In the world of business, clear and accurate communication is super important. Sometimes, after sending out a quotation – a document that outlines the price for a product or service – you need to make changes. That’s where the Revised Quotation Email comes in. This email is a follow-up communication that updates the original quotation, ensuring everyone is on the same page regarding the cost and scope of work. Let’s dive into why these emails are essential and look at some practical examples.
Why a Revised Quotation Email is Crucial
A Revised Quotation Email serves several vital functions. First and foremost, it clarifies any discrepancies or errors in the original quote. This could involve a change in price due to updated material costs, an adjustment in the scope of the project, or a correction in the quantity of goods or services offered. Secondly, it ensures that the client or customer has the most up-to-date information before making a decision. Finally, it maintains transparency and professionalism in the business relationship.
Here are a few common reasons why a revision might be needed:
- Changes in project scope: The client might request additional services.
- Error in the original quote: A simple mistake in the calculations.
- Updated pricing from suppliers: Raw materials costs changed.
Keeping your clients informed with a revised quotation email is essential for building trust and preventing misunderstandings down the line. Accuracy in pricing and details helps avoid potential disputes and ensures a smooth business transaction. It also shows the client that you are organized and professional.
Email: Price Adjustment Due to Material Costs
Subject: Revised Quotation – [Your Company Name] – [Project Name/Quote Number]
Dear [Client Name],
Thank you again for your interest in our services/products. Following up on your initial quotation for [Project Name/Specific Products], we need to make a slight adjustment. Due to recent fluctuations in the cost of [Specific Material, e.g., steel, lumber, etc.], we’ve had to update our pricing.
The revised pricing is as follows:
| Item | Original Price | Revised Price |
|---|---|---|
| [Product/Service 1] | $[Original Price] | $[Revised Price] |
| [Product/Service 2] | $[Original Price] | $[Revised Price] |
| Total | $[Original Total] | $[Revised Total] |
The changes are highlighted above. We understand these adjustments and hope you’ll understand. The quality of our work remains unchanged. The rest of the original quotation, including the scope of the project and the terms of service, remain the same.
If you have any questions about these adjustments, please don’t hesitate to contact us. We are eager to start work on this project/fulfill your order.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email: Adding Additional Services to the Quote
Subject: Revised Quotation – [Your Company Name] – [Project Name/Quote Number]
Dear [Client Name],
Thank you for considering our services. Following your request for additional services, we’ve updated the original quotation. This revision includes the added [Additional Service, e.g., “design consultation,” “extended warranty,” etc.] as we discussed on [Date of Discussion].
Here’s a summary of the changes:
- Original quote: [briefly describe the original scope]
- Added Service: [Detailed explanation of the new service.]
- New Total: [Total price including the new service]
The updated quote includes the added service, and the updated total price is [Total Price]. All other terms and conditions outlined in the original quotation dated [Date of Original Quote] remain in effect.
Please review the revised quotation. If you have any questions, please let us know.
We are excited about the possibility of working with you.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email: Correcting an Error in the Original Quote
Subject: Revised Quotation – [Your Company Name] – [Quote Number] – Correction
Dear [Client Name],
I am writing to you regarding the quotation you received on [Date of Original Quote]. We have identified a minor error in the original document and would like to provide you with a revised quotation.
The mistake was regarding [briefly explain the error – e.g., “the quantity of items”, “a calculation in the labor cost”]. We sincerely apologize for any inconvenience this may have caused.
The corrected price for the [Product/Service] is now $[Corrected Price]. This revision accounts for the error mentioned above. The total price of the revised quotation is now $[Total price].
Please note that all other aspects of the original quotation, including the scope of work, timeline, and payment terms, remain unchanged. We have attached the corrected quotation to this email for your convenience. We appreciate your understanding.
If you have any questions or would like further clarification, please do not hesitate to contact us.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email: Change in Delivery Date
Subject: Revised Quotation – [Your Company Name] – [Quote Number] – Delivery Date Update
Dear [Client Name],
This is to inform you of a change in the delivery date for [Product/Service] outlined in your original quotation dated [Date of Original Quote].
Due to unforeseen circumstances (e.g., “a delay in the shipment of raw materials”, “unexpected demand”), the new estimated delivery date is [New Delivery Date]. We understand that changes can cause inconvenience, and we sincerely apologize for any issues.
The total price, and all other terms remain the same as in the original quotation. We understand that the delivery date is important, and we are working hard to resolve this situation. We appreciate your patience.
If this change does not meet your needs, we will be happy to discuss alternative options. If you have any questions, please contact us.
Thank you for your understanding.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Letter: Major Scope of Work Changes
Subject: Revised Quotation – [Your Company Name] – [Project Name/Quote Number]
Dear [Client Name],
We are writing to you today regarding a revision to the quotation previously provided on [Date of Original Quote] for [Project Name]. We have worked out some changes to the scope of work.
Following a detailed discussion on [Date of discussion] regarding your project needs, we’ve made the following adjustments to the original scope:
- [Original Item] has been [Removed/Modified] and will now include [New Details].
- We have added [New Item] which includes [Description].
- The overall project duration has been estimated to be [New duration].
Please see below for the full revised quote:
| Service | Original Price | Revised Price |
|---|---|---|
| [Service 1] | $[Original Price] | $[Revised Price] |
| [Service 2] | $[Original Price] | $[Revised Price] |
| Total | $[Original Total] | $[Revised Total] |
We hope you agree that these changes will improve the outcome of the project. The other terms in the original quotation remain unchanged.
If you have any questions, please feel free to reach out. We look forward to your feedback.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Letter: Cancellation of a Service
Subject: Revised Quotation – [Your Company Name] – [Quote Number] – Service Cancellation
Dear [Client Name],
We are writing to update the quotation, dated [Date of Original Quote], to reflect the cancellation of the service [Service].
Following a discussion on [Date of Discussion], you decided to cancel service [Service]. We understand the reasons for this cancellation.
The revised quotation is as follows:
- The originally quoted price included [Service Description]
- The price will be adjusted as follows [New Price].
- New Price: $[Price]
We’ve also revised the invoice. All other services and conditions remain the same.
Please contact us if you need any clarification.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
In conclusion, the Revised Quotation Email is a critical tool for maintaining clear communication, managing expectations, and fostering strong client relationships. By providing updated and transparent pricing information, you can avoid misunderstandings, increase client satisfaction, and ultimately, improve the success of your business endeavors. These examples should give you a good idea of how to handle different situations that require you to send a revised quotation.