You’re working on a proposal for a client and need to make some changes to a proposal you’ve sent them. Maybe they alerted you to make the necessary changes or you identified an issue with the previously submitted proposal.
You need to send them an email with the revised proposal as soon as possible. This is where we come in. We’ve created some templates you can use in the email.
You simply need to copy and modify them to suit your unique situation. Additionally, we’ve also provided some tips to help you whenever you need to email a client.
Tips For Writing Emails To Clients
Whether you’re writing an email to a potential or existing client, each correspondence needs to be compelling.
You need to have a clear strategy that goes beyond simply sending generic emails. Let’s take a look at certain things to keep in mind.
Email Frequency
Emails have a bad rep as we all receive and delete loads of spammy emails daily. Like you, clients also receive loads of emails daily, so you should watch the frequency with which you email them.
Keep in mind that not everything requires an email. You shouldn’t send them an email every single minute to update them on something. Only use emails for essential information like hiring, proposals, project completion, and other major milestones.
Use Simply Language
While you may understand all the complex terminologies in your industry, clients may not have the same level of knowledge.
So, it’s advisable to refrain from using such language in your communication with clients. Use simple terms that don’t require any additional research on their part.
Your job is to make your clients’ lives easier by simplifying complicated terminologies. Avoid jargon and other industry terminologies even if your client is technical.
Email Length
Keep your emails short to ensure that clients can read through and understand the content easily. We all use mobile devices and receive email notifications in real time.
Chances are, your client will be opening the email on their phones and would simply skip longer emails for later.
It’s recommended that you keep emails short and use an attachment for more detailed information such as a proposal or pricing breakdown.
Be Responsive
Don’t keep your clients (potential or existing) waiting for long. Always make sure you respond to clients as soon as possible.
In this information age where clients have easy access to your competitors, it’s advisable to always respond to clients within the shortest possible time to avoid losing them to your competitors.
Professional Tone
Maintain a professional tone in your email communication with clients. Irrespective of your personal relationship with the client, you should always maintain a professional tone.
Avoid the use of emojis, slang, and other casual forms of language. That said, being overly formal can also backfire on you.
Avoid “Dear Sir” which isn’t personal and overly formal. Using a client’s name makes the service more human in many ways as it shows that you care enough to remember their name.
It also shows the client that they are more than a number or goal and that you care enough to address them as an individual. You can use something like “Hi Chris” or “Chris”.
Proofread
Let’s face it, an email filled with grammatical errors doesn’t scream credible to anyone. And no one would want to do business with someone who can’t make the time to correct errors in a simple email.
It’s advisable to proofread your emails before you send them as spelling and grammar errors can make you appear unprofessional and avoid any damage to your credibility.
You can leverage tools like Grammarly to help you identify simple errors in your email. Keep in mind that this tool isn’t perfect, so it’s advisable to double-check any changes it may suggest.
Clear Reasons
Let them know exactly why you’re sending the email. If there was an error in the previous document, let them know the exact error since they may have already noticed it as well.
If follow-up discussions resulted in changes to the proposal, let them know that you made the necessary revisions per the agreement you both came to.
Subject Line
While subject lines may not present every bit of information in your email, it helps clients determine the contents of an email.
Make sure your email includes a subject line that presents its general-purpose to the client even before they open it.
The client may simply skip to other pressing emails if they don’t see a subject line or easily understand the intent of your subject line.
A typical example is:
Revised Proposal for {{Project Name}}
End Formally
If you need them to take a specific action, this is where you include it. You can try something like this:
Thank you for your time and attention.
Signature
Your email should include a formal signature. This may include your full name, company name, and job role.
Example:
Best regards,
{{Full Name}}
Sample Emails For Sending Revised Proposal To Client
Template 1: Revised Project Proposal
Email Subject
Revised Proposal for {{Project Name}}
Body
Hi {{Client’s First Name}},
I hope this finds you well. I have reviewed our previous proposal for the {{Project Name}} project and made some revisions based on your feedback. Please find attached the revised proposal, which includes {{What’s Included in the Update}}.
I believe that these changes reflect your requirements more accurately and will help us achieve the desired outcomes for the project. If you have any questions or concerns regarding the revised proposal, please do not hesitate to reach out to me.
Thank you and I look forward to hearing back from you soon.
Best regards,
{{Your Full Name}}
{{Phone Number}}
{{Email Address}}Template 2: Revised Project Proposal – Follow-Up
Email Subject
Follow-Up on Revised Proposal for {{Project Name}}
Body
Hi {{Client’s First Name}},
I hope this finds you well. I wanted to follow up on the revised proposal I sent you {{When it was Sent}} for the {{Project Name}} project. I hope you had the chance to review it and found it satisfactory.
I am confident that the changes we made to the proposal address your requirements more accurately and will help us achieve the desired outcomes for the project. If you have any questions or concerns, please let me know. I would be happy to address them.
Thank you and I look forward to hearing back from you soon.
Best regards,
{{Your Full Name}}
{{Phone Number}}
{{Email Address}}Template 3: Revised Project Proposal – Final
Email Subject
Final Revised Proposal for {{Project Name}}
Body
Hi {{Client’s First Name}},
I am pleased to send you the final proposal for {{Project Name}} project. We have incorporated all your feedback and made the necessary changes to the proposal to reflect your requirements more accurately.
Please find attached the proposal, which includes updated {{What’s Included in the Update}}. If you have any further questions or concerns, please do not hesitate to reach out to me.
Looking forward to working with you on this project.
Best regards,
{{Your Full Name}}
{{Phone Number}}
{{Email Address}}
