It’s always hard to tell someone “no,” especially when you want to protect an important business relationship or maintain your reputation in the local community.
But if you’re in business for long, you will find it’s very important to know how to decline a business offer and do so politely.
This can be even trickier to pull off when you need to respond to an emailed business offer you received online, where you not only have to choose the right words but also think about proper email etiquette.
The easiest way to respond to business offers through email is to use a template. This way, you don’t have to go searching for the right words every time you need to turn down a business offer. Plus you can save time and look more professional.
Here’s how to politely decline a business offer through email with 3 free templates to get you started.
Tips for Politely Declining a Business Offer
In a lot of ways, politely declining a business offer is similar to accepting a business offer. There are a few things you ought to do to help your email response comes across as polite and professional.
Be sure to follow these tips:
Send it from the right address. Make sure to use a professional email address for all your business correspondence, including business offer rejections. Check out our tips on how to create a professional email address if you need to make a new one.
Check the recipient’s address. Use the right recipient address to ensure your message gets through promptly and you don’t keep your recipient waiting. Also, be sure to compose your message with the “To” field blank to avoid accidentally sending it before you are ready.
Include your company letterhead. Sending a message on company letterhead looks polite and professional, even when you’re declining an offer of business. You can even add your letterhead to your business offer template so you’re ready for any new offers.
Use an appropriate salutation. “Dear [First Name]” or Dear [Mr. / Ms. / Mrs. Last Name]” is a much better way to open a rejection email than “To whom it may concern.” Being personable when you decline an offer is both polite and professional.
Communicate clearly and effectively. Always be clear and concise when declining a business offer. Explain your decision in a few words near the beginning of the email to make it clear to your recipient that you won’t be able to accept the offer.
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State That You Are Declining the Offer. It’s important to state clearly that you are declining the offer. A couple of polite examples include:
- “Unfortunately, I am unable to accept this offer.”
- “We regret to inform you that we cannot accept your offer.”
- “I will not be able to accept your offer at this time.”
Offer a Reason for Declining the Offer. If an offer is sincere and made in good faith, you may want to offer a brief explanation for declining it. It can be both polite and professional to explain when:
- An offer is not the right fit.
- The offer’s timing is off.
- The terms are unfavorable.
Thank Them for Their Interest. Often in business, a “no” turns out to be a “no for now.” You can maintain a positive relationship when declining a business offer just by being polite. Be sure to end your email on a positive note by saying thank you.
3 Free Templates to Use to Politely Decline a Business Offer
Declining a business offer through email is much easier when you use a template. The following templates give you a few options for declining business offers. As always, you can use them as-is by filling in the blanks or modifying them to suit your own particular business needs.
Declining a Wrong Fit Business Offer Email Template
Dear Mr. [Last Name],
Thank you for your email. We appreciate you reaching out about [briefly describe the business offer].
Unfortunately, we are unable to accept your offer to partner together. [Your Company Name] specializes in [briefly describe your business’s specialty / area of focus / scope / size / capacity]. Therefore, your proposal to [briefly describe the business offer] falls outside our [area of expertise / business capacity / etc.].
Though we are unable to move forward together on this project, I want to thank you for reaching out to [Your Company Name]. We wish you the best in all your endeavors.
Sincerely,
[Your Name]
[Your Email Signature]
Declining a Bad Timing Business Offer Email Template
Dear [First Name],
Thank you for reaching out about the possibility of [briefly describe the business offer].
While our team found this opportunity [interesting / exciting / intriguing / etc], we regret to inform you that we will not be able to take you up on the offer. [Your Company Name] [will be unable to participate due to prior commitments / is currently focused on other business priorities / will be focused on other business goals during the next quarter].
[Your Company Name] thanks you for considering us and wishes you all the success on your project. We hope to be able to collaborate with you on future projects.
Sincerely,
[Your Name]
[Your Email Signature]
Declining a Business Offer With Unfavorable Terms Email Template
Dear [First Name],
Thank you for reaching out about [briefly describe the business offer]. After a careful review by our management team, [Your Company Name] regrettably must decline your offer.
