The ability to communicate effectively is key in the professional world, and that includes mastering emails. This essay will explore the nuances of the Updated Quotation Email British, focusing on its format, content, and purpose within a business context. We’ll cover various scenarios where you might need to send one, providing clear examples tailored for the UK market.
Understanding the Purpose and Structure
An updated quotation email is a formal communication sent to a client or customer providing a revised price for goods or services. It’s often a follow-up to an initial quotation, reflecting changes due to factors like revised specifications, material cost fluctuations, or alterations in the scope of work. The structure is generally straightforward, prioritizing clarity and professionalism. Properly formatted and clearly written emails build trust and maintain strong client relationships, which is incredibly important for a business’s success.
Here’s a breakdown of the typical components:
- Subject line: Clearly indicates the update (e.g., “Updated Quotation for [Project Name] - [Your Company Name]”).
- Greeting: Address the recipient by name.
- Reference: Briefly mention the original quotation number or date.
- Explanation: Clearly state the reason for the update.
- Revised quote: Present the new price details in an organized manner.
- Terms and conditions: Refer to or reiterate payment terms, validity, and other relevant conditions.
- Call to action: Encourage the client to accept the updated quotation.
- Closing: Use a professional sign-off.
Consider this simple table example.
| Component | Example |
|---|---|
| Subject Line | Updated Quotation for Website Redesign - Apex Solutions |
| Greeting | Dear Mr. Smith, |
| Revised Quote | £12,000 |
| Closing | Sincerely, |
Email Example 1: Price Adjustment Due to Material Cost Increase
Subject: Updated Quotation - Window Installation - Quote #1234
Dear Mrs. Davies,
Following your recent inquiry about the window installation, we sent you a quotation (Quote #1234) on the 1st of March. We are writing to provide you with an updated quotation due to a slight increase in the cost of our high-quality glazing materials. This is due to increased import costs.
The revised quotation details are as follows:
- Supply and installation of double-glazed windows: £2,850.00
- VAT (20%): £570.00
- Total: £3,420.00
Please note that this quotation is valid for 30 days from the date of this email. Our standard terms and conditions, as outlined in our original quotation, remain applicable.
If you have any questions, please don’t hesitate to contact us. We look forward to hearing from you.
Sincerely,
The Team at Home Solutions
Email Example 2: Scope of Work Expanded
Subject: Updated Quotation - Marketing Campaign - Revised Quote
Dear Mr. Jones,
Thank you for your feedback on the initial quotation for your marketing campaign, reference QUOTE-2024-007. Following our recent conversation, we’ve adjusted the scope of work to include social media advertising.
Here’s an updated breakdown of the costs:
- Initial Campaign Development: £500
- Content Creation and Management: £1,000
- Social Media Advertising (Facebook & Instagram): £750
- VAT: £450
- Total: £2,700
The delivery timeline remains as previously agreed, and we anticipate the campaign launch within two weeks of your approval. Please review the updated quotation carefully.
To accept, reply to this email. We look forward to collaborating with you!
Kind regards,
Sarah Brown, Marketing Manager
Email Example 3: Changing Delivery Date
Subject: Updated Quotation - Office Furniture - Delivery Date
Dear Ms. Green,
Following your order for office furniture (Order #OF-2024-012), we are writing to inform you of a revised delivery date. Due to unforeseen supply chain disruptions, the original delivery date of the 15th of April is no longer feasible.
The revised delivery date is now the 25th of April. The total price remains unchanged at £3,500.00, and the payment terms are still 50% upfront, 50% upon delivery.
We apologize for any inconvenience this may cause. We are committed to ensuring that your order arrives as quickly as possible. Please let us know if the new date poses any problems.
Thank you for your understanding.
Sincerely,
David Miller, Sales Manager
Email Example 4: Incorporating Client Feedback on Design
Subject: Updated Quotation - Website Design - Based on Feedback
Dear Mr. Evans,
Thank you for your feedback on our initial website design quotation (Quote #WEB-2024-010). We’ve incorporated your suggestions regarding the layout and additional features, which has slightly adjusted the overall cost.
Here is the updated breakdown:
- Initial Design: £1,000
- Additional Features (eCommerce integration): £750
- Revised Content Population: £250
- VAT: £400
- Total: £2,400
Please note the project timeline has extended to accommodate the additional features. The payment terms remain as per the original quotation. We are now estimating project completion by the end of May. Please confirm your acceptance of the new quote.
Best regards,
Samantha Hughes, Project Manager
Email Example 5: Currency Fluctuation Affecting the Price
Subject: Updated Quotation - IT Hardware - Exchange Rate Adjustment
Dear Mr. Wilson,
Following your recent quote for IT hardware (Quote #IT-2024-005), we are writing to provide an updated quotation. The original quote was based on exchange rates. Due to fluctuations in the exchange rate, the final price has changed.
The updated price for the IT hardware is now £4,200.00 including VAT, as per the attached revised quotation.
All other terms and conditions from the original quotation remain unchanged. We are confident that the updated price remains competitive and offers excellent value for your investment. Please contact us if you require any further clarification.
Thank you again for your business.
Kind regards,
John Smith, Sales Team
Email Example 6: Discount Offered
Subject: Updated Quotation – Cleaning Services – Special Offer
Dear Ms. Johnson,
Following your recent inquiry about our cleaning services, we sent you a quotation on the 1st of March (Quote #CS-2024-001). As a special offer to our new customers, we’d like to provide you with an updated quotation that includes a 10% discount.
The revised quotation details are as follows:
- Cleaning Services: £600.00
- Discount (10%): £60.00
- VAT (20%): £108.00
- Total: £648.00
Please note that this quotation is valid for 30 days. If you choose to accept the quote, our standard terms and conditions apply.
We look forward to hearing from you.
Sincerely,
The Team at Clean Solutions
In conclusion, mastering the art of the Updated Quotation Email British is a crucial skill for anyone entering the professional world. Understanding the context, the required structure, and the different reasons for updating a quotation will help you communicate effectively and professionally. Always remember to be clear, concise, and polite, keeping in mind the specific business etiquette of the UK market. Practice writing these emails to be well-prepared for real-world scenarios.