In the business world, things change. Prices fluctuate, project scopes evolve, and sometimes, the original deal needs a little tweaking. That’s where the Revised Quotation Email comes in. This email is a crucial communication tool, used to update a previous price quote, service proposal, or estimate. It keeps everyone on the same page and avoids misunderstandings. Let’s dive into how to handle these important messages effectively.
Why a Revised Quotation is Necessary
A revised quotation is often needed because of various factors that impact the initial offer. It’s usually more than just a simple price adjustment. Consider these key reasons:
- Changes in Scope: The client may have added or removed services or products from the original request.
- Cost Fluctuations: Raw material prices, shipping costs, or labor rates can increase or decrease, affecting the cost of providing the goods or services.
- Errors in the Original Quote: Mistakes happen! A revised quotation rectifies any calculation errors or omissions in the original proposal.
When creating a revised quotation, clarity and professionalism are key. Accurate and well-formatted communication is very important for maintaining trust with the client and a clear understanding of the agreement. Consider including a table in your revised quotation to highlight the changes.
The basic structure of a revised quotation should include the following:
- Reference the original quote.
- Clearly state the reason for the revision.
- Provide a detailed breakdown of the new prices.
- Reiterate the terms and conditions.
Email Example: Revision Due to Scope Change
Subject: Revised Quotation – Project Phoenix – [Your Company Name]
Dear [Client Name],
Thank you for your interest in our services. Following our discussion on [Date], we have updated the original quotation for Project Phoenix (Quote # [Original Quote Number]) to reflect the added scope of work you requested.
As per your instructions, we have included [brief description of the added items/services].
Here’s the updated breakdown:
| Description | Original Price | Revised Price |
|---|---|---|
| Phase 1: [Description] | $[Amount] | $[New Amount] |
| Phase 2: [Description] | $[Amount] | $[New Amount] |
| Added Service: [Description] | N/A | $[New Amount] |
| Total | $[Original Total] | $[Revised Total] |
Please note that the payment terms remain the same. The deadline for acceptance of this quotation is [Date]. Please let me know if you have any questions.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Price Revision Due to Increased Materials Cost
Subject: Revised Quotation – Product X – [Your Company Name]
Dear [Client Name],
This email concerns the quotation for Product X, originally provided on [Date] (Quote # [Original Quote Number]).
Due to a recent increase in the cost of raw materials, we must revise the pricing for Product X. We have absorbed these costs as much as possible, but a slight adjustment is necessary to maintain the quality and delivery schedule.
The revised price is as follows:
Product X: $[Revised Price] per unit (Original price: $[Original Price])
This revised price is valid for [Duration]. The other terms and conditions of the original quotation remain unchanged.
Thank you for your understanding. We appreciate your business.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Correcting a Calculation Error
Subject: Revised Quotation – [Project Name] – Correction
Dear [Client Name],
I am writing to you regarding the quotation we sent on [Date] for [Project Name] (Quote # [Original Quote Number]). We have identified a minor calculation error.
We sincerely apologize for any inconvenience. The correct quotation is as follows:
[Brief description of the corrected items/services and new price]
The total project cost is now $[Corrected Total]. The original total was $[Original Total].
Please review the updated quotation. All other terms and conditions remain the same.
Please let me know if you have any questions.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Revision Following a Change in Payment Terms
Subject: Revised Quotation – [Service/Product] – Payment Terms Update
Dear [Client Name],
Following a review of our standard payment policies, and concerning the quotation (Quote # [Original Quote Number]) sent on [Date] for [Service/Product], we need to update the payment terms.
The new payment terms for [Service/Product] are as follows:
- [Percentage]% deposit upon signing the contract.
- [Percentage]% upon [Milestone].
- Remaining balance due [Number] days after completion.
The total price for the project remains $[Total Cost]. However, the payment schedule has been adjusted to better suit your requirements. Please find the updated quotation attached, which includes these changes. The deadline for acceptance of this quotation is [Date].
Thank you for your understanding and continued partnership.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: Offering a Discount in a Revised Quotation
Subject: Revised Quotation – [Project Name] – Discount Offered
Dear [Client Name],
Thank you again for choosing [Your Company Name] for the [Project Name]. I’ve reviewed our previous quotation (Quote # [Original Quote Number]) and wanted to offer a discount to show our appreciation.
Here’s the revised price structure:
[Brief description of the project and discounts]
New Total Price: $[New price] (Original Price: $[Original Price])
This offer will be valid until [Date]. I hope you will accept it and move on with the project. If you have any questions regarding this revised quote, feel free to ask.
Thank you,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
Email Example: For a Revised Quotation for Renewals
Subject: Revised Quotation – Renewal of [Service/Product] – [Your Company Name]
Dear [Client Name],
This email is regarding the renewal of your [Service/Product] agreement, initially quoted on [Date] (Quote # [Original Quote Number]). We value our relationship with you and want to make sure everything is clear.
Based on the terms of your renewal, the new price for the [Service/Product] for the next [Duration] is $[New Price]. The original price was $[Original Price] per [Unit].
This price includes [briefly list included services/products]. Please find the revised quotation attached to this email for your reference. The payment terms outlined in your current contract remain in effect. You have until [Date] to accept the revised quotation.
We look forward to continuing to serve you.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]
In conclusion, crafting a clear and professional Revised Quotation Email is a crucial part of good business practice. By providing detailed explanations, using a structured format, and always being transparent, you build trust with your clients and ensure smooth transactions. Remember to always reference the original quote, clearly state the reason for the revision, and provide all the necessary details. By following these guidelines, you can effectively manage changes, maintain strong client relationships, and ensure everyone is satisfied with the final agreement.