Receiving a quotation in the corporate 💼 sector is quite natural. You may receive hundreds of quotations from different manufacturers, but you cannot accept them all.
To ensure healthy relations with all the companies, you must decline their Quotation politely and smartly. Writing a decline quotation email can be a challenge at times. But you can do it quite easily with the guide given right here 🔽
What to Write in a Decline Quotation Email
Writing a decline quotation email can be a 🤨 challenging task. It has to be started in a certain way, and it must end without hampering your business relations.
Read these pointers to write a quality decline quotation email.
- Introduce yourself with your full name and job designation. As a company 👨💻 employee, remember to write collectively using the word “we.”
- Make sure to mention ✒️ your company’s name while you acknowledge yourself at the beginning of the email.
- Notify the addressed person that you have received their quotation and thank 🙏 them for all the effort they had put into composing this quotation.
- You can start declining their quotation offer by using the word “however” or “unfortunately.” This can prepare the person for a negative ❎ response.
- Formally apologize for declining their quotation offer and let them know how you cannot accept their offer presently.
- You cannot simply decline 👎 their quotation and end the letter without adequate reasoning.
- Reasoning is an essential section of this ✉️ letter. You need to write a few reasons as to why your company has declined their offer.
- It is smarter 🤓 to first appreciate their offer and then start delivering as to why it cannot work out.
- Instead of picking out the negatives in their quotation offer, focus on writing the other aspect that includes your company’s point of view.
- Reason out as to why you can’t 🙅 accept their offer. But at the same time, you can throw light on looking forward to partnership in the future.
End the letter with the hope of working with them after some time.
How to Write a Decline Quotation Email (Tips)
Decline statements should be well-formed. This ensures your healthy bonds in a business 👔 relationship. But how to make sure that you are doing it right?
Follow these tips to create a positive and healthy declination response.
A simple thanks
Thanking 🤗 the person for their efforts is the best way to start a decline quotation email. You must acknowledge the effort and time they have put into sending the quotation without fail.
Give solid reasons
Make earnest attempts to give reasonable points for declining the quotation in your email. Truthfulness ✨ can be appreciated; however, you should to such an extent that it doesn’t hamper the relationship with the company.
End on a positive note
Despite your decline, you can try to end the letter on a positive note. This is part of a formality that is suggested in business communications. Close the body of the letter by hinting ➡️ at the hope that it may work out in the future.
Template: 1
decline quotation email sample
Dear (Name of the company’s Manager) sir,
I am writing this letter on behalf of our (name of the company). I am the manager of my company. Sir, as per our request we wanted 2000 laptops for our office with the configuration of 12GB RAM, 1TB SSD with a speed above 3.2 gigahertz.
Our company is a gaming developer and a software development company, that’s why we wanted a high-speed gaming and high configured laptop. But the quotation for the laptop model that your company has sent to us is not according to our demand.
The prices are also high which doesn’t suit our budget. This year we wanted to opt for your company’s laptop but we are sorry to say that we have to decline your quotation offer. We are going to go to another suitable company.
In case you have a better option with a good price offering. Please do reply within 3 days of receiving the letter. Otherwise, we will look for other options that are available in the market.
If you want to contact us for further details, then you can call my company’s office number which is 209139211 or you can also contact me by emailing me at my email address which [email protected]. We expect to see a good reply from your side this time. Please reply to us as soon as possible.
Thank You
Yours Sincerely
(Name of the person)
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Template: 2
Dear (Name of the manager of the car showroom) Sir,
I am writing this letter to reply to the quotation you have offered me for the car. With the help of this letter, I want to inform you that I am declining the quotation that you offered me for the car that I wanted to purchase from your company’s showroom. I also told you about the requirements for the features that I need in the car.
I told you that I wanted a car that has a 1.2-liter engine with 84ps of power output with the comfort of an extra cushioned seat with an armrest, automatic transmission with good fuel efficiency.
Four speakers and 2 Twitter music systems are also a must as per my requirements, and also asked you to tell me about the sunroof option with it.
I have also given you my budget for the car, but by the quotation you sent me, I think you could not understand my requirement. You are offering very few features in comparison to my requirements. Other competitive companies are offering more features according to my budget.
So I have decided to decline the quotation offer for your company’s car. I am also thankful for the efforts of your employees in helping me to buy yours but sorry to say, I have made my choice.
Thank You
Yours Faithfully
(Name of the Person)
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Template: 3
Dear (Name of the Software Company’s Manager) Sir,
I am sending this letter on behalf of (Name of the Company). My name is (Name of the person) from the software security department of the company would like to tell you that the quotation you have sent to us for the security software that we needed is being rejected by the upper department of the company.
We wanted an artificial intelligence-based security software that would recognize the face of each and every person from our security cameras, and the firmware should also be an updated.
Our software experts tested your software and they found that your software is not based on artificial intelligence and the firmware is also very old.
The high price of your software which is not capable of recognizing the faces of people is also very high in comparison to the features that you are offering.
We would like to tell you that security software companies offer us the most upgraded feature of artificial intelligence-enabled on their software at a very low price.
As our company is working with your security software company from the very beginning, we want to give you one more chance to offer us something best, but remember we are under a time boundation of 1 week now.
So please reply to us with your confirmation message very soon. We are eagerly waiting for a good response from your side.
Thank You
Yours Sincerely
(Name of the person)
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Template: 4
Dear (Name of the insurance agent)
I am sending this letter to reply to the insurance policy you have offered me. I found the quotation of your insurance policy much costlier than the other available policies in the market.
I want you to search for a different option for me. I have been a very old customer of your company, and I trust your company better than others. I don’t want to switch to a different company.
As your old customer, I expect another good quotation of insurance policy from your side, minor changes in this policy would be acceptable for me. I also want a policy in which we can get our money back without suffering any loss.
2 years ago, I had an emergency with the funds, and I wasn’t able to break my old policy because of the loss of my deposited money. Instead of offering me any bonus, I want to get rid of the burden of loss.
Kindly please let me know if you are going to send me a quotation for another option soon otherwise, I will opt for another company. Please do remember that I want a loss policy; this should be my priority.
I am attaching my contact number in this letter which is 8921739138, or my email address is [email protected]. The monthly premium should be less than $500 a month. Contact me soon.
Thank You
Yours Faithfully
(Name of the person)
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Template: 5
Dear ( Name of the broker),
I am sending this letter to inform you that the apartment which you showed to us was very awesome, but the quotation for purchase of that appointment was too high in terms of prices and maintenance charges.
We cannot be able to negotiate with you for the apartment, as the gap between our budget and apartment cost is too high.
If in case you agree to give us the apartment in our budget, then we would also not be able to the maintenance cost of the society and apartment on every monthly basis. On the other hand, I was also thinking about planning for a loan for the apartment, but that option is so risky for me as I don’t know about the stability of my job.
I want you to search for a better option in terms of price. We want an apartment of the same size. The location could be different but not far than 500 meters or 800 meters from my office. My budget is $1000000, not more than that.
So the apartment prices should be less than the value I told you here, and this cost also includes maintenance.
If you have any other options available for me, please contact me back soon as I am in a hurry to purchase an apartment. You can contact me on my personal mobile number, or you can leave an email at any time on my mail account.
Thank You
(Name of the person)
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