How To Say Budget Has Been Exceeded In Email

Subject: Project [Project Name] – Budget Update

Dear [Client Name],

I’m writing to provide an update on the budget for the [Project Name] project. While we’ve made excellent progress, we’ve observed that the project’s scope has gradually expanded since the initial proposal.

Specifically, [briefly explain the scope creep – e.g., “the addition of the new feature X,” or “the increased number of revisions requested for Y”]. As a result, we’ve incurred additional costs.

Based on our current expenditures, the budget is now projected to be [New Budget Amount], which is [Amount Over Budget] over the original budget of [Original Budget Amount]. A detailed breakdown of the additional costs is included in the attached document.

We are committed to delivering a high-quality result and want to ensure the project aligns perfectly with your expectations. To that end, we would like to schedule a call to discuss these changes and determine the best path forward. Please let me know what time works best for you.

Thank you for your understanding.

Sincerely,

[Your Name]

Subject: Marketing Campaign [Campaign Name] – Budget Update

Hi [Boss’s Name],

I’m writing to let you know about a budget adjustment needed for the [Campaign Name] marketing campaign.

We encountered some unexpected costs during the [Phase of Campaign] phase. This was due to [Briefly explain the reason – e.g., “higher-than-anticipated advertising rates on platform X,” or “the need to re-shoot part of the video due to unforeseen circumstances”].

The original budget was $[Original Budget]. We are currently projecting a total cost of $[New Budget], resulting in an overspend of $[Amount Over Budget]. A detailed breakdown of the costs is attached.

To mitigate the impact, we’ve already [List any actions taken – e.g., “negotiated a lower rate with a different vendor,” or “trimmed spending in other areas.”]. I’d like to discuss this with you further and explore potential solutions, such as [Suggest a solution – e.g., “reallocating funds from another campaign,” or “requesting additional budget.”].

Please let me know when would be a good time to meet.

Thanks,

[Your Name]

Subject: Budget Review: [Project Name]

Team,

I’m sharing an update on the [Project Name] project’s budget. During this month we are over budget due to [Explain reason with details: higher-than-anticipated rates, extra resources, etc].

The original budget was $[Original Budget]. The budget is now projected to be $[New Budget], which is an overspend of $[Amount Over Budget].

I’d like to discuss this with everyone during our next team meeting and explore potential solutions, such as [Suggest a solution – e.g., “re-prioritizing tasks,” or “looking for cost savings.”].

Please let me know if you have any questions before the meeting.

Thanks,

[Your Name]

Subject: [Project Name] – Invoice Review and Budget Discussion

Dear [Vendor Contact Name],

We’ve received your invoice [Invoice Number] for the [Project Name] project. Thank you for your hard work and the services provided.

Upon reviewing the invoice and comparing it to our original budget, we noticed that the total is slightly higher than initially agreed upon. The original budget for this service was $[Original Budget] and the invoice is for $[New Amount].

Could you please provide a detailed explanation of the overage? We’d like to understand what caused the change.

We’re committed to working with you and would like to find a solution that is mutually beneficial. We can also discuss if payment schedule is possible for this extra amount. Please let us know your thoughts.

Sincerely,

[Your Name]

Subject: RE: Project [Project Name] – Budget Overrun Approved

Hi [Boss/Client Name],

Thank you for your prompt approval of the budget increase for the [Project Name] project.

We are grateful for your flexibility and understanding. We are now moving forward with the updated budget and we will continue to keep you informed of our progress.

We’re committed to delivering excellent results, and we will start by [Add a sentence about your next action].

Best Regards,

[Your Name]

Subject: [Project Name] – Request for Additional Funding

Dear [Stakeholder Name],

I am writing to request additional funding for the [Project Name] project.

As we progress, we discovered that [Explain reason for the overrun – e.g., scope, unforeseen issues, etc]. The project has currently utilized $[Spent Amount] of the original budget $[Original Budget].

We are requesting an additional $[Additional Fund Requested] to cover these unexpected costs and ensure the successful completion of the project. A detailed budget breakdown, including the original budget and the additional costs, is attached.

Thank you for considering this request. I am happy to discuss this further and answer any questions you may have. Please let me know when you are available.

Sincerely,

[Your Name]