inform you of a revision to the quotation previously sent on [Date of Original Quotation] for [Project Name/Number]. Due to recent increases in the cost of [Material Name], we’ve had to adjust our pricing.
The price for [Specific Item affected] has increased to [New Price]. This change impacts the overall project cost, now totaling [Revised Total].
We’ve attached the updated quotation for your review. We understand that price changes can be frustrating, and we appreciate your understanding in this matter. The quality of our service remains unchanged.
Please let us know if you have any questions.
Thank you,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Adding Additional Services
Subject: Revised Quotation – [Your Company Name] – [Project Name/Number]
Dear [Client Name],
Following our discussion about [mention the reason for adding the services], we’ve updated the quotation for [Project Name/Number] to include the additional services.
The updated quotation now includes:
- [Additional Service 1] – [Price]
- [Additional Service 2] – [Price]
The total revised cost, inclusive of these added services, is now [Revised Total]. A detailed breakdown is included in the attached document.
Please take a moment to review the attached revised quotation. We’re confident these additional services will enhance the overall value of the project.
If you require any further information or clarification, please contact us.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Extending the Validity of a Quotation
Subject: Revised Quotation – [Your Company Name] – [Project Name/Number] – Extension of Validity
Dear [Client Name],
We’re writing to inform you of an extension of the quotation validity for [Project Name/Number], which was originally sent on [Date of Original Quotation].
Due to [Reason for Extension, e.g., project delays, client request], we are extending the validity of the original quotation to [New Expiration Date]. This allows you more time to review and consider our proposal.
All terms and conditions, including the original pricing, remain valid until the new expiration date.
The attached document is a copy of the original quotation with the extended validity period noted.
We appreciate your continued interest in our services.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Clarifying Payment Terms in a Revised Quotation
Subject: Revised Quotation – [Your Company Name] – [Project Name/Number] – Clarification of Payment Terms
Dear [Client Name],
We’re writing to clarify and revise the payment terms of the quotation sent on [Date of Original Quotation] for [Project Name/Number].
The revised payment schedule is as follows:
- [Payment Term 1: e.g., 50% upfront]
- [Payment Term 2: e.g., 50% upon completion]
The total project cost is [Total Amount], and the payment schedule will be strictly adhered to. We’ve attached a revised quotation which includes these payment terms.
We believe these terms are clear, but if you have any questions, please don’t hesitate to contact us.
We look forward to working with you.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Sending a revised quotation email sample correctly is all about clear communication. Make sure to clearly state what has changed, why it has changed, and what the new total or terms are. Be polite and professional. By doing this, you’ll keep your clients informed, avoid confusion, and maintain strong business relationships. Remember to always attach the updated quotation document for easy reference!