Are you tired of sending out quotation emails that are out of date or need revisions? Look no further as we have got you covered! In this article, we will provide you with a sample of a revised quotation email that you can easily customize to suit your needs. We understand how important it is to stay on top of your game in the business world. That’s why we have created this helpful guide to assist you in sending professional and effective quotation emails. Whether you are a business owner or a sales representative, this guide is perfect for you. So, why wait? Get started today and impress your clients with your improved quoting skills! You will find examples that you can easily edit and use when sending revised quotation emails.
The Best Structure for Sending a Revised Quotation Email Sample
When it comes to sending a revised quotation email, it’s essential to structure the email in a clear and concise manner. By doing so, you can avoid any confusion or misunderstandings with the client and ensure that you’re both on the same page. Here’s a breakdown of the best structure for sending a revised quotation email sample.
1. Introduction
Start your email by addressing the client by name and thank them for their interest in your services. Reiterate the services that you were requested to provide and mention that you’ve revised the quotation to reflect any changes that the client may have requested. This introduction should be brief but serves as a reminder of why the client contacted you in the first place.
2. Outline the Changes
In this section, you should list all the changes you have made to the original quotation. It’s essential to be specific and explain why each change was made. If there is an increase in price, include a brief explanation of why this is the case. This transparency builds trust with the client, and they are more likely to accept the revised quotation. It’s also helpful to highlight any new benefits or value that the client will receive with the revised quotation.
3. Reiterate Your Advantages
This is your chance to remind the client of why they should choose your services over your competitors. Highlight the value that your services provide, your experience, and any outstanding customer service experiences. By doing this, you are reminding the client why they contacted you in the first place and can help sway their decision in your favor.
4. Closing
End the email with a call to action. Ask the client if they have any questions or concerns and mention that you’d be happy to discuss the revised quotation in further detail. It’s also essential to reiterate your excitement to work with them and mention that you look forward to hearing back from them soon.
In conclusion, by following a clear and structured approach to sending a revised quotation email sample, you will ensure that you’ve covered all the necessary information and avoided any confusion or misunderstandings. By doing this, you can increase the likelihood of securing the client and growing your business.
7 Revised Quotation Email Samples for Different Reasons
Sample 1: Follow-Up on a Change Request
Greetings Mr. Smith,
We would like to thank you for choosing our services for your upcoming project. In response to your change request, we have updated the quotation for the project. The revised quotation is listed below:
Project Name: New Building Construction
Revised Quotation: $200,000
Please let us know if the revised quotation is acceptable. We are looking forward to working with you on this project.
Best regards,
The ABC Construction Team
Sample 2: Scope Change Prompted a Revised Quotation
Dear Ms. Johnson,
Thank you for considering our services for your upcoming project. We have reviewed the scope of the project, and we have made some changes that necessitated a revised quotation. The revised quotation is listed below:
Project Name: Office Renovation
Revised Quotation: $30,000
We understand that changes in scope can sometimes be challenging, but we believe that the revised quotation accurately reflects the new scope of the project. Please let us know if you have any questions or concerns about the updated estimate.
Best regards,
The XYZ Construction Team
Sample 3: Budget Reduction Required a Revised Quotation
Dear Mr. Rodriguez,
Thank you for choosing our services for your upcoming project. Due to the budget constraints you shared with us, we have made some changes to the scope of the project that necessitated a revised quotation. The revised quotation is listed below:
Project Name: Home Renovation
Revised Quotation: $25,000
We understand that budget constraints can be a significant challenge for any project, but we believe that this revised quotation reflects the necessary adjustments without compromising the project’s quality. Please let us know if you have any questions or concerns about the revised estimate.
Best regards,
The LMN Construction Team
Sample 4: Repaired Error in the Previous Quote
Greetings Ms. Williams,
We appreciate you considering our services for your upcoming project. We recently discovered an error in the previous quotation we provided, which resulted in an inaccurate estimate. The revised quotation is listed below:
Project Name: Commercial Building Repairs
Revised Quotation:$22,500
We apologize for any inconvenience this may have caused and assure you that we have taken steps to prevent similar errors in the future. Please let us know if you have any further questions or if the updated quotation meets your needs. We appreciate the opportunity to work with you on this project.
Best regards,
The ABC Construction Team
Sample 5: Change in Project Timeline Prompted a Revised Quote
Dear Mr. Johnson,
Thank you for your interest in our services for your upcoming project. After reviewing the project timeline, we have made changes that necessitated a revised quotation. The revised quotation is listed below:
Project Name: Kitchen Renovation
Revised Quotation: $18,000
We understand that changes to the project timeline can be frustrating, but we believe that the revised quotation accurately reflects the new timeline. Please let us know if you have any questions or concerns about the updated estimate.
