How to Write an Email Declining a Quote
When it becomes necessary to decline a quote, it is essential to do so politely and professionally. This article provides guidance on the appropriate format and content for an email declining a quote.
Subject Line
It is important to choose a subject line that clearly communicates the purpose of the email. Consider using a subject line such as “Declining Quote for [Project/Service]” or “Regretfully Declining Quote.”
Salutation
Begin the email with a polite and professional salutation, such as “Dear [Vendor/Supplier/Name].”
Introduction
In the opening paragraph, express appreciation for the time and effort put into preparing the quote. Maintain a respectful tone throughout the email.
Decline the Quote
Clearly and succinctly state the decision to decline the quote. Provide a brief explanation for declining, while avoiding overly specific or negative reasons. For example:
“I regret to inform you that we have decided not to move forward with the quote you provided for [project/service]. After careful consideration, we have chosen to explore other options that better align with our current needs.”
Provide a Reason (Optional)
If appropriate, you may choose to provide a vague or general reason for declining the quote. However, be cautious not to share too much information or criticize the vendor/supplier. For instance:
“After reviewing our budget and considering various factors, we have decided to pursue a different approach that better fits our financial requirements.”
Express Appreciation
Acknowledge the effort invested by the vendor/supplier and express gratitude for their time and assistance. Maintain a positive and appreciative tone throughout. For example:
“We truly appreciate the effort you put into preparing the quote and your prompt attention to our requests. Thank you for your time and consideration.”
Offer Future Opportunities
End the email on a positive note by suggesting future collaboration or business opportunities. Although the quote was declined, this helps maintain a good business relationship. For instance:
“While we won’t be proceeding with this particular quote, we value our relationship and hope to explore potential future opportunities with you.”
Closing
Select an appropriate closing, such as “Sincerely” or “Best regards,” followed by your name and contact information.
Proofread and Review
Before sending the email, proofread it to ensure there are no grammar or spelling mistakes. Double-check that the tone remains polite and professional.
By following these guidelines, you can write a well-structured and polite email declining a quote. Remember to maintain a respectful tone, express appreciation, and leave the door open for future collaborations.