A request to change a quote is a new decision. Record what changed, confirm the scope, and keep one clear version for the customer to accept.
Clarify the requested change
Ask what the customer wants to change before editing the price. Is it the specification, quantity, timing, or an optional item? Record the request in the customer’s words. If the request is unclear, ask one focused question and keep the existing quote unchanged until the answer arrives.
Approve the scope and price
Compare the requested work with the original scope. Check materials, labour, access, exclusions, and any dependencies. A cheaper option may involve a different result; explain that difference explicitly. Have the person responsible for pricing approve the revision instead of letting a reminder message imply a new commercial commitment.
Replace the old version
Issue a version with its own reference and date. State which earlier quote it replaces, highlight the changed items, and show the resulting total and terms together. Keep the original in the internal record. Pause reminders for the old version so the customer cannot receive a request to accept a document that is no longer current.
Record the decision
Ask for acceptance of the revised version and record the answer against that reference. A reply saying “looks good” may still leave a choice unresolved; confirm the selected option before booking work. If the customer postpones or declines, record that outcome and stop the acceptance sequence.
A practical check before the next action
Before sending a revision, check: requested change, approved scope, approved price, replacement reference, customer contact, and next action. Assign one owner to resolve any missing item.
Frequently asked question
Should a revised quote keep the original reference?
Keep a link to the original, but make the version unmistakable. The customer and the team should be able to identify exactly which scope, total, and terms were accepted.