Best regards,
The XYZ Construction Team
Sample 6: Volume of Work Has Dropped, Necessitating a New Estimate
Greetings Ms. Williams,
Thank you for considering our services for your upcoming project. We have reviewed the scope of work required for your project and determined that the volume of work has decreased, necessitating a new estimate. The revised quotation is listed below:
Project Name: Residential Roof Repair
Revised Quotation: $5,000
We understand that this change may cause some inconvenience, but we believe that the revised quotation accurately reflects the reduced scope of work. Please let us know if you have any questions or concerns about the updated estimate.
Best regards,
The LMN Construction Team
Sample 7: Special Discount (or Deal) Offered, Necessitating a Revised Quote
Dear Mr. Rodriguez,
Thank you for choosing our services for your upcoming project. We are excited to inform you that we are currently offering a special discount (or deal) that requires us to send you a revised quotation. The revised quotation is listed below:
Project Name: Landscaping Services
Revised Quotation: $6,500
We are passionate about delivering exceptional service and value to our customers, and this revised quotation reflects just that. If you have any questions or concerns about the new estimate, please do not hesitate to contact us.
Best regards,
The ABC Construction Team
Tips for Sending a Revised Quotation Email Sample
When sending a revised quotation email sample, it’s important to keep a few things in mind to ensure that the updated quote is met with appreciation from the recipient. Here are some tips to keep in mind:
- Make it clear that the previous quote has been revised: Start your email by acknowledging the previous quote and stating that you have made revisions. This will avoid any confusion and show the recipient that you have taken their feedback into consideration.
- Highlight the changes: Call out the changes you have made to the quote in a clear and concise manner. Use bullet points or tables to clearly outline what has been added or removed from the previous quote. This will make it easier for the recipient to review and understand the updates you have made.
- Explain why the revisions were made: It’s always a good idea to provide some context behind why the revisions were made. This can include factors such as changes in scope, updates to pricing, or new information that has come to light. Providing this information will show the recipient that you are transparent in your communication and have their best interests in mind.
- Reiterate the benefits: Remind the recipient of the benefits of using your services or products. This can help to reinforce the value that you are offering and can help to build trust. Be sure to include any additional benefits that were not mentioned in the previous quote.
- Closing statement: End your email with a call to action. This can include a request for the recipient to accept the revised quote or to schedule a call to discuss any questions they may have. It’s important to maintain a professional and courteous tone throughout your email to leave a positive impression on the recipient.
By following these tips, you can ensure that your revised quotation email sample is clear, concise, and meets the expectations of the recipient. Remember, communication is key when it comes to sales, so be sure to take the time to craft your email carefully and thoughtfully.
FAQs related to sending revised quotation email sample
What is a revised quotation email?
A revised quotation email is a formal document that suppliers send to customers, indicating the changes made to the initial quotation.
Why do I need to send a revised quotation email?
You need to send a revised quotation email if there are changes to the original quotation, such as adjustments to prices, quantities, or delivery date.
How do I write a revised quotation email?
A revised quotation email should be concise and professional, indicating the changes made to the original quotation, and the reasons for the revision.
When should I send a revised quotation email?
You should send a revised quotation email as soon as possible after the changes have been made, and before the customer places an order based on the original quotation.
Do I need to apologize for the changes in the revised quotation email?
You don’t need to apologize, but you can express regret if the changes cause inconvenience or delay to the customer.
Do I need to attach a new quotation document in the revised quotation email?
Yes, you should attach a new quotation document or include the revised quotation information in the email body.
What if the customer disagrees with the changes in the revised quotation?
You can try to negotiate further with the customer, explain the reasons for the changes, and find a mutually acceptable solution.
Can I revise the quotation multiple times?
Yes, you can revise the quotation multiple times if necessary, but you should clearly indicate the version number and date of the revised quotation.
How do I follow up after sending the revised quotation email?
You can follow up with the customer to confirm if they have received the revised quotation and if they have any further questions or concerns.
What if the customer doesn’t respond to the revised quotation email?
You can follow up with a reminder email or a phone call, or seek alternative contact methods to ensure the customer has received the revised quotation and can make an informed decision.
Time to Send That Revised Quotation Email!
And there you have it! An easy-to-follow sample email for sending your revised quotation. By taking the time to send a thorough and professional email, you show your clients that you value their time and business. Remember, communication is key! Thanks for taking the time to read this article, and if you need any more tips or tricks, be sure to check back in again soon. Happy emailing!