Decline Quotation Email: 7 Templates (2023)

Are you finding some sample letters regarding a letter to the decline of quotation? Here we have made your task easy by providing some sample letters regarding this topic. Here while writing this letter, you have to mention the points with some relevant words. You can also use our points directly to complete your letter in a proper format.

How to Decline a Quotation Politely Sample?

  • 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.

(Video) Odoo Tutorial: Quotation Templates and Sending Online Quotations

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)

Decline Quotation Email: 7 Templates (1)

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

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Yours Faithfully

(Name of the Person)

Decline Quotation Email: 7 Templates (2)

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

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(Name of the person)

Decline Quotation Email: 7 Templates (3)

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)

Decline Quotation Email: 7 Templates (4)

Template: 5

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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)

Decline Quotation Email: 7 Templates (5)

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Decline Quotation Email: 7 Templates (6)

Rahul Panchal

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FAQs

How do you politely decline a quote in an email? ›

Dear [name/Sir or Madam], I am writing to thank you for your email and to inform you that we gave our careful consideration to your proposal. Unfortunately, we have to turn down the sales offer. We want you to know that it does not reflect our unwillingness to work with you.

How do you politely decline a price quote? ›

“You just need to say something like, 'I am sorry I am not going ahead with the quote on this occasion as I have found someone better able to meet my needs. I will keep you in mind for next time. '” Then, if there was another element that stands out about their quote – then this is the time to say it.

How do you write a rejection letter for a quote? ›

How to write an RFP rejection letter
  1. Thank them for their proposal. Start the letter by addressing the vendor politely, either by name or greeting their business as a whole. ...
  2. Clearly reject their offer. Clearly reject their proposal in a concise way. ...
  3. Provide your reasoning. ...
  4. Close the letter professionally.

How do you format a quote in an email? ›

A quotation mail requires the recipient's mail id and the subject. Take care to mention the list of items for which you would like to know the availability and price. Ensure that you let the recipient know that you are expecting a reply from them within a particular date. Thank the recipient for their time.

How do you politely decline an example? ›

Declining an offer or invite

I appreciate the offer/invite, but I can't commit. I'm honored by the offer/invites, but can't. I'm flattered you considered me, but unfortunately I'll have to pass this time. I appreciate the offer/invite, but I am completely booked.

How do you politely reject something? ›

How to politely decline a request
  1. Understand the reason for the request. ...
  2. Brainstorm several solutions. ...
  3. Firmly, but gently, decline the request. ...
  4. Give a reason for declining the request. ...
  5. Offer alternative resolutions.
  6. As a last resort, ask for help. ...
  7. Turning down a meeting.
  8. Saying no to a project.

How do you respond to a declined quote? ›

Thank you for your interest in [your company]. I have enjoyed learning more about [the client's business] so that I can better understand your needs. I understand you are hesitant to move forward with our proposal because of [the reason the client gave]. I admire your caution with this decision.

How do you politely decline a business offer template? ›

Dear [name], [You company] has given careful consideration to your offer for [the product being pitched]. I write to inform you that because of the number of impressive offers we receive, we have to turn down your sales proposal.

How do you decline a builder quote? ›

Thanks for giving us a quote, but we've gone with another. Thats all that's required. Most people don't bother letting you know ime.

How do you respond to a request for a quote? ›

Thank you for honouring our quotation request and sending in your quotation. After a thorough review your offer with regards to our project at hand, we have discovered that your quotation meets out metric and the details are in order. This should be regarded as an official email accepting your quotation.

How do you respond to a customer quote? ›

How to respond to a quote request and win the job
  1. Call first. The initial call is your potential customers' first impression of your business. ...
  2. Leave a voicemail. ...
  3. Follow up in the app or dashboard. ...
  4. Call again out of hours. ...
  5. Complete the project with professionalism. ...
  6. Request a review.
11 Dec 2020

How do you say please do not hesitate to contact me? ›

If I can be of assistance, please do not hesitate to contact me. If you require any further information, feel free to contact me. If you require any further information, let me know. Please feel free to contact me if you need any further information.

How do you say no professionally? ›

Use these examples to politely say "no" to your employer and coworkers:
  1. "Unfortunately, I have too much to do today. ...
  2. "I'm flattered by your offer, but no thank you."
  3. "That sounds fun, but I have a lot going on at home."
  4. "I'm not comfortable doing that task. ...
  5. "Now isn't a good time for me.

How do you say regretfully declined? ›

Examples of Polite Declines

“While I'd love to be with you on your special day, I'm sadly unable to attend. I will be there in spirit and can not wait to see photos!” “Regretfully we are unable to attend. Best wishes on your special day!”

What does respectfully decline mean? ›

If you decline something or decline to do something, you politely refuse to accept it or do it.

How do you decline without offending? ›

The art of politely decline engagements you don't wish to attend without offending people.
  1. Practice saying no. ...
  2. Keep it simple. ...
  3. Delay if you're unsure. ...
  4. Be gracious. ...
  5. Offer an alternative (if you want) ...
  6. Stay firm. ...
  7. Remember: It's OK to say no.
16 Dec 2021

How do you respond to a rejection email template? ›

With that, here's an easy-to-follow template to help you along: Hello [Name], Thanks for letting me know about your decision. While I'll admit that I'm disappointed I won't be able to work as part of the [Company] team, it truly was great to meet you and learn more about the great work that you're doing.

