Writing a rejection of an offer – noteworthy
Formulating a rejection is helpful and useful, because providers expect feedback on their offer, whether it is a rejection or an acceptance.
In the case of standard formulations, those responsible use ready-made texts that they send to the respective provider. A reason for the cancellation is missing in this letter. Standard letters are therefore unsuitable.
Information about the cancellation is important for providers. You know why and you get the chance to build a future offering differently. Provide the relevant person with information that led to the rejection of the offer.
Send the rejection in writing. Use the mail or write an e-mail with confirmation of reading. If you cancel by phone, write down the date and the course of the conversation.
What impression do you leave on the provider? Formulate your refusal in a friendly manner and remain objective. Include the service provider or applicant in your letter and comment on their offer. This takes time and helps you and your counterpart. At this point, you will once again deal intensively with the offer.
Structure of a rejection
If you turn down an offer, you should write the rejection letter politely but firmly. Proceed as follows when formulating:
- Label the company sheet correctly. Set up your company sheet with the address of the service provider. The date refers to the rejection letter.
- insert subject. The recipient of the letter wants to know what it is about. Use a subject that accurately describes the offer. Write that you are rejecting (“Rejection of your offer from … “).
- Write to the seller with their full name. Always address the provider by their full name. In this way, he knows that you are dealing with his offer and that it is not a blanket refusal to many providers (“Dear Sir/Madam …” instead of “Dear Sir or Madam”).
- Thank you for the offer. Thank you for the offer and show interest. But don’t let it sound like you might still accept it. Your wording refers to a refusal and excludes an acceptance (“Thank you for your interesting/extensive/informative offer. After careful consideration…”).
- Express regret and give reason. Express your regret to the provider and write a reason for the rejection (“Unfortunately, we cannot consider your offer because we decided on a cheaper offer or because you did not meet the quality requirements.”). Remember that providing a specific reason may also result in a new offer. If you want to exclude this, write that you have decided on another offer.
- Indicate a later commitment. If you would like to make a commitment at a later date, express this (“We would be happy to come back to your offer in …”).
- return sample. Mention when you received samples and what happens to them (“We will send you the samples back by post”).
- Best wishes to the seller. Thank you again for the offer and wish the customer or applicant all the best for the rest of their life (“We wish you maximum success and all the best for the rest of your life”).
- End the letter with a courtesy formula. Close the letter with a courtesy phrase (“Sincerely” or “Best regards”). If you want to get closer to the service provider, end your letter with “Best regards”, “Sincerely” or “Best regards”. Avoid phrases like “Sincerely” or “With respect”.
- sign rejection. Sign the rejection personally and do not use a scanned signature. This creates proximity to the applicant.
- dictate rejection letters. If necessary, dictate the rejection letter from your secretary. Here, too, you sign personally.
Rejections and acceptances are part of the everyday life of a company. You will receive offers from service providers and applicants. Remain objective when formulating the rejection and send back portfolios from applicants and samples from service providers. Use a letter or email for your rejection letter. Do not use empty phrases, but formulate them in a friendly, short and clear way. For a later acceptance, ask the recipient whether you keep the offer.
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