“I'm declining your quote”: how to say it politely

Say this instead

1. 01

   Thanks for sending over your fees for the analyst role. The rate is above our budget, so we won't be taking this further.

   Recruiter / HR · Email

   Fits a staffing agency's fee proposal, since it gives one clear reason and closes the door gently.

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2. 02

   Hi Pallavi, thanks for the quote. We're passing on it as it's outside our budget. Thanks for your time.

   Recruiter / HR · SMS

   Suits an agency chasing you by text, when you want a short, friendly no.

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3. 03

   Thanks for getting the quote together, Arin. I can't accept it at this price. Could we look at which parts might come down?

   Coworker · Chat

   Keeps the numbers open for discussion while making clear the current figure is a no.

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4. 04

   Hi Aaliyah, thanks for the estimate for the design work. I'm not able to accept it as it stands, because the total is above what my team has set aside.

   Coworker · Email

   Useful for an internal estimate from another team, where a reason needs to be on record.

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5. 05

   Thanks for chasing that supplier quote, Leo. We won't be accepting it because it's over budget. Please let them know we're not proceeding.

   Someone you manage · Chat

   Gives the person you manage a clear decision and a next step, so nothing is left hanging.

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6. 06

   Hi Sinead, thanks for forwarding the quote. I'm not able to accept it as it stands, as the price is above the project budget. Happy to talk it through if useful.

   Boss · Email

   Declines respectfully upward by stating the reason and offering to explain further.

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Examples

What to avoid

• Piling on apologies weakens the message, because a clear no is more respectful than a string of sorries.
• Saying “we'll think about it” when the answer is already no leaves the other person waiting for nothing.
• Criticizing the price or the person's work invites an argument, so stick to your budget or needs.
• A reason you can't stand behind may come back to you later, so give only one you can support.

Related phrases

• Better ways to say “you owe us money”→
• Better ways to say “is there any wiggle room”→
• A kinder way to say “we can offer you a discount”→
• “When will I be paid”: how to say it politely→
• A kinder way to say “I'll pass on the quote”→
• Alternatives to “this seems shady” at work→