Welcome to this article on how to write an email for a revised quotation. In this article, we will provide you with guidance and a template to help you effectively communicate your request for an updated quote to the concerned party.
Learn how to write a professional email for a revised quotation below.
Table of Contents
What To Do Before Writing the Email
Prior to composing your email, it is essential to gather all the relevant information and take the necessary actions to ensure a successful communication:
- Review the initial quotation: Familiarize yourself with the original quotation and identify the specific revisions or updates you require.
- Identify the recipient: Determine who the appropriate contact person is for receiving the revised quotation. Double-check their email address to avoid any errors in delivery.
- Prepare supporting documents: If there are any supporting documents or specifications related to the requested revisions, ensure you have them ready to attach or reference in the email.
- Set a polite and professional tone: Remember to maintain a respectful tone throughout the email, as it is essential for establishing good professional relationships.
What to Include In the Email
When writing your email requesting a revised quotation, it’s essential to include the following elements to ensure clarity and effective communication:
Subject Line:
Use a concise subject line that accurately reflects the purpose of your email. For example: “Request for Revised Quotation – [Your Company Name].” This helps the recipient understand the nature of your email immediately.
Greeting:
Start your email with a polite salutation, addressing the recipient by name if possible. Begin with “Dear [Recipient’s Name],” or use a generic greeting like “Hello” if you are unsure of the contact person’s name.
Introduction:
Briefly mention any previous communication you had regarding the quotation and express your appreciation for their time and effort. Clearly state that you require a revised quotation based on specific revisions.
Details of Revision:
Provide a clear and concise description of the revisions you require. Numbering the revisions can help ensure clarity and make it easier for the recipient to address each point individually.
Supporting Documents:
If applicable, attach any supporting documents or specifications that are necessary for the revised quotation. Mention the attachments in your email and provide a brief explanation of each attachment’s purpose.
Deadline:
If there is a specific deadline by which you need the revised quotation, clearly mention it in the email. This ensures both parties are aware of the timeframe for the requested revisions.
Closing:
End your email politely by expressing gratitude for their attention to your request. Use a closing phrase such as “Thank you for your prompt assistance” or “I look forward to receiving the revised quotation.”
Signature:
Sign off your email with your name, designation, and contact information. It is essential to provide your contact details so that the recipient can easily reach you if they have any questions or require further clarification.
Email Template
Here’s a template you can use to structure your email requesting a revised quotation:
Subject: Request for Revised Quotation – [Your Company Name]
Dear [Recipient’s Name],
I hope this email finds you well. I want to express my appreciation for the initial quotation you provided us for [Project/Service]. Based on our evaluation and requirements, I kindly request a revised quotation incorporating the following revisions:
- [Revision 1]: [Description]
- [Revision 2]: [Description]
- [Revision 3]: [Description]
Please find attached the supporting documents/details necessary for the revisions.
If possible, we would appreciate receiving the revised quotation by [Deadline].
Thank you for your prompt attention to this matter. Should you have any questions or require further clarification, please do not hesitate to contact me at [Your Email Address/Phone Number].
Kind regards,
[Your Name]
[Your Designation/Company Name]
[Contact Information]
Alternative Template:
In case you require an alternative template style, you can also consider using the following format:
Subject: Urgent: Request for Revised Quotation – [Your Company Name]
Dear [Recipient’s Name],
Thank you for providing us with the initial quotation for [Project/Service]. We have carefully reviewed the details and identified some crucial revisions to meet our specific requirements. We kindly request you to provide a revised quotation that incorporates the following changes:
- [Revision 1]: [Description]
- [Revision 2]: [Description]
- [Revision 3]: [Description]
We would appreciate it if you could provide the revised quotation at your earliest convenience, considering our project timeline.
Attached, you will find the necessary supporting documents that outline the required revisions in detail.
Thank you for your immediate attention to this matter. Should you have any inquiries or need further information, please feel free to contact me directly at [Your Email Address/Phone Number].
Best regards,
[Your Name]
[Your Designation/Company Name]
[Contact Information]
Conclusion
Writing an email for a revised quotation doesn’t have to be daunting. By following the guidelines outlined in this article and utilizing the provided email templates, you can effectively communicate your request and ensure a clear understanding of the revisions you require. Remember to maintain professionalism, clarity, and gratitude throughout the email. Good luck with your revised quotation request!
Tips:
- Double-check your email for accuracy before sending it.
- Be polite and professional throughout the email.
- Clearly state the revisions you require to avoid any miscommunication.
- Include relevant attachments or supporting documents when necessary.
- Specify any deadlines if applicable.