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Decline to quote letter

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Decline to quote letter
May 16, 2019 Anniversary Wishes 5 comments

Template - Rejection of Quote Letter. [This letter is to be used where a Service Provider's Quote is NOT accepted]. Letterhead of Department or Agency.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

Sunshine Corp. would like to thank you for presenting your bid in landscaping our new building on Maine Street. Your presentation was excellent. However, the board of directors has decided to accept another company's proposal. It was more to their liking, and the cost was within our company's budget. Nevertheless, we will still keep in touch for future landscaping projects. We hope that you will still submit your bid next time.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Sample letter to decline a bid in landscaping project.

Further things to consider when writing rejection letters to vendors

Rejection Letters

Rejection letters are letters written to inform people that something they have made, written, etc., has been turned down. These letters can be used, for instance, to inform people that they have not been chosen for a job or school enrollment or that a book they have written has not been chosen for publishing. Conveying rejection can be difficult because most people don't know how to say the words without hurting the recipient. Actually, in most cases, people don't write rejection letters at all. They just drop communication with the concerned person, (which is rude). Rejection letters are important because they help build trust and develop goodwill between the parties involved.

After rejection, the people affected will be frustrated no matter what. However, well-drafted rejection letters can soften the blow and encourage them to keep trying. An excellent rejection letter is brief, considerate, and to the point. Begin by thanking the recipient for trying. State your decision politely and assertively, giving reasons for it. If you are rejecting a job application, for instance, give a genuine reason for it and encourage the recipient to apply for other positions. End on a positive note and wish the recipient success.

Letters to Vendors

Letters to vendors are letters written to people or companies offering goods for sale. These letters could be written to inquire information about a product, terminate a contract with a vendor, or to inform a vendor of relocating of business. If you own a company, writing to your vendors is important as it provides you and the recipient with proof that you actually requested something or took action regarding an issue. It is also an effective way to communicate sensitive information that may not be communicated on the phone.

Letters to vendors must be written in the standard business letter format and should use an official letterhead. Start the letter with a statement that informs the recipient of the purpose of your letter. Explain the letter in details providing all the important information. For instance, if you are writing to terminate your contract with the recipient, mention the date when you want to effect the change. However, if your letter is to inform the recipient of your business relocation, you should provide the new business location and address. Be brief and use a professional tone. Finish on a positive tone and sign the letter with your full name.

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Need a sample letter to decline an offer after accepting it

decline to quote letter

No matter what type of work you do, you’ll have to deal with responding to multiple requests via email. Even if you have an assistant, on some level you still have to make the decision about whether or not to accept or turn down certain opportunities. Saying yes seems to flow easily while saying no can feel awkward. If you’re tired of wondering how to politely decline and you’re trying to come up with what to say and email back, here are some tips to do so.

1. Create a system to sort emails.

Sometimes we are presented with so many requests that we don’t know what to do with them.  It can be especially frustrating to devote time to responding when we already know it’s something that doesn’t align with our current goals or it’s simply something we don’t want to do. Our inboxes can become so inundated that we can’t keep up and we end up not taking any action at all.

If you want to respond to people and you need to say no right now, devise your own system to handle such requests. Make folders or special labels in your email and park their email request there temporarily until you are able to respond. You can set aside time to quickly answer when you finish your work. Pick a number of emails to handle daily, so you can create a routine to work more effectively.

If you want more specific guidelines, Pat Flynn of SmartPassiveIncome.com reveals how he overcame this problem with the help of an assistant after his email became majorly backlogged. They discuss processes they put into place and how they developed a system to organize what comes in according to urgency and other criteria that meets his business needs in episode number 115. This keeps them both on the same page and allows him to have a system in place when responding to his inbox.
2. Create canned responses

One of the tips that Pat mentions on the podcast that I happen to already do myself involves canned responses. This is wording you can compose and save to use over and over again when an email requires a similar response. For example, when you’ve decided to say no to a request, it can often be hard to word it. Having a general response handy can allow you to respond quickly and be straight forward in a nice manner.

Think about creating some canned responses to use when you want to decline certain types of work or when sending other information that warrants a similar response in a given situation. It can minimize the frustration in handling them and save time by avoiding having to craft a new one every time. Once created, you’ll have it ready to ship in minutes. Gmail users are able to insert canned responses right into an email so they don’t have to be stored separately. You just have to enable the feature and set it up under settings.

