How to Write a Professional Decline Quotation Email Sample

Are you struggling with declining quotations to potential clients, and unsure of how to handle the situation with tact and professionalism? Look no further, my friends! In this article, we’ve got you covered with decline quotation email samples that you can use as a guide or edit as needed to suit your particular situation. As Tim Ferris would say, “Don’t reinvent the wheel, just realign it.” With the help of our samples, you’ll be able to handle your next business-to-business (B2B) quotation rejection with ease and confidence. So, let’s dive in and take a closer look!

The Best Structure for Decline Quotation Email Sample

When it comes to declining a quotation, it can be challenging to find the right words. However, with the right structure, you can provide a professional and polite response that maintains a positive relationship with the recipient. Here’s the best structure for a decline quotation email sample.

First, start by thanking the recipient for their time and effort in submitting the quotation. This shows that you value their work, and their efforts have not gone unnoticed. You can use a phrase such as “Thank you for taking the time to provide us with a quotation. We appreciate your interest in working with us.”

Next, explain the primary reason why you have decided to decline the quotation. It is always helpful to be upfront and honest, so the recipient does not have to guess the reason behind the rejection. You can use a phrase such as “After careful consideration, we have decided to decline your quotation. Unfortunately, we have found that your prices are beyond our budget at the moment.”

It’s essential to leave the recipient with the impression that their effort was not in vain and that there is still a possibility of future dealings. You can end by stating that you appreciate their services and will keep their contact details for future purposes. You can use a phrase like “Please know that we value your services, and we will keep your contact details for future reference. It was excellent working with you, and we hope to work with you in the future when the need arises.”

Lastly, close the email with polite words of professionalism, such as “Best regards,” “Sincerely,” or “Yours truly.” This helps to leave a positive last impression before you hit the send button.

In conclusion, the best structure for a decline quotation email sample comprises four essential parts: thanking the recipient, explaining the reason for the rejection, leaving a possibility for the future, and closing with politeness and professionalism. By following these guidelines, you will be able to decline the quotation gracefully while leaving a positive impression on the recipient.

Decline Quotation Email Samples

Not Interested in the Product

Dear [Client Name],

Thank you for your interest in our product. After reviewing your request, we regret to inform you that we will not be submitting a quotation for this project. While we appreciate the opportunity to work with you, our product is not suitable for your needs at this time. We regret any inconvenience this may cause, and we wish you the best of luck in your search.

Kind regards,

[Your Name]

Unable to Meet Deadline

Dear [Client Name],

Thank you for considering our company for your project. We appreciate the opportunity to work with you. However, after careful consideration, we regret to inform you that we are unable to submit a quotation for this project. We understand the importance of meeting deadlines for your business needs, and we apologize for any inconvenience this may cause.

Thank you for your time and consideration.


[Your Name]

Project Outside of Our Expertise

Dear [Client Name],

Thank you for the opportunity to offer our services to you. After reviewing the project requirements, we regretfully decline your request for a quotation at this time. We believe that your project requires skills and expertise outside our range of services. We would rather not provide you with a solution that we cannot guarantee a good outcome that meets your expectations.

We appreciate your interest in our company and hope our paths cross again in the future.

Best regards,

[Your Name]

Unreasonable Budget

Dear [Client Name],

Thank you for the opportunity to submit a quotation. However, after reviewing your request, we regret to inform you that we cannot provide our services within your proposed budget. We also understand that the project aligns with your expectation but our services require more than what you have to offer at this point rather than compromising on quality or standard.

We would like to thank you and give you the opportunity to reach out to us in the future if budget allowances change.

Best regards,

[Your Name]

Duplicate Request

Dear [Client Name],

We appreciate you taking your time to request a quotation from our company. However, we are declining this offer because we believe that your requirements may overlap with a project that we are already working on.

Currently, the extensive magnitude of our work makes it inappropriate to take on this project given our staffing requirement. Please do not hesitate to contact us again, and thank you for considering our services.

Best regards,

[Your Name]

Existing Business Relationship

Dear [Client Name],

Thank you for your trust and long-term partnership with our company. After considering your request for a quotation, we have decided not to submit a formal proposal. We expect that the existing business relationship sets adequate boundaries as we are looking to build a more fruitful alliance beyond our services.

We appreciate your loyalty and hope this decision doesn’t tarnish our relationship.

