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Politely Decline a Letter of Request Formally

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I have to decline a request for a lower cost proposal?

Basically, I provided a proposal for services and goods. The possible client wants to only pay half of what I quoted.... I have tried: The value of goods and services have been reduced to X. I think it was caused by: Their budget is incorrect

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Need to reschedule the declined meeting?

I have moved a very important meeting of SVP to next day on my boss's behalf but he wants to have this meeting today

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Need a reason to decline the business?

Management of ABC Company decided to start a Luxury housing project. Total investment for this project is 1200 million rupees. The ABC company is ready to invest 700 million rupees and find the rest of the funds through outside investments. One of the invitee is our ABC company to invest 250 million rupees in this project but the top management of ABC company has decided not to take this opportunity due to the lack of funds. . ABC company, we have to explain tactfully why we are declining to do this business with that invitee.. I have tried: Need to find a reason to reject that 250 million rupees fund. I think it was caused by: ABC Ltd. Is a reputed company in the Real Estate business. Recently, the management of the company decided to start a Luxury housing project in suburbs of Colombo. Total investment for this project is 1200 million rupees. The ABC Company is ready to invest 700 million rupees and find the rest of the funds through outside investments. Accordingly, the Company further decided to invest some other business colleagues in the industry to invest in this project.

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One of the invitees is your company to invest 250 million rupees in this project. But the top management of your company has decided not to take this opportunity due to lack of funds.

Using the guidelines in page 2, write a letter to the ABC Company to express your refusal to invest 250 million rupees in their newest luxury housing project.

Decision Not to Do Business

Guidelines to respond to a customer in case of refusal of doing business.

• Thank the reader for his or her interest in doing business with you.

E.g: (1) We appreciate your taking the time to write us about………

(2) We are pleased to learn of your interest in………

• Explain tactfully why you are declining to do business

E.g: (1) Major factors in our decision in this case are time and short deadlines. We simply cannot…….

       (2) We are concerned that we will have difficulties in……….
       (3) At this time, we are having difficulty obtaining a sufficient supply of part for our existing orders and are unable to commit to additional customers.
       (4) Delays in construction of our new manufacturing plant makes us unable to accommodate your order at the present time.

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• Suggest that it may not be in the best investment of doing business.

E.g: (1) We think that you'll have great opportunities with some other alternative at this time.

       (2) You probably are as aware as we are, if not more so, of the dangers in…..
       (3) In these matters, we would want you to be completely satisfied, and we simply cannot guarantee our services under theses circumstances.
       (4) Our long-standing policy of firm delivery dates is one reason you have purchased from us in the past. We do not want to disappoint you at this time.

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• Refer the reader to another firm that may be able to provide the product or service if you feel which is so appropriate.

E.g: (1) If you're still interested in pursuing this project, you may want to contact Belling-Well International in London.

       (2) We know that there are probably several other firms in the state that can do this sort of thing for you. Perhaps you can check the directory published each year by…….
       (3)We suggest that you call Harford Inc. at 501-925-1714 to see if they might be able to serve your needs in this station better than we could.

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• Express appreciation for the contact.

E.g: (1) Thank you for writing us.

       (2) Thank you for having your representative call on us.
       (3) We appreciate your interest in discussing the matter with us. 

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Politely Decline a Letter of Request Formally

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Categories : Writing

Recent edits by: Suman2, Alma, Anonymous

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