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BUSINESS GUIDES

How to Revise a Quotation After a Scope Change

September 18, 2026

To revise a quotation, identify the original quote, assign the revision a clear version reference, and explain what changed in scope, price, or timing. Send the revised document with a short summary and ask the customer to accept the specific version.

Simply overwriting the original PDF creates uncertainty. The customer may have approved an earlier price, while your team works from the latest one. Keeping the versions connected prevents that mismatch.

Identify whether the original quote was accepted

If the quote is still under discussion, a revised offer may be straightforward. If the customer has already accepted it, review the agreed change process before altering the price or scope.

An accepted project may need a change order or addendum rather than a replacement quotation. The appropriate approach depends on the agreement. Sending a higher-priced PDF does not by itself establish that the customer has agreed to pay more.

Use a clear revision reference

Keep the underlying project reference stable and make the version visible. For example, use Q-2026-034-R1 for the first revision and Q-2026-034-R2 for a later revision. Add the revision date and retain the earlier document in your records.

A suitable heading is “Revised quotation — Q-2026-034-R1.” In the document, state which earlier offer it supersedes for consideration. For an already accepted contract, use wording that reflects the agreed amendment process instead of implying unilateral replacement.

Revised quotation example

Assume an unaccepted quote originally covered 10 product descriptions at $40 each. The customer asks for five more descriptions at $30 each. The following fictional USD calculation excludes tax.

ItemOriginal quoteRevision R1
Original 10 descriptions$400$400
Five additional descriptions at $30Not included$150
Total before applicable tax$400$550
Delivery allowanceFive business daysSeven business days

The revised total rises by $150. Define when the delivery allowance begins, such as after written acceptance and receipt of the complete brief. Without that starting point, “seven business days” can mean different things to each party.

Summarize more than the price change

A useful change summary answers four questions: what was added or removed, how the total changed, whether the schedule changed, and which terms remain the same.

Revision R1 adds five product descriptions, increasing the pre-tax quotation from $400 to $550. Delivery changes from five to seven business days after acceptance and receipt of the complete brief. The original revision allowance and payment terms remain unchanged.

Check any deposit calculation that depends on the project total. If an already accepted project has a deposit on account, reconcile the previous amount and the new agreement explicitly. Do not request the full deposit again without accounting for money already received.

Set a new validity date deliberately

Review the offer expiry date rather than carrying it forward automatically. The revised quote might rely on different supplier prices or availability. Show the validity date clearly and keep it separate from the expected delivery date.

A validity date tells the customer how long the offer remains open on the stated terms. It does not mean the work will be completed by that date.

Email the revised quote

Hi Alex, attached is revised quotation Q-2026-034-R1 following your request for five additional product descriptions. The revised price is $550 before applicable tax, and delivery is seven business days after acceptance and receipt of the full brief. Please review the change summary and confirm acceptance of R1. This version replaces the earlier unaccepted offer for your consideration.

Save the acceptance together with the version the customer approved. When preparing the invoice later, use that accepted version and any subsequently approved changes.

Frequently asked questions

Should every revision get a completely unrelated number?

A linked revision reference is usually easier to follow. Keep the connection to the original project visible and avoid having two different documents with identical version details.

What if the customer accepts the old version?

Clarify which offer and scope they intend to accept before proceeding. Do not assume their acceptance covers the new price.

Should I delete old quotations?

Keep them as historical records and mark their status clearly, such as superseded or not accepted, so they are not mistaken for the active offer.

Put this guide into practice

Ready to prepare your quotation? Start with Invoice Quote PDF, enter your agreed details, and review the document before sending it.

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