 

3. Tweak your responses for slightly different scenarios as you go

While certain situations can be generalized, there are times when you may have to tweak an email slightly to fit different situations. You can still use the canned response. You’ll benefit from already having some wording to hang on to when the time comes, you’ll just have to add or delete sentences as you see fit. Worded properly, this can potentially ward off future emails from repeat offenders and hopefully reduce the amount of time you have to spend going through your email. Time that can be better spent on more important aspects of your business like goal setting, acquiring new clients or setting up epayments.

 

Here are some quick and dirty samples I use to say no. Just like setting expectations for getting paid upfront, this can make things clear and perhaps set a boundary to avoid certain types of requests from repeat offenders in the future while still sounding polite. I call this the been there, done that response.

Hi [Name],


Thank you so much for thinking of me. I have explored opportunities like this in the past. It usually ends up not being a fit. For this reason, I have to say no to these types of requests.

 

Thank you again, and good luck!

 

You can vary this same script a bit if you’re saying no to a particular request but you don’t want it to hinder the person from reaching out for potential opportunities in the future. You can even gently state things you are interested in doing.

Variation

Hi [Name],

Thank you so much for thinking of me. I have explored opportunities like this in the past. It usually ends up not being a fit. For this reason, I have to say no to these types of requests but if there are ever opportunities to do [Insert what you’d like to do], feel free to reach out again.

Prioritize the time and energy you spend on email requests. Create systems to sort them. Allocate time to handle such requests and come up with canned responses when you need to say no politely. You can handle these types of emails more efficiently and spend time on more important aspects of your work.

 

 

 

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10 Useful Scripts to Politely Decline an Invitation

decline to quote letter

Accepting an invitation in English is easy. All you need to do is to let the host of the event know that you are able to attend. Sometimes, though, you might need to decline an invitation. Whether it’s because you already have another commitment or simply that you don’t want to go, you need to let the host know in a way that won’t upset him or her. It sounds tricky but it’s actually quite simple as long as you follow these guidelines.

Thank the host

Start by thanking the host for the invitation using a phrase like “Thank you so much for the invitation, I really appreciate it and it means a great deal.” It’s important to let the host know that you appreciate the invitation, even if you are going to decline it later.

Apologise for declining

You can say something like “Sorry I can’t attend” or “I’m afraid I’m not able to come.” These expressions work equally well in spoken or written English so you could use them on the phone or in an email.

Explain why you can’t attend

There are lots of reasons why you might not be able to attend an event. If have already accepted another invitation to an event at the same time, you can say “I’ve already got something on” or if you are too busy to attend, you can say “I’ve got too much on at the moment.” If you are in another city or country at the time of the event, you could say “I’m not in town on that day.”

Offer another time to meet

For informal invitations that you are unable to accept, you could offer an alternative time to meet. For example, if your friend asks you out for drink and you are unable to attend, you could say “I’m afraid I can’t make it on Friday. I’m available next week, though.” Don’t use this for formal events, though, as it would sound rude.

Send a gift or card

If you need to decline an invitation to a formal event such as a wedding, it’s polite to send a card or gift anyway. A gift with a note explaining how sorry you are that you can’t be present lets the host know that you still care about his or her special event.

Test your English level for free now! Take our 10min free EF English Live test and start the English learning challenge. 

Remember, the main thing when declining an invitation is to be polite and tactful. Even if the event isn’t important to you, the fact that you have been invited to it shows that the host would like to share the event with you. Show your respect to the host and use these simple guidelines to make sure everything goes smoothly next time you need to decline an invitation.

Post related: Inviting someone over in English

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Wil

Wil is a writer, teacher, learning technologist and keen language learner. He’s taught English in classrooms and online for nearly 10 years, trained teachers in using classroom and web technology, and written e-learning materials for several major websites. He speaks four languages and is currently looking for another one to start learning.

We must decline it because we received a more convenient offer. It's not " cannot accept" -- we could accept a higher quote if we felt like it.

How to decline an invitation in English politely

decline to quote letter

I am from the developer side, and I take care of facilities management. I just don't have time.

