Decline Quotation Email: 7 Templates (2024)

• Begin it by mentioning your name and the post in which you are serving (mention the name of your company).
• Mention the needs and requirements of your company that were informed beforehand to the recipient’s corporation.
• State that the quotation that was sent to your company on (mention the date), wasn’t found to be suitable. Specify the reason.
• You can also mention that the prices that were stated in the quotation were way too high for your company’s budget (if it is).
• Politely decline the quotation and inform them that you will be considering some other company with a suitable quote.
• In the conclusion, you can mention that if they lower their prices a bit then they need to contact within (mention the number of days).
• After providing your email ID and contact number, ask them to contact you for further details.
  

How to Reject Quotation Politely in An Email Sample?

• Developing such a mail requires you to compose it using appropriate words, keeping it short. The tone of the mail should be strictly formal.
• Start by introducing yourself, i.e. your name and the post in which you are serving in your company (mention the name of your company).
• State the requirements that you have clearly mentioned before.
• Mention that the quotation received is not appropriate for your company’s needs.
• If you want then you can also mention something about the price (like it’s too high for the corporation’s budget).
• Write that your company is considering about switching to some other company for the suitable quotation or if they want then they can submit a better one, lowering their prices.
• Mention the date, till when you can wait for their improvised quotation.
• Ask them to reach out to you for further details or queries at (mention the contact no. or email ID).

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 [emailprotected]. 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)

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)

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)

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 [emailprotected]. The monthly premium should be less than $500 a month. Contact me soon.

Thank You

Yours Faithfully

(Name of the person)

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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