When a buyer rejects a quotation or other offers, he should write and thank the seller for their offer and explain the reasons for rejection. Not doing so shows a lack of courtesy. The letter of rejection 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
25th February, 2010
Dear John Smith,
I was 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.
I regret, however, that we are unable to accept your quotation. This is because your prices are very much higher than the straw-boards I have previously paid and of the same quality. I regret not being able to give you an immediate order. I 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. I do appreciate your time and effort and wish you the best in the future.