The business world runs on communication, and a key piece of that puzzle is the Revised Quotation Email. Whether you’re a customer, a supplier, or working within a company, understanding how to handle these emails effectively can save you time, money, and potential misunderstandings. This article will guide you through the essential elements of a successful Revised Quotation Email and provide examples to help you navigate various scenarios.
Why a Revised Quotation is Necessary
Sometimes, the original quotation isn’t quite right. Maybe there was a mistake in the pricing, the scope of work changed, or the availability of materials shifted. This is where a Revised Quotation Email comes in. It’s a formal way of updating the initial offer. It’s important to understand why a revision is happening so you can address it clearly in your email. There are several reasons why a quote might need adjusting.
- Changes in the project requirements.
- Errors discovered in the original quote.
- Fluctuations in material costs.
- New services or products requested.
Think of it like this:
- You ask for a quote to paint your room.
- The painter initially quotes you a price based on a standard paint.
- You decide you want a premium, more expensive paint.
- The painter sends a Revised Quotation Email.
The email then explains the new price based on your updated request.
Email Examples for Different Scenarios
Revised Quotation Due to Price Increase (Material Costs)
Subject: Revised Quotation – [Your Company Name] – Project [Project Name]
Dear [Client Name],
Thank you for your interest in [Your Company Name] and for your initial request for a quote. We have reviewed your project specifications for [Project Name] and are happy to provide an updated quotation.
Due to recent increases in the cost of materials, specifically [mention specific material, e.g., steel, lumber], we have adjusted our pricing. We understand that this may affect your budget, and we have tried to keep the adjustments to a minimum while still ensuring the project’s success.
Please find the revised quotation attached, detailing the updated costs. The key changes are highlighted in bold.
- Original Quote: $[Amount]
- Revised Quote: $[New Amount]
We value your business and are committed to delivering high-quality service. Please do not hesitate to contact us if you have any questions.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Revised Quotation After Scope of Work Changes
Subject: Revised Quotation – [Your Company Name] – Project [Project Name]
Dear [Client Name],
Following our conversation on [Date], we have revised the quotation for [Project Name] to reflect the changes in the project scope.
You requested [mention the changes, e.g., the addition of a new feature, an increase in the number of units, a different type of service]. This has affected the cost, as detailed below:
| Original Item | Original Price | Revised Item | Revised Price |
|---|---|---|---|
| [Original item description] | $[Original Price] | [Revised item description] | $[Revised Price] |
| [Another original item] | $[Original Price] | [Another revised item] | $[Revised Price] |
The revised total cost for the project is now $[Revised Total]. The attached quotation provides a detailed breakdown.
We are happy to accommodate these changes and look forward to your approval. Please let us know if you need further clarification.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Revised Quotation Correcting a Previous Error
Subject: Revised Quotation – Correction – [Your Company Name] – Order #[Order Number]
Dear [Client Name],
We sincerely apologize for an error in our previous quotation (Order #[Order Number]). We have identified a discrepancy in [mention the mistake, e.g., the calculation of the shipping cost, the pricing of a specific item].
The correct quotation, with the necessary adjustments, is attached. The error has been corrected, and the updated total is now $[Corrected Total].
We value your business and regret any inconvenience this may have caused.
We appreciate your understanding and hope to proceed with your order soon. If you have any questions, please do not hesitate to reach out.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Revised Quotation with an Expiration Date
Subject: Revised Quotation – [Your Company Name] – Proposal for [Project Name]
Dear [Client Name],
Thank you for your interest in our services. We have updated the quotation for the [Project Name] project to reflect [briefly explain the reason for the revision, e.g., a change in material availability, an updated scope of work].
Please review the attached quotation for the revised pricing and specifications. This quotation is valid for [Number] days from the date of this email (Expiration Date: [Date]).
We look forward to the possibility of working with you on this project. Please do not hesitate to contact us with any questions or if you require further information.
Best Regards,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Revised Quotation Offering a Discount or Promotion
Subject: Revised Quotation – Special Offer! – [Your Company Name] – [Project Name]
Dear [Client Name],
We’re excited to offer you a special promotion on your [Project Name] project! We’ve adjusted our original quotation to include [describe the promotion, e.g., a discount on labor costs, a free upgrade].
The revised total cost, reflecting this offer, is $[Revised Total]. This is a limited-time offer, so we encourage you to take advantage of it.
The revised quotation is attached. We believe this revised offer provides exceptional value.
We’re eager to get started on this project! Please feel free to reach out if you have any questions.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Revised Quotation After a Change in Delivery Schedule
Subject: Revised Quotation – [Your Company Name] – Order [Order Number]
Dear [Client Name],
This email confirms the revised quotation due to a change in the delivery schedule for your order [Order Number].
As per your request on [date], we are pleased to confirm the updated delivery date [new delivery date]. To accommodate this change, there are some modifications to the initial quote.
This has affected the cost, as detailed below:
| Original Item | Original Price | Revised Item | Revised Price |
|---|---|---|---|
| Delivery date | [Original delivery date] | [New Delivery date] | [New Delivery Date] |
The revised total cost for the order is now $[Revised Total]. The attached quotation provides a detailed breakdown.
We are happy to accommodate these changes and look forward to your approval. Please let us know if you need further clarification.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
The Revised Quotation Email is an essential tool for clear and professional communication. By following the guidelines and examples provided, you can effectively manage changes, avoid misunderstandings, and maintain strong relationships with clients and suppliers. Remember to be clear, concise, and transparent in your communications.