Commercial offer, description of services and opportunities for cooperation remains a popular advertising tool when communicating with potential partners. Cooperation with one company means refusal for everyone else - and it is important to write a letter correctly so as not to lose promising contacts
Why is the offer being rejected?
As a rule, a commercial offer is the first stage of negotiations: the client has not yet decided who he will work with, suppliers or contractors are waiting for his decision and are trying to attract attention to themselves. Commercial offers are sent out in dozens - this is an opportunity to show yourself in the best light, describe all your capabilities and create a good impression on a potential partner. As soon as the decision is made, all the proposals received are sent to the folder with prospective contacts in case you have to change the contractor - and in this situation, it is important to correctly compose a letter of refusal, while retaining the possibility of repeated contact.
Ethics of refusal
In a letter with a refusal, it is important to show respect for the interlocutor - his proposal was worthy, he spent time discussing the details, albeit not crowned with the conclusion of an agreement, and expects a decision from you, even a negative one.
The refusal is made on the company's letterhead in electronic or paper form, depending on the situation. Business communication standards require that the designated subject line be neutral, without negative - the phrases “Answer to your proposal”, “About cooperation”, “About work” are suitable. Choose the subject that the addressee used in his letter. It is undesirable to use automatic response subjects for emails, for example, "RE: Commercial offer", so that there is no feeling of inattention to the addressee.
There is nothing new in addressing the interlocutor for this kind of letters - it is advisable to use the name and patronymic, if you know them, with the addition of the word "Dear". At the end of the appeal, an exclamation mark or a comma is put, depending on your company's letterforming standards. Another important element of a written refusal is a link to an offer that came to you and to which, in fact, you refuse. It is better to insert the link at the beginning of the letter, immediately after the request - "In response to your request from 08/06/12 …", "To the commercial offer from May 9 …".
It is imperative to express regret for the refusal. If documents or information materials were attached to the letter with a commercial offer, indicate that you received them and familiarized yourself with them - for example, “Thank you for a detailed presentation, our specialists have read the information provided, but, unfortunately, we are forced to refuse your services . Do not forget to indicate the reason for refusal if you are authorized to do so - for example, if the offer does not meet the terms of the tender. The choice of a more advantageous offer as a reason for refusal is traditionally not voiced.
