A revised quotation email serves as a crucial communication tool in the business negotiation process. Clients receive updated pricing details that reflect their specific requirements and adjustments. Sales teams depend on these emails to maintain transparency and foster trust with potential customers. Effective revised quotations can lead to improved conversion rates and strengthened client relationships in competitive markets.
Crafting the Perfect Revised Quotation Email
Sending a revised quotation email doesn’t have to be a chore. After all, it’s your chance to clarify details, offer better pricing, or adjust terms based on feedback. A well-structured email can make a big difference in how your message is received. Let’s break down the best way to structure your revised quotation email so you can communicate clearly and effectively.
1. Subject Line
Your subject line sets the tone for your email. Make it clear and straightforward. Here are a few examples:
- Revised Quotation for [Project/Service Name]
- Updated Quote – [Your Company Name]
- Revision of Quotation: [Project/Service Name] as per Your Request
2. Greeting
Start with a friendly greeting. Use the recipient’s name to personalize the message.
- Hi [Recipient’s Name],
- Hello [Recipient’s Name],
- Dear [Recipient’s Name],
3. Introduction
Get straight to the point. In just a few sentences, remind them of the previous quote and mention why you’re sending this revised version.
Example:
“I hope this email finds you well! Following our recent conversation regarding the quotation for [insert project/service], I’ve made some updates based on your feedback. Please find the revised version attached for your consideration.”
4. Body: Details of the Revised Quotation
Now, let’s dive into the specifics. Break this section down into easy-to-understand parts using either bullet points or a table to highlight changes. Here’s how to present the information:
| Previous Quotation | Revised Quotation |
|---|---|
| Service 1: $X | Service 1: $Y |
| Service 2: $A | Service 2: $B |
| Delivery Timeline: X weeks | Delivery Timeline: Y weeks |
| Terms: Describe initial terms | Updated Terms: Describe new terms |
This format allows your recipient to quickly grasp what has changed and why.
5. Call to Action
Invite them to ask questions or request further clarification. Keep it light and open-ended:
“Feel free to reach out if you have any questions or need more information about the updated quotation!”
6. Closing
Wrap up your email with a friendly note and sign off appropriately. Here are some simple options:
- Best regards,
- Thanks,
- Looking forward to your feedback,
Then add your name, position, and company information for reference:
“[Your Name]
[Your Position]
[Your Company]
[Your Contact Information]”
7. Attachments
Finally, don’t forget to attach the revised quotation document to the email. It’s essential that they can access the information they need without having to ask you for it again. Just a simple line can remind them of the attachment:
“Please find the revised quotation attached for your review.”
By following this simple structure, you’ll make the process of sending a revised quotation email not only easier for yourself, but also more clear and efficient for your recipient. Happy emailing!
Revised Quotation Email Samples
Revised Quotation Due to Price Changes
Dear [Recipient’s Name],
I hope this message finds you well. We appreciate your continued interest in our services. Due to recent changes in material costs, we have updated our quotation to reflect these adjustments. Please find the revised quotation attached for your review.
- Original Quotation: [Insert original quotation details]
- Revised Quotation: [Insert revised quotation details]
If you have any questions or concerns, please do not hesitate to reach out. Thank you for your understanding!
Best Regards,
[Your Name]
[Your Position]
[Your Company]
Revised Quotation for Service Adjustment
Hi [Recipient’s Name],
Thank you for your patience as we’ve reviewed your project requirements. Based on our recent discussions, we have tailored our quotation to better fit your needs. Please find attached the revised quote that incorporates the adjustments we talked about.
- Initial Quotation: [Insert initial quotation details]
- Modified Quotation: [Insert modified quotation details]
We are committed to providing you the best service possible and hope this revised quotation aligns with your expectations. Looking forward to your feedback!
Warm regards,
[Your Name]
[Your Position]
[Your Company]
Revised Quotation Following Scope Change
Dear [Recipient’s Name],
I hope you’re doing well. After discussing the changes in the project scope, we have updated our quotation accordingly. Attached, you will find the revised quotation which reflects the new scope of work.
- Previous Scope and Quote: [Insert previous details]
- Updated Scope and Revised Quote: [Insert updated details]
Please take a moment to review the updated details, and let us know if you have any further modifications or queries. Your satisfaction is our priority!
Sincerely,
[Your Name]
[Your Position]
[Your Company]
Revised Quotation as a Follow-Up
Hello [Recipient’s Name],
I wanted to follow up on our previous discussions and provide you with a revised quotation based on the latest information we received. Attached, you will find the updated details for your consideration.
- Initially Proposed Quotation: [Insert details]
- Revised Proposal: [Insert details]
Should you have any questions or need further clarification, please feel free to reach out. Thank you once again for your interest!
Kind regards,
[Your Name]
[Your Position]
[Your Company]
Revised Quotation for Special Promotion
Dear [Recipient’s Name],
We are excited to announce a special promotion that affects your current quotation. In light of this offer, we have revised our previous quote to provide you with enhanced value. The updated quotation is attached for your convenience.
- Original Quotation: [Insert original quotation details]
- Updated Promotional Quotation: [Insert promotional quotation details]
Please take a look, and if you have any questions, don’t hesitate to reach out. We look forward to the opportunity of working together!
Best wishes,
[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 of a previous quotation. The email provides clarity on changes made to the original proposal. Businesses use this type of communication to maintain professional relationships with clients. The Revised Quotation Email contains specific details such as changes in pricing, product specifications, or service terms. Clients benefit from clear, concise information about their options. A well-structured email reflects the company’s commitment to customer service and transparency.
When should a Revised Quotation Email be sent?
A Revised Quotation Email should be sent when there are changes to an initial quote. Changes may occur due to updated pricing, revised project specifications, or adjustments in service terms. The email should be dispatched promptly after the changes are finalized. Sending this email in a timely manner helps prevent misunderstandings between the client and the service provider. Businesses aim to enhance customer relationships by keeping clients informed of significant updates. A prompt communication strategy is crucial in maintaining professionalism and trust.
What are the key components of a Revised Quotation Email?
The key components of a Revised Quotation Email include a clear subject line, a polite greeting, and reference to the original quotation. The body of the email should outline the specific changes made to pricing or services. Detailed explanations of any adjustments help the client understand the reasons behind the revised quote. Additionally, a call to action encourages the client to discuss the changes or confirm acceptance of the new terms. The email should conclude with a professional closing statement and the sender’s contact information. A structured format enhances readability and comprehension for the recipient.
Thanks for sticking with me through this deep dive into making your quotation emails shine! I hope you found some handy tips to help spruce up your own emails and grab the attention they deserve. Remember, a little clarity and warmth go a long way. If you’re ever in need of more writing tips or just a friendly chat about all things email, don’t hesitate to drop by again later. Have a great day, and happy emailing!