Honesty is almost always the best policy when dealing with other people. Declining invitations and requests is no exception to this rule. Simply let them know that your task of managing and overseeing facilities management requires 100% of your focus and commitment, and politely decline while recommending another individual.

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If the person requesting is persistent, let them know that as much as you'd like to accept their invitation, you are not comfortable committing to things that you can not actively participate in. Furthermore, inform them that your responsibilities prevent you from actively participating in most extracurricular work activities, and list examples of things you aren't able to regularly attend, such as parties, events, and such.

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Often, people managing such things work normal hours and are generally unaware of the burdens and after hours time investments jobs such as facilities management require.

See more questions like this: How do I deny a customer's request for a hotel room charge

RN supervisor always emails me asking me to fill in for a vacant shift?

I normally, always say yes, but this time, I want to tell her that she always request me to fill the shift, and other RN either say no, or she doesn't ask them

Much like you, your supervisor has a limited amount of time to accomplish a number of tasks. Most likely she asks you because you're the one most likely to say yes to her, and it makes his or her job easier. Because of this, they rely on you more than the other RN.

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Specifically, if the director were to downsize tomorrow, you would be least likely to go, because downsizing would mean even more shifts that needed to be picked up. Your supervisor already counts on you to help with that problem.

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So, rather than create a problem by expressing your anger, instead politely let your supervisor know that you are always ready to help pick up extra shifts whenever possible. Unfortunately, in this case, you're unable to pick up this shift due to personal matters that you've put off over the last 3 or 4 weeks when you've picked up other shifts.

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You can also follow up by suggesting that your supervisor pencil you in for another shift in the future, but this may lead to the cycle continuing and make it harder for you to break out. Also, start tracking the available shifts, and how many you have picked up over the course of the year. If your hospital is using an older system of handwritten shift logs, photograph them with your phone. If anyone asks, tell them you're tired of trying to always remember a changing shift, and looking at the photo just makes like so much easier.

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Then, when you have your performance review, if it's at all negative, you can point out that you've picked up a significantly larger percentage of shifts than anyone else, which is the cause for any negative evaluation You will be able to make the case that it's unfair of you to be penalized when you're literally carrying the rest of the staff in terms of picking up extra shifts.

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My organization is nonprofitable hence we ask for a donation to the organization that generates money. My organization was turned down by the same organization we asked for donation?

However, the same organization turn to us, asking for information to help them in their market research. Hence, my CEO told me not to provide them with the information. How can I say no to them in a polite manner?

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The most simple response would be to inform them that, due to budget shortfalls due to a decrease in donations, you simply lack the manpower to assist them with their market research. Follow up by informing them that once donations pick up again, you will be happy to assist them in any capacity you are able to, and let them know where donations can be made.

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However, a better solution would be for your CEO to contact their CEO, and inform them that he or she would like to strengthen the relationships between your two organizations, but that as non-profit, you simply don't have the resources to do that. Then, he could suggest that their company makes a donation, and you could, in turn, assist with the market research. The end result is that they get market research for less than they would otherwise pay, and your company receives a donation they would otherwise not have had.

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As a fringe benefit, you are strengthening ties to other businesses in the company, and thinking of creative ways to make other people feel good about donating, rather than devoting time and energy to putting up walls to companies that don't donate to you.

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How do I deny a request politely?

How do I turn down a request to increase the interest rate by my bank?

First, make sure you're talking to the manager in charge of making this decision. Sometimes you're dealing with a person who has been given instructions from their manager, or the main branch. If this is the case, you need to deal directly with the person making the decision.

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In most cases, you won't have the option to turn down your bank's request to increase an interest rate on your loan or another account that you're paying interest on.

Your only real recourse, in this case, will be to shop around with other banks and discuss your options with them (while not mentioning your real reason for switching banks). Then you can inform your main bank that you've located competitive rates elsewhere (don't tell them where), and let them know that while you value your longstanding relationship with them, it's a business decision on your part. Let them know that if they can't either keep the existing rate or match the lower rate from a competing financial institution, that you'll need to move your accounts. Thank them for their time, make sure you collect financial statements from your existing accounts and move to a new bank if that's what you need to do.

