How to Revise a Quotation Without Confusion

Clients often change their minds after seeing the first price. That's normal. The danger comes when two versions are in circulation and each side remembers a different one.

Always issue a new version

Don't agree to changes only by message or by phone. Update the quotation and send it again, so there's one clear current document.

Label it clearly

Use a revision marker such as QT-2026-0012-R2, or add a note: "This quotation replaces QT-2026-0012 dated 5 November."

Update what actually changed

• Items and quantities
• Totals, discount and tax
• The issue date
• The validity date, if your costs have moved
• The timeline, if the scope is different

Check that nothing was forgotten. Removing an item but leaving its terms in the notes creates confusion.

Explain the change

A short summary saves the client from comparing two documents:

"Revised as discussed. Removed ceiling painting (−15,000) and added one extra room (+8,000). New total: Rs 78,000."

Requests during the work

Once work begins, changes need the same discipline. Write down the additional work and its price, and get approval before you do it:

"Adding the extra socket costs Rs 2,500. Shall I go ahead?"

A quick written yes prevents an awkward final bill. Larger changes may deserve their own quotation.

Keep your history

Keep previous versions rather than overwriting them, so you can see how a job evolved. Duplicating the original and then editing the copy is an easy way to do this.

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