Best regards,

[Your Name]

Bidding too Low

Dear [Client Name],

Thanks for considering our services. However, we must kindly decline your offer for a quotation due to the low price of your project request. At this time, we cannot meet your criteria within your specified budget without comprising the quality of our service or work output.

We do not want to provide unsatisfactory results and want to maintain our reputation. We would be delighted to collaborate in the future within reasonable and fair budgets.

Thank you for understanding.

Best regards,

[Your Name]

Tips for Declining a Quotation Email Sample

Declining a quotation email can be challenging, especially if you want to maintain a good relationship with the sender. Here are some tips to help you decline a quotation email professionally and respectfully:

  • Be Prompt: It’s essential to respond to the sender’s quotation email as soon as possible. Let them know that their quotation has been considered and that you appreciate their effort, but it’s not suitable for your needs at the moment.

  • Express Gratitude: Always show your appreciation for the time and effort put into creating the quotation. Convey gratitude with phrases like “thank you for your time”, “I appreciate your effort”, “Your hard work and creativity are commendable”, etc.

  • Give Clear Reasons: The sender will appreciate it if you give clear reasons why you’re declining their quotation. Be specific and honest about why it’s not suitable for your needs. You may also suggest areas of improvement that could make them a better fit for future opportunities.

  • Stay Polite and Professional: Express your decline in a polite and professional manner. Be kind, respectful, and empathetic towards the sender’s efforts and feelings. Avoid being sarcastic, rude, or aggressive. Remember, you never know when you may need their services in the future.

  • Offer Future Opportunities: Although you may be declining their current quotation, don’t shut the door for future opportunities. You could suggest that you may contact them in the future if another project comes up that they may be better suited for. This shows the sender that you appreciate their work and are keeping them in mind.

  • Add a Personal Touch: If the sender is someone you have a business relationship with, adding a personal touch could go a long way. For example, you could add a sentence to the email, like “I hope your family is doing well during these times” or “I enjoyed our last conversation, and let’s stay in touch for future projects.”

Declining a quotation email should be done professionally and respectfully. It’s essential to keep the sender’s dignity and feelings in mind while conveying your decision. With these tips, you can craft a decline quotation email that shows appreciation, honesty, and kindness. Remember, the sender may become a valuable business partner in the future, so always leave the door open for future opportunities.

Decline Quotation Email FAQs

What is a decline quotation email?

A decline quotation email is a message sent to a vendor or supplier to inform them that their proposal for a product or service contract has been rejected.

What are the reasons for sending a decline quotation email?

A decline quotation email is sent when the vendor’s proposal does not fit the company’s requirements, when the vendor’s price is too high, or when the vendor doesn’t meet the company’s standards or qualifications.

What should be included in a decline quotation email?

A decline quotation email should include a clear explanation for the rejection, appreciation for the vendor’s effort, and an invitation for future opportunities to collaborate.

Is it necessary to provide a reason for declining a quotation?

Yes, it’s essential to provide a reason for rejecting a quotation. It helps the vendor understand why their proposal was not accepted and how they can improve for future opportunities.

How should the tone of a decline quotation email be?

The tone of the email should be professional and polite. Companies should maintain a friendly tone and show appreciation for the vendor’s time and effort, while also explaining why the proposal was not accepted.

Can a decline quotation email damage business relationships?

A decline quotation email, when done professionally and respectfully, does not damage business relationships. Companies should maintain open communication and express the possibility of future collaborations.

Is it necessary to respond to a decline quotation email?

It’s courteous to respond to a decline quotation email, even if it’s to express disappointment. It helps the company maintain cordial relationships with suppliers and vendors.

How soon should a company send a decline quotation email?

A company should send a decline quotation email as soon as possible after reviewing the proposal. Prompt communication helps the vendor avoid delays and move on to other opportunities.

Can a company negotiate terms after sending a decline quotation email?

Yes, a company can negotiate terms with a vendor, even after sending a decline quotation email. If the company later finds out that the vendor is the best fit or if the vendor reduces their price, negotiations can be reopened.

Thanks for dropping by!

We hope this example of a decline quotation email has been useful to you in your business dealings. Remember, it’s important to be respectful and polite when declining an offer. Don’t burn bridges! Instead, give a well-thought-out reason for why you are unable to accept, and show appreciation for the opportunity. Thank you for taking the time to read this article, and feel free to visit us again for more helpful tips and advice. Good luck with your negotiations!