In the business world, clear and accurate communication is key to successful transactions. When it comes to pricing, sending out initial quotations is a standard practice. However, sometimes circumstances require you to adjust those prices. This is where a well-crafted Revised Quotation Email Sample becomes invaluable. This article will guide you through understanding and utilizing these important emails to ensure your clients are always informed and your business dealings remain professional.
Why a Revised Quotation Email Sample is Crucial
Sending a revised quotation isn't just about changing a number; it's about maintaining trust and professionalism with your clients. A properly formatted revised quotation email demonstrates your attention to detail and your commitment to transparent business practices. The importance of a clear and timely revised quotation cannot be overstated ; it prevents misunderstandings, manages expectations, and can even strengthen client relationships by showing you are responsive to their needs or market changes.
Here are some key elements to consider when revising a quotation:
- Clear Subject Line: Immediately inform the recipient that this is a revised quote.
- Reference to Original Quote: Link back to the previous quotation for easy comparison.
- Reason for Revision: Briefly and professionally explain why the changes are necessary.
- Updated Pricing: Clearly outline the new prices for each item or service.
- Effective Date: Specify when the revised pricing comes into effect.
To further illustrate, let's look at a simple comparison:
| Original Price | Revised Price |
|---|---|
| $100 | $120 |
This visual aid, easily incorporated into an email or a separate document, helps clients quickly grasp the changes.
Revised Quotation Email Sample for Price Increase
Subject: Revised Quotation - [Original Quote Number] - Update on Pricing
Dear [Client Name],
This email is to provide you with a revised quotation for [Product/Service Name] that was previously sent on [Original Quote Date] with reference number [Original Quote Number].
Due to [briefly state reason, e.g., an unexpected increase in raw material costs, changes in shipping fees], we have had to adjust the pricing for this item. The revised pricing is as follows:
- [Product/Service Name]: [New Price]
The new pricing is effective as of [Effective Date]. We understand that price adjustments can be inconvenient and we appreciate your understanding in this matter.
Please do not hesitate to contact us if you have any questions or would like to discuss this further.
Sincerely,
[Your Name/Company Name]
Revised Quotation Email Sample for Product/Service Change
Subject: Revised Quotation - [Original Quote Number] - Update on [Product/Service Name]
Dear [Client Name],
Following our recent discussion, we are sending you a revised quotation for [Product/Service Name] (original reference: [Original Quote Number], sent on [Original Quote Date]).
We have made a slight modification to the [Product/Service Name] to better meet your requirements. The updated details and pricing are:
- [Product/Service Name] (Updated Specification): [New Price]
- [Any related adjustments or additions]
We believe this revised offering will provide you with [mention benefit of change].
Please let us know if this meets your needs. We are happy to make further adjustments if required.
Best regards,
[Your Name/Company Name]
Revised Quotation Email Sample for Quantity Adjustment
Subject: Revised Quotation - [Original Quote Number] - Quantity Update
Dear [Client Name],
This email serves as a revised quotation regarding your recent inquiry for [Product/Service Name] (reference: [Original Quote Number], sent on [Original Quote Date]).
Based on your updated request, we have adjusted the quantity of [Product/Service Name] from [Original Quantity] to [New Quantity]. The revised pricing reflects this change:
- [Product/Service Name] ([New Quantity] units): [New Total Price]
We have also updated the delivery timeline to [New Delivery Timeline] to accommodate the new quantity.
Kindly review the updated details and let us know if you have any questions.
Sincerely,
[Your Name/Company Name]
Revised Quotation Email Sample After Discount Negotiation
Subject: Revised Quotation - [Original Quote Number] - Following Our Discussion
Dear [Client Name],
Thank you for speaking with us earlier today regarding your quotation ([Original Quote Number], sent on [Original Quote Date]).
As per our agreement during our conversation, we are pleased to provide you with a revised quotation reflecting the agreed-upon discount. The updated pricing is as follows:
- [Product/Service Name]: [Original Price]
- Discount Applied: -[Discount Amount]
- Revised Price: [New Price]
We value your business and are happy to offer this revised pricing for you.
