Knowing What To Say When Sending An Estimate can be the difference between landing a new client and losing out on a project. It’s not just about the numbers; it’s about communicating value, building trust, and making it easy for the client to say "yes." This guide will break down the essentials of crafting effective estimates and the best ways to deliver them.
Understanding the Core Components
When creating an estimate, there are a few key elements you’ll always want to include. These ensure clarity and professionalism. Let’s break it down:
- Detailed Breakdown: Always provide a clear list of the services or products included.
- For example:
- Project Planning: 2 hours
- Website Design: 20 hours
- Content Creation: 10 hours
- For example:
- Pricing Structure: Make your pricing transparent. Show how you arrived at the total cost.
- This can be in the form of:
- Hourly rates
- Fixed project fees
- Cost plus
- This can be in the form of:
- Timeline: Include an estimated start and completion date.
- This helps the client plan and set expectations.
- Terms and Conditions: State your payment terms, revision policies, and any other important conditions.
These elements are crucial because they build confidence and reduce misunderstandings.
Email Example: Initial Estimate for Website Design
Subject: Website Design Estimate – [Your Company Name] – [Project Name]
Dear [Client Name],
Thank you for considering [Your Company Name] for your website design project. We’re excited about the opportunity to help you create a stunning online presence!
Based on our discussions, we’ve put together an estimate outlining the scope of work, the estimated costs, and the timeline for your project. Please review the details below:
| Service | Description | Estimated Hours/Cost |
|---|---|---|
| Discovery & Planning | Initial consultation, requirements gathering, sitemap creation | 5 hours / $[Cost] |
| Design & Development | Website design, front-end development, back-end integration | 40 hours / $[Cost] |
| Content Integration | Content upload and formatting | 10 hours / $[Cost] |
| Testing & Revisions | Testing across devices, client revisions | 5 hours / $[Cost] |
| Total Estimated Cost | $[Total Cost] |
Timeline: We estimate the project to be completed within [Number] weeks from the start date, which we’ll determine once you approve the estimate. We will need the content provided [time] before the final testing and revisions.
Payment Terms: A 50% deposit is required to begin the project, with the remaining balance due upon completion. More details will be provided in the contract.
This estimate is valid for [Number] days. To move forward, please let us know by [Date] if everything looks good.
We’re confident that we can deliver a website that meets your needs and exceeds your expectations. Please let me know if you have any questions.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Following Up on an Estimate
Subject: Following Up: Website Design Estimate – [Your Company Name] – [Project Name]
Dear [Client Name],
I hope this email finds you well.
I’m following up on the website design estimate I sent on [Date]. I understand you might be considering a few options, and I wanted to check if you had any questions or needed any clarification on the proposal.
I’m happy to jump on a quick call to discuss the estimate in more detail or adjust it based on your feedback. Your satisfaction is our priority.
Please feel free to reach out at your convenience. We’re excited about the possibility of working with you!
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Revising an Estimate Due to Scope Changes
Subject: Revised Estimate: Website Design – [Your Company Name] – [Project Name]
Dear [Client Name],
Following our conversation on [Date], we’ve adjusted the scope of the website design project to include [briefly describe the changes].
Here’s the revised estimate reflecting these changes:
| Service | Description | Estimated Hours/Cost |
|---|---|---|
| Original Estimate: | $[Original Price] | |
| Added Service: | Description of the new service. | $[Cost of New Service] |
| Total Revised Cost | $[New Total Cost] |
The estimated timeline for completion has also been adjusted to [New timeline].
Please review the revised estimate, and let me know if you have any questions. If this revised estimate is approved, the contract will be updated to reflect the new scope.
Thank you for your understanding.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Estimate for Ongoing Services (e.g., Maintenance)
Subject: Estimate for Website Maintenance – [Your Company Name] – [Website URL]
Dear [Client Name],
We’re pleased to provide an estimate for ongoing website maintenance services for your website [Website URL].
Our maintenance package includes:
- Regular backups
- Security updates
- Content updates (up to [Number] hours per month)
- Technical support
Estimated Cost: $[Monthly Cost] per month
This monthly fee covers all the services listed above. You will be billed monthly starting on [Start date]. We’re here to handle the technical side, so you can focus on your business.
Please review this estimate and let me know if you want to proceed. We can then set up a convenient schedule for regular maintenance.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Declining a Project (Respectfully)
Subject: Re: Website Design – [Your Company Name] – [Project Name]
Dear [Client Name],
Thank you so much for considering [Your Company Name] for your website design project. We appreciate you reaching out and taking the time to discuss your needs.
After careful consideration, we’ve decided not to pursue this project at this time. [ Briefly explain why. Examples: We’re currently at full capacity, or the project doesn’t quite align with our area of expertise ].
We wish you the very best in finding the right partner for your project. If we can be of assistance in the future, please don’t hesitate to contact us.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Delivering a Signed Estimate and Contract
Subject: Signed Estimate and Contract – [Your Company Name] – [Project Name]
Dear [Client Name],
Great news! We’ve received the signed estimate and contract for your website design project and we’re ready to get started!
Attached you will find a copy of the signed documents for your records. Please feel free to reach out to me if you have any questions. We will start working on the project on [Date].
We’re thrilled to be working with you. We’ll be in touch shortly with the next steps.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Sending an estimate is more than just providing numbers; it’s about showing your professionalism and expertise. By following these guidelines and using the examples provided, you’ll be well-equipped to create effective estimates that impress potential clients and set you up for success. Remember, clear communication is key.