Price Negotiation Email Sample

When you’re about to negotiate a price, especially via email, it's crucial to strike the right balance between being assertive and maintaining a professional tone. Crafting the perfect email can significantly influence the outcome of your negotiation. Here’s a comprehensive guide to help you navigate the process with finesse.

Subject Line: Start with a clear and direct subject line. It should convey the purpose of the email succinctly.

Example: “Request for Pricing Adjustment on Recent Quotation”

Opening Greeting: Begin with a polite and friendly greeting. This sets a positive tone for the email.

Example: “Dear [Recipient’s Name],”

Introduction: Quickly introduce yourself if necessary, and get straight to the point of why you're writing.

Example: “I hope this message finds you well. I am reaching out regarding the recent quotation we received for [product/service].”

State the Issue Clearly: Explain the context of your request. Be specific about the quotation or offer you’re discussing.

Example: “After reviewing the quotation dated [date], I have noted that the proposed price is higher than our budget for this project.”

Provide Justification: Offer a clear rationale for your request. Use data, comparisons, or specific reasons that justify why you believe a discount or adjustment is reasonable.

Example: “Given our long-term relationship and the volume of business we bring, I believe there is room for a revised pricing structure. Additionally, we have received competitive offers from other suppliers.”

Propose a New Price or Alternative: Suggest a specific new price or alternative solution. This shows you’ve thought about the negotiation and are serious about reaching an agreement.

Example: “In light of these factors, I would like to propose a revised price of [specific amount] or explore alternative pricing options that could fit our budget constraints.”

Show Willingness to Discuss: Indicate your openness to discuss the matter further. This demonstrates flexibility and a collaborative attitude.

Example: “I am happy to discuss this further at your convenience and explore how we can work together to reach a mutually beneficial agreement.”

Close Professionally: End with a courteous closing. Thank the recipient for their consideration and express anticipation for their response.

Example: “Thank you for your attention to this matter. I look forward to your response and hope we can find a favorable resolution.”

Sign Off: Use a professional sign-off.

Example: “Best regards, [Your Name] [Your Position] [Your Contact Information]”

Example Email:

Subject: Request for Pricing Adjustment on Recent Quotation

Dear [Recipient’s Name],

I hope this message finds you well. I am reaching out regarding the recent quotation we received for [product/service].

After reviewing the quotation dated [date], I have noted that the proposed price is higher than our budget for this project. Given our long-term relationship and the volume of business we bring, I believe there is room for a revised pricing structure. Additionally, we have received competitive offers from other suppliers.

In light of these factors, I would like to propose a revised price of [specific amount] or explore alternative pricing options that could fit our budget constraints.

I am happy to discuss this further at your convenience and explore how we can work together to reach a mutually beneficial agreement.

Thank you for your attention to this matter. I look forward to your response and hope we can find a favorable resolution.

Best regards,
[Your Name]
[Your Position]
[Your Contact Information]