The business world is all about clear communication, and sometimes that means sending a Revised Quotation Email. This email is super important. It helps you update and clarify pricing, terms, or other details of a previous quote you sent to a client or customer. Getting it right ensures everyone’s on the same page and prevents misunderstandings down the line. Let’s dive into how to craft a perfect Revised Quotation Email!
Why a Revised Quotation Email is So Important
When a quote needs adjustments, a Revised Quotation Email is your go-to tool. It helps to keep all the communication accurate and up-to-date. Let’s break down why it’s so crucial:
First, it ensures accuracy. Prices, product details, or service scopes can change. The revised email highlights these changes, eliminating any confusion and potential for disputes later. Second, it keeps things transparent. By clearly stating the revisions, you maintain a professional relationship with your client, building trust and showing that you are attentive to their needs. It’s also a record for your business. It’s a written document that proves you’ve provided the most current and accurate information.
Moreover, sending a revised quotation is about more than just numbers; it’s about building relationships. It shows you care about providing correct information. This can be the difference between getting the job or not. In this world, the revised quotation email helps maintain clarity, transparency, and professionalism, all of which are crucial for successful business interactions.
Here’s what you should include in your Revised Quotation Email to make it effective:
- A clear subject line: “Revised Quotation – [Original Quote Number]”
- A reference to the original quote.
- A detailed list of changes.
- The revised total.
- A new validity period (if needed).
- Your contact information.
- Start with a friendly greeting and thank the customer.
- Clearly state the reasons for the revision.
- Provide a revised total with a breakdown.
- Reiterate the terms and conditions.
- Encourage the customer to contact you with questions.
| Original Quote | Revised Quote |
|---|---|
| Price: $1000 | Price: $1100 (due to material cost increase) |
| Delivery: 2 weeks | Delivery: 3 weeks (due to supplier delays) |
Email Example: Price Adjustment Due to Increased Costs
Subject: Revised Quotation – [Original Quote Number]
Dear [Client Name],
Thank you again for considering us for your project. We’re following up on the initial quotation we sent you on [Date of Original Quote] for [brief description of the project/service].
Due to recent increases in the cost of [specific materials/services], we’ve had to adjust the pricing slightly. The revised quotation is as follows:
- [Original Item]: $[Original Price]
- [Revised Item]: $[Revised Price]
- Revised Total: $[Revised Total]
All other terms and conditions remain the same. This revised quotation is valid for [Number] days from the date of this email. Please let us know if you have any questions or if you’d like to move forward. We’re excited to work with you!
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Email Example: Changes in Scope of Work
Subject: Revised Quotation – [Original Quote Number]
Dear [Client Name],
Following our discussion on [Date of discussion] regarding the scope of work for [Project Name], we have updated our original quotation dated [Date of Original Quote].
The following changes have been made:
- Added: [New item/service added] – $[Price]
- Removed: [Item/service removed] – $[Price]
- Revised Total: $[Revised Total]
The revised timeline for the project is now [New Timeline]. All other terms and conditions remain the same. Please review the changes and let us know if you have any questions. We look forward to your confirmation!
Best regards,
[Your Name]
[Your Title]
[Your Company]
Email Example: Extending the Validity of the Quote
Subject: Revised Quotation – [Original Quote Number]
Dear [Client Name],
We hope this email finds you well. We are reaching out to you in regards to the quotation for [Project Name] that we had previously provided on [Date of Original Quote].
Given your ongoing review of the proposal, we would like to extend the validity of the original quote for an additional [Number] days, until [New Expiration Date]. All pricing, terms, and conditions as stated in the original quotation remain the same.
We understand that decisions take time, and we want to ensure you have ample opportunity to consider our offer. Please do not hesitate to contact us with any questions.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Email Example: Correction of a Typographical Error
Subject: Revised Quotation – [Original Quote Number] – Correction
Dear [Client Name],
We sincerely apologize for a minor typographical error in the original quotation provided on [Date of Original Quote] for [Project Name].
The correct pricing for [Item with error] is $[Corrected Price], not $[Incorrect Price] as previously stated. This change results in a revised total of $[Revised Total]. All other aspects of the quotation remain unchanged.
We are committed to accuracy and appreciate your understanding. Please let us know if you have any questions. Thank you for your business!
Best regards,
[Your Name]
[Your Title]
[Your Company]
Email Example: Introducing a Discount
Subject: Revised Quotation – [Original Quote Number] – Discount Applied
Dear [Client Name],
Thank you for your interest in our services. We are writing to follow up on the quotation we sent you on [Date of Original Quote] for [Project Name].
We’re pleased to offer you a [Percentage]% discount on the total price. The revised total is $[Revised Total]. This discount is valid for [Number] days from the date of this email.
We value your business and hope this revised quotation makes our services even more appealing. Please let us know if you have any questions, and we look forward to the opportunity to work with you.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Email Example: Changes in Payment Terms
Subject: Revised Quotation – [Original Quote Number] – Updated Payment Terms
Dear [Client Name],
We hope this email finds you well. We are following up on the original quotation we sent you on [Date of Original Quote] concerning [Project Name].
We’ve made some adjustments to our payment terms. The revised payment schedule is as follows:
- [Percentage]% upfront upon signing the contract: $[Amount]
- [Percentage]% upon [Milestone]: $[Amount]
- [Percentage]% upon completion of the project: $[Amount]
The total project cost of $[Total Cost] remains the same. These payment terms are effective immediately. Please review the changes and let us know if you have any questions. We’re excited to move forward with this project!
Best regards,
[Your Name]
[Your Title]
[Your Company]
In conclusion, the **Revised Quotation Email** is an important tool for businesses. By being clear, transparent, and professional in your communication, you’ll build trust and make sure everyone’s on the same page. Remember to be clear and concise, and always put the customer first!