estimate_revision_email
Send a professional email to a client when a project requires a revised estimate due to underestimation or hidden complexity, offering options to approve a new quote, split the work, or absorb the cost.
Instructions
Write the email you send when you discover mid-project that the work is going to cost more or take longer than your original estimate — through no fault of the client (you under-estimated, the work turned out to be more complex, or hidden dependencies emerged). Distinct from change_order_email (which covers client-requested additions), scope_creep_email (which calls out the client adding work), and project_delay_notification_email (which covers timeline slippage without a cost impact). Three routes: revised_estimate (default — disclose the gap, explain why, present the new number, ask for a go-ahead before continuing; best when the overage is significant and you need client approval to proceed), propose_split (offer to complete the current agreed scope at the original price and quote the additional complexity as a separate phase 2; best when the new work is genuinely separable and you can deliver something useful at the original budget), absorb (you'll eat the extra cost this time — be transparent that you're doing so and why, and set expectations for future estimates; best for small overages on long-term client relationships). Required: client_name, original_estimate (what you originally quoted — e.g. '$3,000', '2 weeks', '$3,000 / 2 weeks'), overrun_reason (what you discovered that changed the picture — be specific). Optional: revised_estimate (the new number or timeline — e.g. '$4,500', '3.5 weeks'), project_name, route ('revised_estimate' | 'propose_split' | 'absorb' — default revised_estimate), your_name. Does not count against your monthly draft limit.
Input Schema
| Name | Required | Description | Default |
|---|---|---|---|
| client_name | Yes | First name or full name of the client | |
| original_estimate | Yes | What you originally quoted — e.g. '$3,000', '2 weeks', '$3,000 and 2 weeks'. Referenced in the email so the client has the context. | |
| overrun_reason | Yes | What you discovered that changed the picture — be specific. E.g. 'the existing database schema is much more complex than the brief suggested', 'the third-party API has no sandbox and every test call costs time', 'the legacy codebase has no test coverage and refactoring safely is taking 3× as long'. Vague reasons ('it was harder than expected') lose trust; specific ones build it. | |
| revised_estimate | No | Optional: the new number or timeline — e.g. '$4,500', '3.5 weeks', '$4,500 and 3.5 weeks'. Include for revised_estimate and propose_split routes. Omit for absorb route. | |
| project_name | No | Optional: the project name or short description — e.g. 'the dashboard rebuild', 'your brand identity project'. Adds clarity to the email. | |
| route | No | revised_estimate (default): disclose the gap, explain why, present the new number, ask for approval before continuing. propose_split: deliver the agreed scope at the original price and quote the new complexity as a separate phase 2. absorb: you're eating the extra cost this time — say so transparently and set expectations. | |
| your_name | No | Optional: your name for the sign-off |