Quotation updates are different from follow-up emails. Updates add substantive changes to the original proposal. Updates might revise pricing, scope, or terms. Knowing when to send one and how to frame it professionally determines whether it moves the deal forward or bothers the client.
What Is a Quotation Update Email
A quotation update email revises an existing quotation. It’s not a follow-up asking if they’ve reviewed it. It’s a new quotation with changed information. Examples include revised pricing, expanded scope, new timeline, or changed payment terms. It’s a formal document change, not a casual check-in.
Updates signal that something material has changed. A client sees a quotation update and knows to review it carefully. This seriousness matters. Don’t send casual emails calling them “updates” when they’re really just follow-ups. That’s the boy who cried wolf.
When to Send a Quotation Update
Send an update if you’re adding services. The client said, “We want a website redesign.” Later, they say, “And can you also handle our email template redesign?” Send an updated quotation with the new line item showing the expanded scope and total cost.
Send an update if prices have genuinely changed. Perhaps you quoted in May at $5,000, and by July your production costs increased. Send an update explaining the increase and setting a new deadline for the old price: “Our material costs increased due to supply chain changes. The new quote is $5,500, valid through July 31. If you want the original price, we’ll start work by August 5.”
Send an update if timeline changed. You quoted delivery in 30 days, but you now have capacity to deliver in 14 days. Send an updated quotation showing the faster timeline. This creates urgency. Some clients will pay more for faster delivery.
Send an update if you discovered something that changes scope. You quoted website redesign assuming they’d provide all copy. You discovered they need copywriting too. Send an updated quotation adding copywriting services and the associated cost.
When NOT to Send a Quotation Update
Don’t send an update just to follow up. That’s what follow-up emails are for. “Just checking in to see if you have questions about the quotation” is a follow-up, not an update. Don’t send multiple updates unless something substantial changed. Don’t send updates to lower your price just to win the deal. That erodes your credibility.
Don’t send updates to renegotiate scope that was already agreed. If you quoted X services and the client accepted, don’t send an update asking them to drop features. If scope genuinely changed, frame it as a conversation, not an update.
How to Write a Quotation Update Email
Start with a clear subject line: “Updated Quotation for Project ABC” or “Revised Quote Due to Scope Expansion.” This tells the client exactly what they’re looking at. Don’t bury the news in a vague subject like “We Wanted to Follow Up.”
In the email body, explain briefly why you’re sending the update: “During our conversation, we realized the project also includes email template design. I’ve updated the quotation to reflect this addition.” Be specific about what changed: “The original quote was $5,000. Adding email templates increases the scope and cost to $6,200.”
Paste a brief summary of the new quotation directly in the email. Show the old total and new total clearly. Attach the full updated quotation as a PDF. Close with a clear next step: “Please review the updated quotation. Let me know if this works for you, or if we should adjust scope.”
Include a new expiration date. If the original quote expired, the update might be valid for 30 new days. If the original is still valid, extend it by 14 days to account for the revision. Always include a clear expiration date.
Handling Price Increases Sensitively
If you’re increasing the price, explain why: “Based on additional research, I realized the project needs more functionality than originally estimated. This requires additional development time, which increases the cost to $7,200.” Clients accept price increases when the reason is legitimate.
Offer options: “We can proceed at the new price, scale back scope to stay at $6,000, or extend the timeline to reduce hourly rates.” Giving options prevents the client from feeling cornered. They feel they have agency.
Set a deadline for the old price: “If you’d like to proceed at the original $5,000, we’ll begin work by June 15.” This creates urgency. The client must decide quickly to lock in the original rate.
Handling Price Decreases
If you’re decreasing the price, frame it as a win: “We streamlined our process and can offer a 10% discount. Your new cost is $4,500.” This feels like you’re giving them a benefit, even if you’re actually just improving your own efficiency.
Or frame it as a limited-time offer: “We’re running a summer promotion. Lock in pricing at $4,500 before August 1.” This makes the lower price feel special, not like your original quote was wrong.
Revised Quotations Due to Scope Changes
If the client requested scope changes, send an update clearly showing what changed. Original quote: 5 website pages, 2 revisions, basic SEO. Revised quote: 8 website pages, unlimited revisions, advanced SEO, email template design. Show both clearly so the client understands exactly what they’re getting.
This protects you from disputes. The client sees what they requested and what it costs. No ambiguity.
Follow-Up on Quotation Updates
Wait five business days before following up on a quotation update. Then send a brief check-in: “Following up on the updated quotation from May 28. Do you have questions?” Keep it short. Don’t over-explain.
If they still haven’t responded after another five days, send one more follow-up. After that, let it go. They’ve seen the quotation twice. Additional follow-ups feel desperate.
Using Waco3 for Quotation Updates
Waco3 tracks quotation updates automatically. You can see when the client opened the updated quotation and which sections they reviewed. If they spent time on the pricing section but not the scope section, they’re focused on cost. Your follow-up should address pricing concerns.
Waco3 also suggests updated quotation timings. If a client hasn’t reviewed your original quotation in a week and then you send an update, Waco3 tracks it and suggests follow-up strategies.
The Key Principle
Quotation updates should add value or communicate legitimate changes. If there’s no real change, send a follow-up email instead. Respect the client’s time. Treat every update like it matters. Because if it doesn’t, it shouldn’t be an update.
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