How to reply mail for deviation and exclusions

Here's a general template you can use to reply to a mail regarding deviations and exclusions:

Subject: Re: Deviation/Exclusion - [Project/Contract Name]

Dear [Name of the person who sent the mail],

I hope this email finds you well. I am writing to respond to your email regarding the deviation/exclusion [briefly mention the specific deviation/exclusion mentioned in the email].

Acknowledgement: I acknowledge receipt of your email and appreciate the detailed information provided regarding the deviation/exclusion.

Understanding: I understand that [briefly summarize the deviation/exclusion and its impact on the project/contract].

Response: Regarding the deviation/exclusion, I would like to [propose a solution, provide an explanation, or request additional information]. Specifically, [mention any specific actions you plan to take or any additional information you need to resolve the issue].

Next Steps: I propose the following next steps to address the deviation/exclusion:

[Mention any specific tasks or actions you will take]
[Mention any specific timelines or deadlines]
[Mention any specific individuals or teams involved]

Request for Clarification: If I have any further questions or require additional information to resolve the issue, I will reach out to you separately.

Conclusion: I appreciate your prompt attention to this matter, and I am confident that we can work together to resolve the deviation/exclusion and ensure the successful completion of the project/contract.

Please feel free to contact me if you have any questions or concerns.

Best regards,

[Your Name]

Example:

Subject: Re: Deviation/Exclusion - Project XYZ

Dear John Doe,

I hope this email finds you well. I am writing to respond to your email regarding the deviation/exclusion in the project XYZ.

Acknowledgement: I acknowledge receipt of your email and appreciate the detailed information provided regarding the deviation/exclusion.

Understanding: I understand that the deviation/exclusion is related to the change in the scope of work, which will impact the project timeline and budget.

Response: Regarding the deviation/exclusion, I would like to propose a revised project plan to accommodate the change in scope. I will work with the project team to develop a revised project schedule and budget, which will be shared with you by [specific date].