Revised Quote Email Template: How to Send an Updated Offer When the Customer Changes the Scope

BOTrento Team13 October 20268 min read

Version rules: decide them once, use them every time

Most confusion with revised quotes comes from how they're named, not what they say. One person sends “Quote_final.pdf”, a colleague sends “Quote_final_new.pdf”, and weeks later the customer approves the wrong file. Agree on these rules and write them down:

• One quote number per deal. The number stays the same; only the version changes: v1, v2, v3. A new number is only for a genuinely new deal.
• The version goes in the file name and the subject line, e.g. Q-[number]_v2_[Client]_[Project].pdf. Never use “final” or “new”.
• Each version states what it replaces: “This version replaces v1 dated [date]. Previous versions are no longer valid.”
• Each version gets its own validity date. Don't let v2 inherit v1's expiry by accident.
• Keep a short change log: one line per version in your CRM or quote log — date, what changed, who approved it.

In Pipedrive or HubSpot, keep a single deal and attach each version to it rather than creating a new deal per revision. The deal history then becomes your version log.

What every revised quote email must contain

Use this checklist on any revision email before it goes out:

1. Subject line with quote number, version and project: “Revised quote Q-[number] v2 – [Project]”.
2. Reason for the revision in one sentence, in the customer's words where possible.
3. What changed as a short list — added, removed, changed — each with its price impact.
4. Old total vs. new total, both excl. VAT, so nobody has to compare two PDFs.
5. What stayed the same: assumptions, payment terms, delivery conditions.
6. Validity of the new version and a clear statement that earlier versions are void.
7. One next step the customer can take in a single reply.

The quote document should follow the same skeleton as your first version. If your base quote often comes back with questions, fix that first with a quote structure and pre-send checklist.

Four revised quote email templates to copy

1. Customer added or changed scope

Subject: Revised quote [Q-number] v[2] – [Project name]

Hi [Name],

Thank you for the update on [what the customer asked for]. Attached is revised quote [Q-number] v[2], which replaces v[1] sent on [date].

What changed:
– Added: [item] — +[€amount]
– Changed: [item] — [+/−€amount]
– Removed: [item] — −[€amount]

New total: [€amount] excl. VAT (previously [€amount] excl. VAT).
Everything else stays as in v[1]: [key assumptions, payment terms].

This version is valid until [date]; earlier versions are no longer valid. If it works for you, just reply “Approved v[2]” and we'll [next step].

[Your name]

Don't leave out: the old total. Customers compare anyway, so do it for them.

2. Scope reduced to fit a budget

Subject: Revised quote [Q-number] v[3] – [Project name] – within your budget

Hi [Name],

As discussed, we've adjusted the scope to fit your budget of [€amount] excl. VAT. Revised quote v[3] is attached and replaces v[2].

To get there we have:
– Removed: [item]
– Reduced: [item] from [X] to [Y]
– Replaced: [item] with [alternative]

New total: [€amount] excl. VAT.
Please note: [what you no longer get, in plain words, e.g. “no on-site technician in the evening”].

Any removed item can be added back later as an extra. This version is valid until [date].

[Your name]

Don't leave out: the “please note” line. It prevents disputes about what was dropped.

3. Confirming the change before you revise

Subject: Re: [Project name] – quick check before we update the quote

Hi [Name],

Happy to update the quote. So I get it right first time, can you confirm:
– [e.g. new guest number]
– [e.g. same date and venue?]
– [e.g. should the extra be optional or included?]

Once I have your answers, I'll send the new version by [day].

[Your name]

Don't leave out: the day you'll send it. That's a promise, so add it to your follow-up list.

4. Correcting a mistake on your side

Subject: Corrected quote [Q-number] v[2] – [Project name]

Hi [Name],

I found an error in the quote I sent on [date]: [what was wrong]. Corrected version v[2] is attached and replaces v[1].

The only change is [item]: [old figure] → [new figure]. New total: [€amount] excl. VAT.

Sorry for the extra step. Validity is extended to [date] so you have the full time to decide.

[Your name]

Don't leave out: “the only change is”. It tells the customer they don't need to re-read everything.

A five-step routine from change request to sent revision

1. Log the request in the deal, with any date you promised.
2. Clarify if needed with template 3. A v2 based on a guess often leads to a v3 and v4.
3. Copy, don't edit. Duplicate the previous version, rename it, then make changes. Never overwrite the file the customer already has.
4. Price from your list, not from memory, so revisions stay consistent. If you don't have one, see how to structure a service price list.
5. Check, send, set the follow-up before the new validity date — the quote expiry reminder templates help here.

If follow-ups after revisions keep slipping, read how to stop forgetting quote follow-ups.

Mistakes that make old and new quotes collide

• Starting a new thread. Send the revision in the same thread as the original quote, so the history stays in one place.
• Sending only the PDF. An empty email body forces the customer to hunt for differences.
• Silent changes. If you also updated a day rate, list it. Discovered silent changes damage trust in the whole document.
• Leaving v1 valid. If both versions are still valid, the customer may push for the cheaper one. Void the previous version in writing.
• Several people revising. One person owns the quote until it's won or lost; others pass changes to them.

How BOTrento handles revised quotes

BOTrento Chief of Staff is a managed process for enquiries, quotes and follow-ups. It never sends anything by itself: it prepares drafts, and a person on your team approves them.

Here's how a scope change plays out during the 14-day free trial:

• What you connect: your sales mailbox (via IMAP, or by forwarding or importing from Gmail, Google Workspace or Microsoft 365) and, optionally, a CSV or XLSX export of open quotes. Our team contacts you within 24 hours on working days to help connect your mailbox. The 14 days start only after your first successful data upload; no card or own API key needed.
• What you see each working day: the Today 1+3 overview, in the app and by email. A customer's “can we add a second venue?” shows up as a case waiting for a revision, and so does your own “I'll send the updated quote by Friday”.
• What you approve: a draft cover email following the structure above, in English, Czech, German or French. You check the figures, attach your v2 and send it yourself. BOTrento works from the email text and doesn't read attachments, so the change list comes from the conversation, not your PDF.

It doesn't replace your CRM or accounting software. See the daily flow in the process walkthrough; if your scope changes week by week, the events and production page shows typical cases. Plans and limits are on the pricing page.