Sending Revised Quotation Email Sample is a crucial skill for anyone in sales, customer service, or any role where you provide quotes. It’s all about making sure your clients have the right information, and that you’re on the same page. This guide will walk you through the process, showing you how to create effective emails and letters that clearly communicate changes to a previous quote.
Why Revising a Quote Matters
Revising a quote can happen for many reasons, like changes in prices, updated product availability, or adjustments to the scope of work. It’s important to handle these revisions professionally because:
- It builds trust: When you’re upfront and honest about changes, clients see you as reliable.
- It prevents misunderstandings: Clear communication avoids confusion and potential arguments later on.
- It shows you value their business: Taking the time to revise and explain changes shows you care.
A well-crafted revised quotation does more than just update numbers.
- It should explain why the changes happened.
- It should clearly highlight what’s new.
- It should give your client a chance to ask questions.
You can visualize changes by organizing them into a table. For example:
| Item | Original Price | Revised Price | Reason for Change |
|---|---|---|---|
| Product A | $100 | $110 | Supplier price increase |
| Shipping | $20 | $25 | Fuel surcharge |
Email Sample: Price Increase Due to Supplier Costs
Subject: Revised Quotation – [Your Company Name] – Quotation # [Quote Number]
Dear [Client Name],
Thank you for your interest in our services/products. We are writing to provide you with a revised quotation based on changes in supplier costs for some of the materials included in your original quote.
We’ve had to adjust the pricing for the following items:
- [Item Name]: The price has increased from $[Original Price] to $[Revised Price] due to [brief explanation, e.g., a supplier price increase].
- [Item Name]: The price has increased from $[Original Price] to $[Revised Price] due to [brief explanation, e.g., shipping cost increases].
The total new cost is $[Total Price]. You can view the updated quote here: [Link to Quote or Attached PDF].
Please review the revised quotation at your convenience. If you have any questions, don’t hesitate to contact me.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Sample: Changes in Product Availability
Subject: Revised Quotation – [Your Company Name] – Quotation # [Quote Number]
Dear [Client Name],
I am writing to update your quotation for [product/service name]. Since our initial quote, the availability of [specific product/service] has changed.
Unfortunately, [specific product/service] is now [unavailable/limited availability]. Therefore, we have revised the quote to include [alternative product/service] instead.
Here’s a summary of the changes:
- Original: [Original product details]
- Revised: [Revised product details]
The revised total is $[Total Price], please check the attached quotation.
Please let me know if you would like to proceed with this new option or if you have any other questions.
Best Regards,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Sample: Scope of Work Adjustment
Subject: Revised Quotation – [Your Company Name] – Quotation # [Quote Number]
Dear [Client Name],
Following our discussion on [date], we’ve revised your quotation to reflect the adjusted scope of work for [project/service name].
We’ve made the following changes:
- [Original scope item] has been [added/removed/modified].
- [Another scope item] now includes [new details].
The total revised amount for the project is $[Total Revised Price]. The updated quotation is attached for your review.
Please don’t hesitate to contact me if you need further clarification on these revisions.
Thank you,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Sample: Discount or Special Offer Added
Subject: Revised Quotation – [Your Company Name] – Quotation # [Quote Number] – Special Offer!
Dear [Client Name],
I am excited to share a revised quotation with a special offer for you. We have added a discount to your quote for [project/product/service name].
You’ll now receive a [percentage or dollar amount] discount on [specific item/service]. This brings the total cost to $[Total Price].
See the attached revised quotation, which shows the discount applied. This offer is valid until [expiry date].
If you have any questions or would like to proceed, please contact me.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Sample: Extending the Validity Period
Subject: Revised Quotation – [Your Company Name] – Quotation # [Quote Number] – Extended Validity
Dear [Client Name],
We are pleased to inform you that we have extended the validity of your quotation for [project/product/service name].
Originally, the quotation was valid until [original expiry date]. However, we have extended it to [new expiry date].
No other aspects of the original quotation have changed. The revised quotation is attached, showing the new expiry date.
Please contact me if you have any questions or need any further details.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Sample: Combining Multiple Changes
Subject: Revised Quotation – [Your Company Name] – Quotation # [Quote Number]
Dear [Client Name],
We’re writing to provide you with a revised quotation that includes a few updates to your original quote for [project/product/service name].
Here’s a summary of the changes:
- [Original item] has been adjusted to $[Revised Price] due to [reason].
- We’ve extended the quote validity until [New expiry date].
The total revised cost is $[Total Revised Price]. A detailed quotation is attached.
Please review the changes and let me know if you have any questions.
Thanks,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
In conclusion, Sending Revised Quotation Email Sample requires clarity, professionalism, and a client-focused approach. By using the provided examples, you can make sure your revised quotes are easy to understand, explain the reasons behind the changes, and keep your clients happy. With good communication, you can build stronger relationships with your clients and make sure your business keeps running smoothly.