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How to decline a request in a written letter?

I want to turn down a request to host politely

To politely turn down a request, just be honest. Let the host know that you'd love to attend (even if that part isn't honest), and mention one or two things you were particularly looking forward to so that the host feels good about their event. Then, let them know why you won't be able to attend, and sincerely apologize. If it's a particularly sensitive or important relationship, suggest an alternate time, place, or event where you'd be willing and able to meet them. As an added gesture, you can also make a small gift of a bottle of wine, or some fresh fruit on the day of their event, further expressing your apologies and regret at not being able to attend.

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See more questions like this: My question I need to write this letter in polite way?

How to say NO to my colleague who is my partner in cooking?

My colleague and I are shared in cooking, but most of the time it is not possible for me to ask him to do something considering his seniority. I am thinking to do my cooking separately but I am afraid of our relations may get effected and at the same time I need to focus on some other things like calling at home and reading some books and some other things to relax myself. I would be thankful to you for your kind advice.

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Be forthright with him but politely use an excuse. Possibly tell your colleague that you are researching healthier meal options and because this is new to you, it would be better for you to experiment yourself. There is nothing wrong with asking for his help even though he has seniority because the meal preparation is not work related.

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During the conversation also mention that you need to practice stress relief exercises at home as part of your wellness overhaul. He will respect your honesty and the fact that you are trying to better yourself and your health.

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How to respond to the customer's complaints and request, so that I will not offend them, and at the same time appease them with what the Company can offer?

Hi, I am working for a food catering company. I have a client who has made a complaint after we catered to her event.

The complaints are: 1) flower arrangements not up to their expectations 2) service staff attire was untidy 3) wine openers were not provided 4) tablecloth of cocktail tables with small holes

We have offered to reimburse the purchase of the wine openers and a 0 discount off their next order. This is about 12% of the cost of the above items. 'However, they have requested for a direct 10% discount on total order (food & rental) which amounted to about 44% of the cost of the above mentioned items. Customer finds that is a reasonable amount. However, this amount is far more than what we can give, as the sale was packaged with low profit margin, and we do not get a profit from our contractors on the cost of cocktail table rental/service staff arrangement. The main bulk of the total sale comes from the food order which has received good feedback.

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I am at a fix on how to respond to the customer's request so that I will not offend them, and at the same time appease them with the discount that our company is able to offer.

Will you please help me with your kind advice.

Thank you!

Dear Customer,

We pride ourselves in running a package service for events and it is unfortunate that you have found that your recent event was not to your standards. At this time, I can only offer to reimburse the wine openers and offer a 0 discount off your next order because I was responsible for those items and the food. The initial request that you made can not be granted because you chose the lowest package deal which means that there was no profit on the linens, table and service staff. These are contracted services and if you wish to ask them for compensation, I have provided their contact information.

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Sincerely,

Your Name

Because you only do the catering and contract the rest of the services out, the business practice is that she should have to request compensation from the other contractors. If she took you to civil court, most likely the judge would tell her the same thing.

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HOW TO TURN DOWN A FORMAL APPOINTMENT?

I received a letter from my boss in which I am authorized to perform clerical duties for administrative convenience with immediate effect due to a prolonged illness of one of the members of staff. Unfortunately, some of my workmates from my department are not pleased with the development. I feel their displeasure will affect the operations at our station.

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It is not exactly a great idea to turn down the request. You can politely decline with the excuse that you are concerned that it will cause strife with fellow colleagues but honestly, the boss will not care and expect you to pitch in and cover the absence. The only good option you have would be to get together with the colleagues and work on a rotating schedule to share in the administrative duties so that everyone was participating and then propose that to your boss.

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Offer a solution instead of turning down the position due to other's feelings. This tells your boss that you are not able to resolve conflict nor are you a good leader which even a secretary should show leadership.

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How to write a letter denying warranty repairs?