Please confirm your acceptance of this revised quotation at your earliest convenience.
Best regards,
[Your Name/Company Name]
Revised Quotation Email Sample Due to Scope Change
Subject: Revised Quotation - [Original Quote Number] - Scope Adjustment
Dear [Client Name],
This email provides a revised quotation for the [Project Name] project, originally quoted on [Original Quote Date] with reference [Original Quote Number].
Following our recent meeting, we have incorporated the additional requirements for [briefly describe added scope]. This has resulted in an adjustment to the overall project cost. The updated scope and revised quotation are:
- [Original Scope Item 1]: [Original Price]
- [Original Scope Item 2]: [Original Price]
- [Added Scope Item]: [Additional Price]
- Total Revised Project Cost: [New Total Price]
We have also updated the project timeline to [New Timeline] to account for the expanded scope.
Please review these changes and let us know if you have any questions.
Sincerely,
[Your Name/Company Name]
Revised Quotation Email Sample for Expiry of Original Quote
Subject: Revised Quotation - [Original Quote Number] - Pricing Update (Quote Expired)
Dear [Client Name],
We are writing to follow up on your quotation request ([Original Quote Number]) dated [Original Quote Date].
The original quotation has now expired. Due to [briefly state reason, e.g., current market fluctuations, updated supplier costs], our pricing has been revised. We are pleased to present the updated quotation for your consideration:
- [Product/Service Name]: [New Price]
Please note that this new pricing is effective immediately.
We apologize for any inconvenience this may cause and appreciate your understanding.
Best regards,
[Your Name/Company Name]
Revised Quotation Email Sample to Correct an Error
Subject: IMPORTANT: Revised Quotation - [Original Quote Number] - Correction Notice
Dear [Client Name],
Please accept our apologies for an error in the original quotation ([Original Quote Number]) that was sent to you on [Original Quote Date].
Upon review, we discovered an oversight regarding [briefly state the error, e.g., a missing item, an incorrect calculation]. We have corrected this, and the revised quotation is as follows:
| Item | Original Price | Corrected Price |
|---|---|---|
| [Item Name] | [Incorrect Price] | [Correct Price] |
The new total for this quotation is [New Total Price].
We sincerely regret any confusion this error may have caused and appreciate your understanding.
Sincerely,
[Your Name/Company Name]
Revised Quotation Email Sample for Additional Options
Subject: Revised Quotation - [Original Quote Number] - Additional Options Included
Dear [Client Name],
Following up on your initial quotation request ([Original Quote Number], sent on [Original Quote Date]), we wanted to present some optional additions that may enhance your [Product/Service Name] experience.
We have attached a revised quotation that now includes these optional items for your review:
- [Optional Item 1]: [Price for Optional Item 1]
- [Optional Item 2]: [Price for Optional Item 2]
The total for the revised quotation, including these options, is [New Total Price]. You can choose to include these options or proceed with the original quotation.
Please let us know your decision or if you have any questions.
Best regards,
[Your Name/Company Name]
Revised Quotation Email Sample for Supplier Price Change
Subject: Revised Quotation - [Original Quote Number] - Impact of Supplier Pricing
Dear [Client Name],
This email provides a revised quotation for [Product/Service Name] (reference: [Original Quote Number], sent on [Original Quote Date]).
Our primary supplier for [mention relevant material/component] has recently implemented a price increase. As a result, we have had to adjust our pricing accordingly. The revised cost for [Product/Service Name] is now [New Price].
We have absorbed some of this increase to minimize the impact on your side. The updated quotation reflects this change.
We value your business and appreciate your understanding of this external factor.
Sincerely,
[Your Name/Company Name]
In conclusion, mastering the art of sending a Revised Quotation Email Sample is a vital skill for any business. By employing clear, professional, and timely communication when updating pricing or details, you not only avoid potential conflicts but also build a reputation for reliability and transparency. These samples provide a solid foundation for crafting your own revised quotations, ensuring your client relationships remain strong and your business operations run smoothly.