Why commercial offer refuse?
Usually, a business offer is the first stage of negotiations: the client has not yet decided with whom he will work, suppliers or contractors waiting for his decision and trying to draw attention to himself. Commercial offers sent tens is an opportunity to show yourself in the best light, to describe all the possibilities and create a potential partner a good impression. Once the decision is made, all bids received go to the folder with promising contacts in case you have to change the artist - and in this situation it is important to properly prepare a letter of rejection, retaining for himself the possibility of re-treatment.
The ethics of refusal
In the rejection letter it is important to show respect for the other person - his offer was worthy, he took the time to discuss details, though not leading to the conclusion of the contract, and expects you to decisions, even if negative.
Refusal is issued on the letterhead of the company in electronic or paper form, depending on the situation. Standards of business communication require designated topic of the letter was neutral, without a negative - suited phrase "Response to your offer", "On cooperation", "work". Choose the topic that the recipient has used in his letter. To use for emails auto-answer topics, for example, RE: Commercial offer", it is undesirable, to avoid any feeling of neglect to the destination.
Nothing new in the appeal to the interlocutor for this kind of emails please use first name, if known, with the addition of the word "Dear". At the end of treatment is an exclamation point or a comma, depending on specific to your company design standards letters. Another important element of the written refusal to the proposal, which was sent to you and that, actually, you say no. The link better to insert at the beginning of the letter, immediately after the call - "In response to your request from 6.08.12...", "For proposal of 9 may...".
Definitely need to Express the regret of failure. If the letter with the proposal attached documents or informational materials that indicate that you received them and tried them - for example, "Thank you for a detailed presentation, our specialists got acquainted with the information provided, but, unfortunately, we are forced to cancel your services". Do not forget to specify the cause of failure, if you are authorized to do it - for example, if an offer does not meet the conditions of the tender. The choice of more lucrative offers as the reason for the failure is traditionally not made public.
Advice 2: How to write a correct failure
A letter of rejection is a very specific part of business correspondence. It should be a negative response to a request from a customer or a partner's offer. With the recipient of the letter, it is important to maintain good relations. To explicitly Express their position, but not to offend the recipient and to leave a favorable impression, follow the basic rules of writing for the refusal.
You will need
- - official form of the organization;
Make a draft of the letter. Do not neglect this stage of preparation of the document. It will allow you to put your ideas in order and to choose the most correct phrase.
Start the text with traditional appeals to the recipient: "Dear Ivan Ivanovich!" or "Dear Mr. DOE!". Do not use other language, because the written waiver of a formal nature.
In the upper left corner, specify the addressee of the letter: company name, position, surname, initials of the employee or the surname and initials of the individual. Information about your company will be presented on the official form in the upper right corner.
Write the main part of the document. First, repeat the request or offer. Of course, no need to completely rewrite the text of the document. Quite a few words to Express its essence, using the traditional speed business communication: "In accordance with your request for a copy of the order ..." or "In response to your request to extend the period of preferential crediting to announce...".
Then list the reasons for the refusal. The explanation for the negative response should be brief, logical, solid indeed, but not sharp in shape. Do not misrepresent the situation, do not bring non-existent facts and implausible arguments. Possibly confirm their words with references to laws and regulations. But do not go to extremes. Overloading the letter with lengthy explanations and wordy apology, you run the risk of even more angering the recipient.
The final part of the letter begin with a standard language that allows you to remain polite but firm in his decision: "in view of the above facts, we, unfortunately, have to refuse to cooperate with your company" or "we regret to inform about the impossibility of further extending lines of credit".
Try to soften the refusal. With this purpose, inform the addressee about other partnership opportunities, about new services of your company that he can use on concessional terms, to be refiled its request after a certain time, etc. All information must be completely reliable and relevant.
Re-read the draft letter. Fix the errors, make the necessary additions and amendments. Print the waiver on the official letterhead of the organization, sign at the head and send it to the recipient.