In the business world, a revised quotation email serves as a crucial communication tool that facilitates negotiation between vendors and clients. This email typically outlines updated pricing information, ensuring that all parties are aligned on the terms of the agreement. Effective revised quotation emails enhance transparency and foster trust, benefitting the professional relationship between companies. By clearly presenting adjusted costs, these emails help clients make informed decisions, ultimately contributing to successful business transactions.
Best Structure for a Revised Quotation Email
When it comes to sending a revised quotation email, having a clear and well-structured format is key. You want to come across as professional while keeping it friendly and easy to read. Here’s a breakdown of how to craft the perfect revised quotation email.
1. Subject Line
Your subject line needs to be clear and to the point. It should let the recipient know right away what the email is about. Here are some examples:
- Revised Quotation for [Project/Service Name]
- Updated Quotation – [Your Company Name]
- Changes Made to Your Quotation Request
2. Greeting
Start with a friendly greeting. Use the recipient’s name if you know it—it adds a personal touch!
- Hi [Recipient’s Name],
- Hello [Recipient’s Name],
3. Introduction
In the introduction, briefly state the purpose of your email. A couple of sentences should do. Keep it light and positive!
Example:
I hope this finds you well! I wanted to follow up regarding your recent request for a quotation. After considering your needs, I’ve made some updates to the initial quote. Here’s the revised version!
4. Quotation Details
This section is where you dive into the details of the quotation. Make it easy for the recipient to compare the initial quote with the revised one.
| Item/Service | Initial Price | Revised Price | Notes |
|---|---|---|---|
| Service A | $100 | $90 | Discount applied |
| Service B | $200 | $200 | No change |
| Service C | $150 | $130 | Adjusted to meet your budget |
5. Explanation of Changes
After laying out the prices, give a brief explanation of why you made those changes. It helps build trust and shows that you’re attentive to their needs.
Example:
We reduced the price for Service A because we wanted to offer you a better deal, and for Service C, I took into account your budget constraints. We’re committed to providing you with the best value!
6. Call to Action
Encourage the recipient to get back to you with any questions or to confirm the quotation. Keep it simple!
Example:
If everything looks good to you, just hit reply, and we can get started. If you have any questions or need further adjustments, don’t hesitate to let me know!
7. Closing
Wrap things up with a friendly closing line. Thank them for their time or express excitement about the potential collaboration.
- Thanks for considering this updated quote!
- Looking forward to your response!
8. Signature
Finally, don’t forget to include your email signature, which should contain your name, position, company name, and contact information. This adds a professional touch and makes it easy for the recipient to reach you.
Here’s how your signature might look:
Best regards,
[Your Name]
[Your Position]
[Your Company]
[Your Phone Number]
[Your Email Address]
By sticking to this structure, you’ll ensure that your revised quotation email is not only professional but also enjoyable for the recipient to read. Happy emailing!
Revised Quotation Email Samples
Revised Quotation for Increased Scope of Work
Dear [Recipient’s Name],
Thank you for your continued interest in our services. After reviewing our initial quotation, we’ve identified some additional elements that can enhance the overall project scope. Here is the revised quotation reflecting these changes:
- Increased hours allocated for project management.
- Additional resources for quality assurance.
- Inclusion of after-service support for six months.
We believe these enhancements will provide significant value. Please let us know if you have any questions or require further adjustments.
Best regards,
[Your Name]
Revised Quotation Following Price Index Adjustment
Hi [Recipient’s Name],
I hope this email finds you well. In light of recent market changes, we’ve revised our quotation to reflect a necessary adjustment in pricing. The important details are as follows:
- New total amount: $[new amount]
- Validity period of the quotation: [new validity period]
- Payment terms adjusted accordingly.
We appreciate your understanding and are committed to delivering quality service. Please feel free to reach out for any clarifications.
Warm regards,
[Your Name]
Revised Quotation After Client Feedback
Dear [Recipient’s Name],
Thank you for your valuable feedback on our initial proposal. We have revised the quotation based on your suggestions to better meet your needs:
- Removal of unnecessary charges.
- Increased flexibility in service customization.
- New deliverables added as per your request.
We believe these adjustments will benefit your project significantly. Please do not hesitate to reach out if you need further changes or have any questions.
Sincerely,
[Your Name]
Revised Quotation Due to Project Timeline Change
Hi [Recipient’s Name],
I hope you are doing well. Due to some changes in the project timeline, we have updated the quotation to better align with the new schedule:
- Adjusted delivery dates for all phases.
- Revised staffing allocation for timely completion.
- Updated project milestones reflecting the new timeline.
We appreciate your understanding as we make these necessary adjustments. Please let me know if there are any details you would like to discuss further.
Best wishes,
[Your Name]
Revised Quotation Reflecting Bulk Order Discount
Dear [Recipient’s Name],
Thank you for considering our services for your bulk order. We have applied a discount for your order in the revised quotation:
- Bulk order discount applied: [percentage or amount]
- New total amount: $[new total]
- Updated delivery schedule reflecting the larger order.
This pricing structure not only reflects our commitment to you as a valued client, but also maximizes your benefits. Feel free to reach out with any questions or additional requests.
Kind regards,
[Your Name]
What is a Revised Quotation Email and its Purpose?
A Revised Quotation Email is a formal communication issued by a vendor or service provider. The purpose of the email is to present updated pricing or terms for a product or service. The email typically follows an initial quotation that may need adjustments due to various factors. Recipients of this email are usually potential clients or customers who have expressed interest in the service or product. The document aims to clarify the new terms and encourage a decision from the recipient. It serves to maintain professionalism and transparency in business transactions.
How Should a Revised Quotation Email Be Structured?
A Revised Quotation Email should be structured with clarity and professionalism. The email begins with a polite greeting addressing the recipient. It typically includes an introductory statement that references the previous quotation. The body consists of a breakdown of the revised pricing, terms, and conditions related to the product or service. The email must highlight the reasons for the revision to ensure understanding. It concludes with a call to action, inviting further questions or a prompt response from the recipient. A professional closing signature rounds off the email.
Who Are the Typical Recipients of a Revised Quotation Email?
The typical recipients of a Revised Quotation Email are potential clients who have previously requested a quotation. These clients can be from various industries, including corporate businesses, small enterprises, or individual customers. The recipients are often decision-makers such as purchasing managers, financial officers, or business owners. They are interested in evaluating updated offers to make informed purchasing decisions. Understanding the audience is crucial for tailoring the email content, ensuring that the message resonates and prompts a response.
When Should a Revised Quotation Email Be Sent?
A Revised Quotation Email should be sent when there are significant changes in pricing, product specifications, or terms of service. Reasons for sending this email may include shifts in market conditions, adjustments based on client feedback, or errors in the initial quotation. Timeliness is critical; the email should be sent as soon as these changes are confirmed. Sending the email promptly helps maintain the relationship with the client and demonstrates responsiveness. Regular updates also ensure clients remain informed, facilitating better overall decision-making.
And that wraps up our chat about the revised quotation email! I hope you found some useful tips to make your emails clearer and more effective. Remember, a well-crafted quote can set the tone for your whole project, so take a little extra time to polish it up. Thanks for stopping by and reading! Feel free to come back anytime for more tips and tricks. Until next time, happy emailing!