A customer has sent me pictures of one of the trailers I sell and wants my approval to get repairs done at a repair shop but from the pictures he sent me you can tell he has abused his trailer and his issues are not related to manufacturing

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Explain to the customer that it is unfortunate that he needs to repair the trailer, but the damages shown in the picture are from user abuse and not a manufacturing default. He may be unhappy but that is a standard warranty almost anywhere, and if he took you to court, he would lose. Do not mention the court part in the letter but send him one stating that after the formal review of the damage, it does not fall under the manufacturer warranty.===One of our honorees has requested a discount for the table and the full page ad. We cannot afford discounts. How can I politely tell him no?=== We are having an awards celebration and our tickets are only 100.00. Our expenses are invitations, Journal, Photographer, etc. In addition, this fundraiser is for our scholarships and our programs.

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Explain to the honoree that you can not honor the discount because this is a non profit fundraising event. The table rental and full page ad go to the fundraising effort and you can't put a discount on the fundraising when every dollar counts for your scholarships and programs. The honoree should understand or they should not be an honoree.

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What could be the subject of a letter when you do not have funds to support?

What would be the subject of the letter

Dear Their Name,

Your proposal was inspiring but at this time, I do not have the funds to support your venture. I know that your proposal will be successful so keep attempting to raise the funds. If I can in the future support your effort I will let you know. I also will mention your proposal to my colleagues and business relationships so that you may gain support.

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Sincerely,

Your Name

How can I say NO to my boss, he created new setup for me only on my annual vacation?

In our company, we have two-vacation setup 26 & 22 working days in my level all team should get 22 working days, but I only have 26 working days which means that I have to work 6 days in a week! For 22 days, they are working 5 days in a week. I have sent a request to my boss that, I need to be the same as any other team to get our right for 2 days off instead of one day off, but his answer that I will create new setup for you with 24 working days which it will be one week 2 days off and the other week one day off, I don't know why he creates this new setup for me only even HR they don't recommend this new setup! Please advise me on this, how can I convince him to get my rights.

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Because you have shown this to HR and they are not backing the new proposal your only recourse is to contact local Labor Boards. They may be able to show you what is illegal about the proposal or what rights you actually do have. This way when you contact your boss and politely decline the secondary proposal you can cite actual labor laws for your region. If you are being signaled out it is because your boss feels that you are the most responsible or he is trying to oust you so tread lightly and back up your decline letter with actual laws.

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I have to write an opening paragraph for my exam, could you please check it for me?

I'm writing to you with reference to Superbuys which you refitted last February. In the past few weeks, a number of faults have appeared in the electrical circuits and the flooring with have been particularly dangerous to our customers.

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This letter is in reference to Superbuys which you refitted last February. In the past few weeks, a number of faults have appeared in the electrical circuits and the flooring which has been particularly dangerous to our customers.

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Your opening sentence was good and the only corrections were slight grammatical errors. Watch your preposition tenses and comma placement.

How to regret not attending a school function?

I am invited to attend a school prize giving day but l am busy and l want to give polite reasons for my absence

Dear (Their Name),

Thank you for the consideration of inviting me to the school function. Unfortunately, due to a conflict in schedule, I will be unable to attend. It is with the deepest regret that I will miss this important event and I wish you all the success on the day!

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Sincerely,

Your Name

I am writing on behalf of my company expressing our inability to accept nomination for an awards ceremony on account of certain procedural issues?

We have been invited for nomination for Customer Service Excellence Awards. The contact person gave us very little time for submitting our nomination for the same. Would like to send a thank you letter politely declining the offer without sounding cynical or abrupt!!!!

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In the letter, citing the reason for the procedural issue is important. Explain that your company finds the nomination a high honor but due to the procedural bylaws, you can't accept the nomination. Offer them felicitations on their upcoming event and in the closing thank them one last time for their consideration of your company nomination.

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Will you answer my question now?

I am trying to write an email response to the customer, denying his request to get a new phone

In the letter of decline, you will want to mention the reasons that you have to decline the request. Give him options of full price phones and possibly a time frame of when he will be able to receive a new phone. If your company offers any other programs or services then it may help to give him one month free of a service plan upgrade item.

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I want to deny to supply material, due to bad payment Experience and supply possible only with Letter of credit( LC) from bank?

I want to deny to supply material, due to bad payment experience and only possible supply is with Letter of credit (LC) from the bank. I have tried: My management is not ready to supply without LC. I think it was caused by: Last experience of payment was not good

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Dear Customer,

We would love to supply you with our product but at this time, we have to formally request a Letter of Credit from your banking institution. There was an issue with the previous payment and in order for us to supply you will future products, it is in everyone's interest to request the from you.

