When a buyer rejects a quotation or other offers, he or she should write and thank the seller for their offer and explain the reasons for rejecting the quote. A quotation rejection letter is a business letter that is used to notify a vendor or supplier that had previously submitted a quotation that you have decided not to accept the quotation.
Whatever the reason why a quotation was not accepted, you need to send a rejection letter to the suppl. Not only because it is considered a gesture of good faith, but to maintain a good relationship with the supplier.
This is very important especially if you think that in the future you can continue to have business relationships with the supplier or seller.
The quotation rejection letter should cover the following. It should:
- Thank the seller for their offer
- Express regret for the inability to accept
- State reasons for the rejection
- Make a counter-offer if necessary
- Suggest that there may be other opportunities to do business together in the future
Sample Quotation Rejection Letter
31st July 2017
Dear John Smith,
We were pleased to receive and examine your quotation submitted on 10th July 2017. Thank you for your interest in the supplying of the straw boards needed in our company.
We regret, however, that we are unable to accept your quotation. This is because your prices are very much higher than the straw-boards we paid for three months ago and they are of the same quality. We regret not being able to give you an immediate order. We shall seek quotations from other dealers. After the contract expires, however, we will be pleased to discuss the possibility of doing business in the future.
Thanks again for your quotation. We do appreciate your time and effort and wish you the best in the future.
Best Regards,
Thomas V.
