Revised Quotation Letter Email: Enhance Your Business Communication
Source mungfali.com
A revised quotation letter email is a business correspondence that revises and replaces a previously sent quotation. It is typically used when there are changes to the original quotation, such as changes to the price, the terms of service, or the delivery date. Quotation letter emails are usually sent by sales professionals to potential customers. The revised quotation letter email should clearly state that it is a revised quotation and should include the date of the original quotation. It should also include an explanation of the changes that have been made.
Best Structure for Revised Quotation Letter Email
When revising a quotation letter email, it’s essential to maintain a professional and organized structure to ensure clarity and ease of understanding for the recipient.
Header
- Subject line: Clearly state the purpose of the revised quotation, such as “Revised Quotation for [Project Name].”
- Salutation: Use a formal salutation, such as “Dear [Recipient Name].”
Body
- Introduction: Briefly explain the reason for the revised quotation. For example, “I am writing to provide you with a revised quotation for the project based on the recent changes in specifications.”
- Updated Details: Clearly outline the changes or updates made to the original quotation. This should include any modifications to:
- Scope of work
- Pricing
- Timeline
- Terms and conditions
- Revised Quotation: Present the revised quotation in a clear and concise manner. Consider using a table to present the updated costs or a summary of the changes.
- Call to Action: If necessary, include a call to action, such as requesting the recipient to review and approve the revised quotation or to schedule a meeting to discuss further.
Closing
- Thank You: Express gratitude to the recipient for their understanding and consideration.
- Signature: Include your name, job title, and company details.
Example of a Revised Quotation Letter Email Table Original Quotation Revised Quotation Quantity: 100 Quantity: 120 Price per unit: $100 Price per unit: $110 Total: $10,000 Total: $13,200 Sample Revised Quotation Letter Emails
Revised Quotation Letter Due to Price Increase
Dear [Client Name],
Thank you for your continued interest in our services. We appreciate the opportunity to work with you on this project.
Upon further review, we have determined that the original quotation we provided was based on outdated costs. Due to significant increases in [insert specific costs increased], we must regretfully revise our quotation.
- [New quotation amount]
- [Revised payment schedule]
We understand that this may be unexpected news. We want to assure you that we are committed to providing the highest quality services within your budget. We are happy to discuss any alternative options or negotiate a revised scope of work.
Thank you for your understanding and continued support.
Revised Quotation Letter Due to Change in Scope
Dear [Client Name],
I hope this email finds you well.
We have reviewed your recent request to expand the scope of the project. We are excited to accommodate your needs, but it will require some adjustments to our original quotation.
- [Revised scope of work]
- [New quotation amount]
- [Revised payment schedule]
We believe that this revised quotation reflects the additional responsibilities and resources required to complete the expanded project successfully.
Thank you for your flexibility and understanding. We look forward to continuing our partnership on this project.
Revised Quotation Letter Due to Discovery of New Information
Dear [Client Name],
During our recent site visit, we discovered some additional information that affects the scope of work required.
- [Newly discovered information]
- [Impact on scope of work]
- [Revised quotation amount]
- [Revised payment schedule]
We believe that this revision is necessary to ensure that we can meet your project requirements and deliver a successful outcome. We understand that this may not be what you were expecting, but we want to be transparent and ensure that we are providing you with the most accurate information possible.
We are open to discussing any alternative options or negotiating a revised scope of work that meets your needs.
Revised Quotation Letter Due to Error
Dear [Client Name],
We are reaching out to inform you of an error in our original quotation.
- [Description of the error]
- [Revised quotation amount]
- [Explanation of how the error occurred]
We sincerely apologize for this mistake. We have taken steps to prevent similar errors from occurring in the future.
We hope you will continue to consider our services. We are confident that we can provide you with the highest quality work within your budget.
Revised Quotation Letter Due to Delays
Dear [Client Name],
We are writing to inform you that we will need to revise the quotation for this project due to unforeseen delays.
- [Reason for the delay]
- [Impact on project timeline]
- [Revised quotation amount]
- [Revised payment schedule]
We apologize for any inconvenience this may cause. We are committed to completing this project to the highest standards and within the revised timeline.
We value your partnership and look forward to continuing our work together on this project.
Revised Quotation Letter Due to Change in Supplier Costs
Dear [Client Name],
This email is to inform you that we will need to revise our quotation due to changes in our supplier costs.
- [Explanation of the cost increase]
- [Revised quotation amount]
- [Impact on project budget]
We have explored all possible options to mitigate these costs, but unfortunately, we are unable to absorb them entirely.
We apologize for any inconvenience this may cause and appreciate your understanding.
Revised Quotation Letter Due to Client Request
Dear [Client Name],
Thank you for your feedback on our original quotation. We have reviewed your requests and have adjusted our quotation accordingly.
- [Summary of client requests]
- [Revised quotation amount]
- [Revised payment schedule]
We believe that this revised quotation reflects the additional requirements you have requested. We are confident that we can meet your project needs within the updated budget.
We appreciate your continued trust in our services and look forward to working with you on this project.
Revised Quotation Letter Email: What You Need to Know
Question: What is a revised quotation letter email and when is it needed?
Answer: A revised quotation letter email is a follow-up communication sent by a vendor to a customer to modify the terms of a previously issued quotation. This is typically done in response to changes in the customer’s requirements or market conditions. The revised quotation letter should clearly specify the changes to the original quotation, including the updated prices, delivery timelines, or other relevant details.
Other Important Details about Revised Quotation Letter Email
Question: What are the key elements of a revised quotation letter email?
Answer: A well-crafted revised quotation letter email should include the following key elements:
- Subject line: The subject line should clearly indicate that the email contains a revised quotation.
- Salutation: The salutation should use the recipient’s formal name and title.
- Introduction: The introduction should briefly refer to the original quotation and state the reason for the revision.
- Summary of changes: The summary of changes should clearly outline the modifications made to the original quotation, including any changes to prices, delivery timelines, or other terms.
- New quotation: The new quotation should be attached as a separate document or embedded in the email.
- Closing remarks: The closing remarks should thank the recipient for their continued business and express the vendor’s willingness to answer any questions.
Additional Considerations
Question: What should companies consider when sending a revised quotation letter email?
Answer: When sending a revised quotation letter email, companies should consider the following:
- Timeliness: The revised quotation should be sent promptly to minimize delays in the procurement process.
- Clarity: The email should be written in clear and concise language to avoid any confusion or misunderstandings.
- Transparency: The reasons for the revision should be explained clearly and honestly.
- Customer satisfaction: The revised quotation should aim to meet the customer’s needs as much as possible while ensuring the vendor’s profitability.
Alright, folks! That wraps up our quick guide on crafting a killer revised quotation letter via email. Remember, the key is to be clear, concise, and professional, while keeping it easy for your clients to digest. Thanks for hanging in there with us, and feel free to drop by again for more writing tips and tricks!