Sample letter rejecting a supplier’s quote

After requesting a quote from a supplier, you may find that the terms and prices are unacceptable for one reason or another. Use the following letter samples to politely reject the quote.

Sample 3 gives the option to ask for better terms, which is always worth trying if you particularly want these goods or services.

Letter rejecting a supplier’s quote – sample 1

Your business address

Supplier’s business address

Date

Dear [Name on quote]

Thank you for your quote dated [date] for [name of item or service].

I appreciate the time taken to provide such a detailed quote but as your prices are very much more expensive than others I have received for the same goods/service, I am afraid I cannot give you an order at this time.

I will of course bear your company in mind should I need other products in the future.

Yours Sincerely,

[Your name]

[Title]

Letter rejecting a supplier’s quote – sample 2

Your business address

Supplier’s business address

Date

Dear [Name on quote]

Thank you very much for taking the time to prepare such a detailed quote for [name goods or services], which I received today [date].

I very much regret that I will not be able to place an order with you as, at this time, we are working to very tight margins and unfortunately your quote does not allow us to make a profit. We have also received quotes from other companies for virtually the same item/service for a lower price.

Should we need a quote for any other goods/services you offer in the future, we will of course be in touch.

Yours Sincerely,

[Your name]

[Title]

Letter rejecting a supplier’s quote and suggesting a counter offer – sample 3

Your business address

Supplier’s business address

Date

Dear [Name on quote]

Thank you very much for taking the time to prepare such a detailed quote for [name goods or services], and providing the samples, which I received today [date].

Having examined the samples, I can fully appreciate what good quality they are, however unfortunately the price you have quoted means I would make very little, if any profit on these items.

I wonder if you would be willing to offer a discount on an initial order from me so I can test the market for these goods which would be of a higher price, but better quality, than I usually sell? I would be delighted to offer them to my customers.

I hope to hear from you soon.

Yours Sincerely,

[Your name]

[Title]