A revised quotation email serves as a vital tool for businesses to communicate updated pricing and terms to clients. Professionals use this format to ensure transparency in their service offerings and foster strong client relationships. Timely delivery of revised quotations enhances customer satisfaction and supports informed decision-making. Effective management of revised quotation emails can lead to increased sales opportunities and improved negotiation outcomes.
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How to Structure a Revised Quotation Email
Writing a revised quotation email can be a bit tricky, especially if you want to keep things clear and professional. But don’t worry; I’ve got your back! Below, I’ll guide you through the best structure for your email, breaking it down into easy-to-follow steps. This way, you won’t miss any important details, and your recipient will appreciate the clarity.
1. Subject Line
The subject line is your first chance to grab attention. Make it straightforward and related to the content of the email. Here are some examples:
Also Read
- Revised Quotation for [Project Name]
- Your Updated Quotation from [Your Company Name]
- Updated Quote – [Brief Description of Services]
2. Greeting
Start with a friendly greeting. If you have a good relationship with the recipient, you might want to keep it casual. Otherwise, stick to a more formal approach:
- Hi [Recipient’s Name],
- Hello [Recipient’s Name],
- Dear [Recipient’s Name],
3. Introduction
Kick things off by briefly explaining why you’re sending the email. Reference any prior conversations or the initial quote to jog their memory:
For example:
I hope this email finds you well! I wanted to touch base regarding the quotation we discussed last week. After reviewing our earlier proposal, I’ve made some adjustments.
4. Revised Quotation Details
This is where you get into the meat of your email. Clearly lay out the updated details of your quotation. It’s helpful to use a table format here for easy readability:
| Item/Service | Old Price | New Price | Notes |
|---|---|---|---|
| Service 1 | $100 | $90 | Discount applied |
| Service 2 | $200 | $180 | Additional services included |
5. Reason for Changes
After laying out the details, give a quick explanation of why the changes were made. This helps your recipient understand the revision better:
- Market research revealed new pricing.
- Changes in project scope allowed for adjustments.
- We wanted to offer you some extra value!
6. Next Steps
Let your recipient know what to do next. Whether it’s to sign off on the new quote or set up a meeting to discuss it further, make sure it’s crystal clear:
For example:
Please review the revised quotation, and let me know if you have any questions. If everything looks good, we can go ahead and finalize it.
7. Closing
Wrap up your email with a warm closing line, thanking them for their attention or expressing excitement about the potential collaboration:
- Thanks for considering this updated quotation!
- Looking forward to hearing back from you!
8. Signature
Finally, end with your signature. Include your name, job title, company name, and any relevant contact info:
Cheers,
[Your Name]
[Your Job Title]
[Your Company Name]
[Your Phone Number]
[Your Email Address]
Revised Quotation Email Samples
Example 1: Requesting a Quotation Follow-Up
Dear [Recipient’s Name],
I hope this message finds you well. I wanted to follow up on the quotation I previously sent regarding [specific services/products]. To ensure we are aligned, could you provide any updates on the status of our proposal?
Your feedback is invaluable and will help us move forward efficiently. Thank you for your attention, and I look forward to your reply!
Best regards,
[Your Name]
Example 2: Clarifying Quotation Details
Hi [Recipient’s Name],
Thank you for your interest in our services. After reviewing the initial quotation sent on [date], I wanted to clarify a couple of points:
- [Specific detail 1 you want to clarify]
- [Specific detail 2 you want to clarify]
Please let me know if you require further information or if you’d like to schedule a call to discuss these details. I appreciate your collaboration!
Warm regards,
[Your Name]
Example 3: Following Up on a Quotation Expiration
Dear [Recipient’s Name],
I hope you’re doing well! I wanted to remind you that the quotation we provided on [date] will expire on [expiration date]. If you have any questions or if you’d like to proceed, please don’t hesitate to reach out.
Your satisfaction is important to us, and we’re here to help in any way we can.
Best wishes,
[Your Name]
Example 4: Adjusting Quotation Based on New Information
Hi [Recipient’s Name],
Thank you for the recent discussions about your project. Based on the new information shared, I have revised the quotation as follows:
- [Detail of the change made]
- [New price or service details]
Please let me know your thoughts, and feel free to reach out if you need additional adjustments or have any questions!
Looking forward to hearing from you soon.
[Your Name]
Example 5: Acknowledging Receipt of a Quotation Request
Dear [Recipient’s Name],
Thank you for your request for a quotation regarding [specific services/products]. We have received your inquiry and are currently working to prepare a detailed proposal for you.
We appreciate your patience and will aim to deliver the final quotation by [estimated delivery date]. If you have any additional requirements or changes, please let us know!
Best regards,
[Your Name]
Example 6: Confirming Quotation Acceptance
Hi [Recipient’s Name],
I’m pleased to confirm that we’ve received your acceptance of the quotation dated [date]. We are excited to begin work on [project name].
Please review the following key points before we initiate the process:
- [Key point 1 about the project]
- [Key point 2 about the timeline]
Thank you for choosing us, and we are looking forward to your confirmation on the next steps!
Best,
[Your Name]
Example 7: Requesting Feedback on a Quotation
Dear [Recipient’s Name],
I hope you are having a great week! I wanted to touch base regarding the quotation we shared with you on [date]. Your insights and feedback are essential for us to ensure we meet your expectations effectively.
If you could spare a moment, I would greatly appreciate it if you could share your thoughts on the proposal. Thank you for your time!
Kind regards,
[Your Name]
What is a revised quotation email and its purpose?
A revised quotation email is a formal communication sent to clients or potential clients containing updated pricing or terms for products or services. The purpose of this email is to reflect changes in the initial quotation due to various factors such as adjustments in product specifications, updated pricing structures, or customer-requested modifications. A revised quotation email aims to clarify the new terms and ensure the client is fully aware of any changes. This email serves as an official record of the updated offer and can facilitate clearer communication between the seller and the client, fostering a transparent business relationship.
How should a revised quotation email be structured?
A revised quotation email should be structured in a clear and professional manner. The email typically begins with a polite greeting addressed to the recipient. It should clearly state the purpose of the email, indicating that it contains a revised quotation. The body of the email should outline the specific changes made to the initial quotation, including price adjustments and any alterations to the services or products offered. Each section should be easy to read, using bullet points or numbered lists when necessary to present the information clearly. Finally, the email should end with a call to action, inviting the recipient to review the revised terms and respond with any questions or approvals.
What are the key components to include in a revised quotation email?
The key components to include in a revised quotation email are the subject line, greeting, introduction, detailed breakdown of changes, and a closing statement. The subject line should clearly indicate that the email contains a revised quotation. The greeting should address the recipient by name to personalize the communication. The introduction should explain the reason for the revision and the date of the original quotation. The detailed breakdown should list the changes in pricing, services, or terms in a clear format. Lastly, the closing statement should express gratitude for the recipient’s consideration and encourage them to reach out with questions or for further discussion. This comprehensive approach ensures that all necessary information is conveyed effectively.
So there you have it—a quick and easy guide to crafting that perfect revised quotation email! Remember, clarity and professionalism go a long way in making a great impression. Thanks for reading, and I hope you found it helpful! Feel free to swing by again soon for more tips and tricks. We’re always here to help you navigate your way to better communication! Take care!