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Sincerely,

Your Name

Need to reply to my client to say sorry for delay in providing the solution?

HOW TO WRITE A REPLY MAIL TO CLIENT ON BEHALF OF MY BOSS IF THE COMMITTED ACTIVITY IS NOT DONE. I have tried: He has given all the information to us but we have not responded.. I think it was caused by: Due to other commitment with other clients, but this I cannot say to him as reason

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Dear Client,

Unfortunately, there will be a delay in your resolution request. We are working diligently on the matter now and will update you when we are finished.

Sincerely,

Your Name

Keep the letter brief. You can come up with a few questions to make it sound like waiting for an answer is the delay if you feel that there needs to be a reason for the delay.

Please can you do the correction on my sentences if there are any mistakes?

This is to inform you that the percentage which is given on the Scotsman shipment's Invoice. Please note that the Customs they have rejected the percentage which is given on the Invoice. The reason why they were said that under their rules and regulations and under WTO (World Trade Organization) rules and regulations they could not accept that huge discount unless if Supplier proof to Customs that the percentage is being given to all their Customers. We tried to explain in different ways to convince to customs on this matter. Therefore, please let us know how we can go forward with this matter.

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Dear Customer, This letter is to inform you that the percentage which is given on the Scotsman shipment's Invoice has been rejected by Customs. The reason for the refusal stated that under their rules and regulations and under WTO (World Trade Organization) rules and regulations they could not accept that huge discount unless the Supplier proved to Customs that the percentage is being given to all their Customers. We tried to explain in different ways to convince to customs on this matter. Therefore, please let us know how we can go forward with this matter. The matter of the percentage is out of our hands so let's work together to come up with an agreed upon solution.

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Sincerely,

Your Name

How do I write a letter to an attorney saying I don't feel comfortable signing the affidavit?

I have received a letter from an attorney asking me to sign an affidavit, how do I write the letter saying I'm not comfortable signing it? I want to write a letter to an attorney saying I do not feel comfortable signing an affidavit. I have tried: Dear XX,

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I received the correspondence you sent me from the claimant's attorney. However, I do not feel comfortable signing it. I think it was caused by: I was in a Car accident where I was not at fault, the other party hired a lawyer and Now they are requesting my insurance company or myself to pay for medical bills of an accident I did not cause. My insurance company just sent me 2 affidavits coming from the other party lawyer. One is asking about my financials, the other one about the kind of coverage I had, which company, the liability limits of coverage for bodily injury. I need help writing a letter saying I do not feel comfortable signing it.

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How to write a Benevolence denial letter requesting rental assistance that does not meet our rules?

This person is unemployed and facing eviction and is in arrears on their rent. Regretfully, we are unable to approve this request. This situation is completely different from what is covered in the article. It definitely does not cover Benevolence Ministries.

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Saying no to a clients request to head hunt our employee?

Hi Timbuktu. . I have been tasked with writing a rejection email to one of clients who has expressed interest in head hunting one of our employees.how can I write this politely without ruining our business relationship?the client signed a contract with us which has a non-compete clause that forbids him from hiring our employees. My situation is unique because in my case the client is actually almost in breach of our non-compete clause,,,not the employee

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Hi, we have a customer asking for 5 year extra warranty on top of their standard warranty on our products?

Hi, we have a customer who has been tweeting that their failures for our products are very high (20%) and they worry that their product will cost them too much once the standard warranty period of five years is over. We are willing to look into their failures and help in every way until warranty term but extra five years warranty does not make any sense. What is the best and polite way to decline their request? Thank you so much!! The customer has a social media presence and just a standard decline would not sit well for our customer centric organization. Also, at the same time we do not want to sever ties with customer as they potentially will be making volume purchase in future as well. I have tried: We have advised the customer that we are investigating their failures, their claim of 20% is much higher than what we would expect from our products. I think it was caused by: Possibly too many perceived failures, their fear of having to spend too much on repairs once product goes out if warranty.

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We must decline it because we received a more convenient offer. It's not " cannot accept" -- we could accept a higher quote if we felt like it.

decline to quote letter
Written by Dakazahn
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