A revised quotation email serves as a crucial communication tool in business negotiations. This document typically includes updated pricing, reflecting changes in product specifications or service offerings. Clients often expect clarity and transparency in revised quotations to make informed decisions. Timely delivery of these emails is vital to maintain positive relationships and enhance customer satisfaction in the procurement process.
Best Structure for a Revised Quotation Email
So, you’ve got to send a revised quotation email? No problem! Crafting a clear and professional email can help your client understand the updates and foster a good relationship moving forward. Here’s a simple breakdown of how you can structure it for maximum impact.
1. Subject Line
Your subject line should be straightforward and give the recipient a heads-up about what’s inside the email. Keep it concise and clear. Here are a couple of examples:
- Revised Quotation for [Project Name]
- Updated Quotation – [Your Company Name]
2. Greeting
Start off with a friendly greeting addressing the recipient by their name. This adds a personal touch!
For example:
- Hi [Client’s Name],
- Hello [Client’s Name],
3. Introduction
In the first paragraph, briefly explain why you’re sending this email. This could be due to changes in pricing, additional services, or other relevant reasons.
Example:
I hope this email finds you well! I’m reaching out to provide you with a revised quotation based on our recent discussions and the updates we have implemented.
4. Summary of Changes
Now, let’s get into the meat of the email. Provide a clear summary of what has changed in the quotation. A simple table can really help make this part easy to understand:
| Item Descriptions | Previous Price | Revised Price | Reason for Change |
|---|---|---|---|
| Service 1 | $500 | $450 | Discount applied |
| Service 2 | $300 | $350 | Increased scope of work |
| Service 3 | $200 | $200 | No change |
5. Provide New Quotation Document
Let your client know where they can access the full revised quotation document. Whether it’s attached or linked, make it clear.
Example:
Please find attached the full revised quotation document for your review.
6. Call-to-Action
Encourage your client to review the revised quotation and ask any questions they might have. Keep this part straightforward.
Example:
Feel free to reach out if you have any questions or would like to discuss this further. I’m here to help!
7. Closing
Wrap up your email politely. A simple sign-off can go a long way in leaving a good impression:
- Best regards,
- Sincerely,
- Looking forward to your response!
Then, include your name, title, and company information. Something like:
[Your Name]
[Your Job Title]
[Your Company Name]
[Your Phone Number]
[Your Email Address]
8. Attachments
Don’t forget to attach the revised quotation document. It’s helpful to mention this in your email too, so the client knows what to look for.
And there you have it! A simple structure that keeps your revised quotation email organized and easy to follow. Happy emailing!
Revised Quotation Email Samples
Sample 1: Adjusted Pricing for Custom Services
Dear [Client Name],
Thank you for considering our services. We have reviewed your requirements and updated the quotation to reflect a more customized approach to your needs. Please find the revised pricing below:
- Service A: $X
- Service B: $Y
- Service C: $Z
We believe this tailored approach will deliver the best value for your project. Should you have any questions or need further adjustments, please don’t hesitate to reach out.
Best regards,
[Your Name]
[Your Position]
[Your Company]
Sample 2: Revised Quotation with Discounts Applied
Hi [Client Name],
I hope this message finds you well. After evaluating your order quantities, we are pleased to offer a revised quotation that includes special discounts. Below are the details:
- Item 1: Original Price: $X, Discounted Price: $Y
- Item 2: Original Price: $A, Discounted Price: $B
- Total Savings: $C
We appreciate your business and strive to provide the best pricing possible. If you have any questions or need further information, feel free to contact me.
Warm regards,
[Your Name]
[Your Position]
[Your Company]
Sample 3: Quotation Update Due to Changes in Project Scope
Dear [Client Name],
Thank you for your continued collaboration. We have noted the changes in the project scope and prepared a revised quotation accordingly. Here’s the updated summary:
- Initial Quote: $X
- Revised Quote: $Y
- Reason for Change: [Specific Change]
We understand that project requirements can evolve, and we are committed to ensuring your satisfaction. If you would like to discuss this further, please let me know.
Kind regards,
[Your Name]
[Your Position]
[Your Company]
Sample 4: Revised Quotation Following Client Feedback
Hello [Client Name],
Thank you for your valuable feedback on our initial quotation. Based on your input, we have made the necessary adjustments and are excited to share the revised quotation with you:
- Service Option A: $X
- Service Option B: $Y
- Service Option C: $Z
Your insights are crucial to us, and we believe this updated quote aligns better with your expectations. Please let us know if there’s anything else you would like to adjust.
Best wishes,
[Your Name]
[Your Position]
[Your Company]
Sample 5: Quotation Revision Due to Vendor Price Increase
Dear [Client Name],
I hope you are doing well. I am writing to inform you that we have experienced an increase in costs from our suppliers, which has necessitated a revision of our original quotation. Here’s the updated pricing:
- Product A: $X
- Product B: $Y
- New Total: $Z
We understand the impact this may have on your budget, and we are here to discuss any possible solutions. Thank you for your understanding, and we look forward to continuing to work with you.
Sincerely,
[Your Name]
[Your Position]
[Your Company]
What is the purpose of a Revised Quotation Email?
A Revised Quotation Email serves to communicate updated pricing or terms to a client. It clarifies any changes made to the initial quotation. This email aims to provide transparency and maintains a positive relationship with the client. It ensures that the client understands the reasons for the revision. A well-structured email helps avoid misunderstandings and encourages prompt decision-making. The email may also highlight new terms or discounts that were not part of the original proposal. Ultimately, its purpose is to facilitate the continuation of negotiations.
When should a Revised Quotation Email be sent?
A Revised Quotation Email should be sent whenever there are alterations to the initial pricing or terms offered. It is appropriate to send this email after receiving client feedback or requests for changes. It may also be necessary if there are fluctuations in costs, such as material price increases. The email should be sent promptly to keep the client informed and engaged. It ensures that the client has the most accurate and up-to-date information before making a decision. Timely communication can enhance trust and credibility in business relationships.
What are the key elements to include in a Revised Quotation Email?
A Revised Quotation Email should include several key elements for clarity and professionalism. The subject line must clearly indicate that the quotation has been revised. The body should start with a polite greeting followed by a brief explanation for the revision. It should then present the updated quotation details, including prices, terms, and any applicable discounts. Additionally, it is important to include contact information for follow-up questions. A conclusion thanking the client for their understanding and expressing willingness to assist further is essential. These elements collectively enhance the effectiveness of the communication.
Thanks for sticking around and diving into the world of revised quotation emails with me! I hope you found some useful tips that can make your email exchanges smoother and more effective. Remember, the key is to keep things clear and friendly, just like a good conversation over coffee. Don’t be a stranger – come back and check out more articles soon! I promise there’s always something new and interesting waiting for you. Take care and happy emailing!