How to say “this is too expensive” professionally
Why it can fall flat
“this is too expensive”
Hearing “this is too expensive” can make the other person feel their work or judgment is being criticized, so the conversation tends to stall. What you probably need is a cheaper option, a smaller scope or a better deal.
Say this instead
- 01
Before I reply to the supplier, can we talk about the quote? It's higher than the budget we set, so I'd like to ask for a cheaper option. Do you have 10 minutes today?
Boss · Chat
Use it when you need your boss's view before pushing back on a quote, since it shows you already have a next step.
- 02
Thanks for sending your terms. The fee is above what we can approve for this role. Could you offer a lower rate if we hire for more than one role this year, or let us pay part of it after the new hire's probation ends?
Recruiter / HR · Email
An agency fee that is out of range fits here, because the message asks for specific changes instead of just saying no.
- 03
This is more than we can spend on it right now. Can you put together two cheaper options, with rough costs, by Thursday?
Someone you manage · Chat
A team member who proposed something costly gets a clear answer, with a limit, a task and a deadline.
- 04
Thanks for the invitation to the on-site workshop. Travel would add costs that aren't in our agreed budget. Would you be open to running it by video, or shall I send a revised quote that includes travel?
Client · Email
Clients asking for something that adds costs on your side get two clear ways forward with this one.
- 05
The annual plan for that tool looks pricey for how often we'd use it. Could we check if the basic plan covers what we need before we ask for approval?
Coworker · Chat
Peer talks about a purchase suit this wording, since it questions the price without dismissing the idea.
- 06
Express delivery would add quite a lot to the cost. Standard delivery is cheaper and takes a few days longer. Shall I go with that?
Customer · SMS
When a customer asks for a pricey extra, this explains the cost gap and offers a cheaper default.
Examples
Hi Hassan, Thank you for the quote for 500 brochures. The total is above what we can approve at the moment. Could you send an itemized breakdown so we can see where the cost comes from? I'd also like to know whether lighter paper or fewer pages would bring it down. Best regards, Kavya
Hi Marco, the venue quote is higher than we planned. Could we jump on a 15-minute call tomorrow to see what we can cut or reduce without losing the main sessions?
What to avoid
- Saying the price is too high and then stopping leaves the other person stuck, so add a next step such as a breakdown, a smaller scope or a call.
- Hinting that the other side is greedy or that their work isn't worth the money will sour the conversation fast.
- Quoting a competitor's price is risky unless you have a real quote in hand.
- A budget figure you aren't sure you can approve may come back to haunt you, so keep it out of the message.
- If you're annoyed, wait before sending, then reread it to check that it asks for something specific.