A kinder way to say “I'm declining your vendor proposal”
Why it can fall flat
“I'm declining your vendor proposal”
The vendor is likely to hear it as cold and final, with nothing they can take away from the exchange. You probably want a clear no with thanks and no long justification.
Say this instead
- 01
Thank you for sending your proposal and for the time you put into it. After reviewing it carefully, we've decided not to go ahead.
Client · Email
Suits a first formal reply after you've given the proposal a proper look, since it is courteous and leaves no doubt.
- 02
We've decided not to move forward with your proposal. I'll keep your details on file in case our needs change, but we have no plans to revisit this at the moment.
Client · Email
Good when you might want to work with them later, and because the no comes first, keeping details on file isn't a maybe.
- 03
Hi Harper, quick update: we won't be taking the proposal forward. Thanks for walking us through it.
Client · Chat
Fits an ongoing chat thread where a long email would feel out of proportion to the relationship.
- 04
Hi Madeleine, Gareth here. We've decided not to go ahead with your proposal. Thank you for your time and effort on it.
Client · SMS
Right when the vendor usually reaches you by text and is waiting on a quick answer.
- 05
Our budget for this is committed elsewhere, so we're not able to proceed with your proposal. Thank you for putting it together.
Client · Email
Gives a short, neutral reason that softens the no, but use it only if the reason is true.
- 06
I've reviewed the vendor proposal and plan to decline it because the cost is above what we agreed. Tell me today if you'd like me to hold off.
Boss · Chat
Lets your manager object before you reply and shows your reasoning without asking permission.
- 07
I'm going to decline the vendor's proposal since it doesn't cover the reporting we need. Could you let me know if they contact you about it?
Coworker · Chat
Helps when the vendor may approach several people, so everyone gives the same answer.
- 08
Thank you for following up. Our decision is final: we won't be proceeding with the proposal, so there's no need to send further updates on it.
Client · Email
Fits a vendor who keeps chasing after a first no, because it stays polite but closes the door firmly.
Examples
Hi Valentina, Thank you for sending the proposal and for the time your team spent on it. After reviewing it, we've decided not to go ahead. We wish you all the best with your other projects. Best regards, Harry
Hi Eoin, thanks for the proposal. We've reviewed it and decided not to move forward, so please don't hold any time for us. Appreciate the effort you put in.
What to avoid
- Replying with only “we'll keep it in mind” or “maybe later” when the answer is no leaves the vendor waiting.
- Apologizing as if you did something wrong is unnecessary, since thanks is enough.
- A reason you can't stand behind, such as price, backfires if you'd decline at any price.
- Criticizing their work or their team adds sting and gains you nothing.
- Leaving the proposal unanswered in the hope they give up only prolongs the follow-ups.