How do you respond to a not interested email? ›

How to Respond to "No, We're Not Interested"
  1. #1: Terminate. "Thank you very much for your time. Please think of us in the future when you're in the market for products and services like ours..."
  2. #2: Investigate. "OK. I can see that I can't help you right now. ...
  3. #3: Perseverate. "Are you certain?
1 Jul 2010

How do you reply to a refused email? ›

What to Include in the Message
  1. A thank-you for considering you for the job.
  2. Your disappointment that you didn't get an offer (but don't go overboard).
  3. A request for consideration for future opportunities that may be a better fit.
2 May 2021

How do I decline a construction job? ›

  1. Offer Specific Reasons. Once you've made the decision to turn down a project, it's important to let the rejected client know specifically why you can't or won't do the project, but keep your explanation short and simple. ...
  2. Be Professional. ...
  3. Be Firm. ...
  4. Refer to Someone Else.

How do you respond to a contractor quote? ›

Try a two-sentence note such as, "Thanks for your quote and taking the time to look at our project. We decided to go with a different bid." Yes, it can be that short and easy. In the end, it's important to find the best contractor for your remodel project and feel confident about what you're paying.

What should you not say to a contractor? ›

Seven Things to Never Say to a Contractor
  • Never Tell a Contractor They are the Only One Bidding on the Job. ...
  • Don't Tell a Contractor Your Budget. ...
  • Never Ask a Contractor for a Discount if You Pay Upfront. ...
  • Don't Tell a Contractor That You Aren't in A Hurry. ...
  • Do Not Let a Contractor Choose the Materials.

How do you respond to a declined quote? ›

Thank you for your interest in [your company]. I have enjoyed learning more about [the client's business] so that I can better understand your needs. I understand you are hesitant to move forward with our proposal because of [the reason the client gave]. I admire your caution with this decision.

How do you decline a builder quote? ›

Thanks for giving us a quote, but we've gone with another. Thats all that's required. Most people don't bother letting you know ime.

How do you say we Cannot accommodate your request? ›

Explain things carefully
  1. “Let me explain you why we cannot provide this feature at present”
  2. “The main reason for this is that……”
  3. “Please accept our apologies that the feature you request is not available at present. However, it is of highest priority and we will do our best to implement it as soon as possible”
30 Jan 2018

How do you say no politely? ›

50 ways to nicely say "no"
  1. "Unfortunately, I have too much to do today. ...
  2. "I'm flattered by your offer, but no thank you."
  3. "That sounds fun, but I have a lot going on at home."
  4. "I'm not comfortable doing that task. ...
  5. "Now isn't a good time for me. ...
  6. " Sorry, I have already committed to something else.

How do you reply to deny a request? ›

How to politely decline
  1. I'm sorry, but we had to refuse your request to move to another department.
  2. I'm sorry but I can't help you, I have something planned out for tomorrow.
  3. No, I'm afraid I can't do that for you. ...
  4. As I said, I'm afraid I can't help you at the moment.

How do you respond to a rejection email template? ›

With that, here's an easy-to-follow template to help you along: Hello [Name], Thanks for letting me know about your decision. While I'll admit that I'm disappointed I won't be able to work as part of the [Company] team, it truly was great to meet you and learn more about the great work that you're doing.

How do you respond to a not interested email? ›

How to Respond to "No, We're Not Interested"
  1. #1: Terminate. "Thank you very much for your time. Please think of us in the future when you're in the market for products and services like ours..."
  2. #2: Investigate. "OK. I can see that I can't help you right now. ...
  3. #3: Perseverate. "Are you certain?
1 Jul 2010

How do I decline a construction job? ›

  1. Offer Specific Reasons. Once you've made the decision to turn down a project, it's important to let the rejected client know specifically why you can't or won't do the project, but keep your explanation short and simple. ...
  2. Be Professional. ...
  3. Be Firm. ...
  4. Refer to Someone Else.

How do you respond to a contractor quote? ›

Try a two-sentence note such as, "Thanks for your quote and taking the time to look at our project. We decided to go with a different bid." Yes, it can be that short and easy. In the end, it's important to find the best contractor for your remodel project and feel confident about what you're paying.

How do you respond to a quote? ›

Write what the quote means in your own words. Paragraph 2: Give an example of what the quote means to you by explaining an experience you have had. Paragraph 3: Tell how your experience connects to the quote. End with another restatement of the quote.

How do you say no in a positive way? ›

Here are 10 ways for you to say 'NO' in a polite manner:
  1. I'm honoured but I can't. ...
  2. I wish there were two of me. ...
  3. Unfortunately, now is not a good time. ...
  4. Sorry, I'm booked into something else right now. ...
  5. Damn, not able to fit this one in! ...
  6. Sadly, I have something else. ...
  7. No, thank you but it sounds lovely, so next time.
19 Apr 2019

How do you say you Cannot do something in an email? ›

Thanks for thinking of me for [project]. However, I'm going to have to turn this down. I want to ensure I continue to do my best with my existing workload and my plate's a little too full for me to be able to take this on right now. Sorry I can't be of more help!

What does respectfully decline mean? ›

If you decline something or decline to do something, you politely refuse to accept it or do it.

How do you say no problem professionally? ›

A few favorites: "You're welcome." "My pleasure." "Any time." "Absolutely." "I'd be happy to." As a matter of habit, I now avoid saying "no problem" like the plague, just in case.

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