As part of your offer, you requested [briefly describe the unfavorable terms]. Unfortunately, [describe briefly why the proposed terms won’t work for your business]. Therefore, we will be unable to partner with you for this initiative.
We look forward to other opportunities where [Your Company Name] may be able to partner with [Their Company Name]. Thank you again for your consideration and best wishes on all your endeavors.
Sincerely,
[Your Name]
[Your Email Signature]
Using these tips and templates as a guide, you can politely decline business offers through email while protecting your business relationships and your reputation in your community. Best of all you won’t have to spend hours looking for the right words or remaining professional while delivering the bad news.
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How to Save Even More Time on Email
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FAQs
How do you politely decline a business offer template? ›
State That You Are Declining the Offer.
A couple of polite examples include: “Unfortunately, I am unable to accept this offer.” “We regret to inform you that we cannot accept your offer.” “I will not be able to accept your offer at this time.”
- It's very kind of you, but… Say this to show you appreciate the offer. ...
- I appreciate the offer, but … ...
- It's very tempting, but … ...
- I really shouldn't. ...
- I can't this time. ...
- It's a great offer, but … ...
- Actually, I think I'm going to pass on it, if you don't mind. ...
- Let me sleep on it.
- I'm sorry, but we had to refuse your request to move to another department.
- I'm sorry but I can't help you, I have something planned out for tomorrow.
- No, I'm afraid I can't do that for you. ...
- As I said, I'm afraid I can't help you at the moment.
- Thank them for their proposal. Start the letter by addressing the vendor politely, either by name or greeting their business as a whole. ...
- Clearly reject their offer. Clearly reject their proposal in a concise way. ...
- Provide your reasoning. ...
- Close the letter professionally.
Dear [Manager's Name], Thank you for our discussion last week about [details of counteroffer]. After careful consideration, I have decided to accept an offer from another company. I have greatly enjoyed my time at [Company Name] and wish you all the best in the future.
How do you say no professionally to an offer? ›- Don't procrastinate when getting back. Once you've decided to decline a job offer, don't delay writing back to the employer. ...
- Keep your email simple and to the point. ...
- Express your appreciation for the offer. ...
- Provide a reason but don't be specific. ...
- Consider offering to stay in touch.
“Unfortunately, I have decided not to accept the position, as it isn't a good fit for me at this time.” “While this position seems like a great opportunity, I've decided that now is not the best time to leave my current position.”
How do you say no to a customer template? ›Hi [name], Thank you so much for taking the time to reach out to me and for your interest in our business. We really appreciate you putting your trust in our services. Unfortunately, at this time, we are not able to fulfil your request for you [insert reason: time restraints, not a good fit for the firm, etc].
How do you say no politely in business? ›- I appreciate the offer/invite, but I can't commit.
- I'm honored by the offer/invites, but can't.
- I'm flattered you considered me, but unfortunately I'll have to pass this time.
- I appreciate the offer/invite, but I am completely booked.
- Thank you for thinking of me, but I can't.
- Keep it simple. Remember, you do not owe anyone an explanation, just tell them you are not interested and move on. ...
- Be as clear as possible. ...
- Go with the golden rule. ...
- Offer friendship. ...
- Don't take back your rejection.
How do you reject a proposal without being rude? ›
- Acknowledge. Always start by acknowledging the effort put into drafting the quote/proposal for you. ...
- Rationalise your rejection with diplomacy. ...
- Step 3: Add a simple apology. ...
- Step 4: End on a positive note.
- It may feel awkward, but do not delay.
- Sincerely thank them for their time.
- Tell them why you are turning down the offer.
- Keep in touch.
- Thank you for extending the invitation to me, but I'm not available that day. I'm really busy with work. Can we have a meeting later this week?
- Sorry, I appreciate the invitation, but I won't be able to go. I have a big project that I have to complete.
Simply say, 'Thank you so much. I need to check my calendar and get back to you. ' Or, you can say, 'It sounds like it's going to be a wonderful party but unfortunately I have already committed to other plans. ' Beyond that, it is not necessary to make an excuse.”
How do you counter offer professionally? ›- Ask for time to make your decision. ...
- Conduct research on industry compensation. ...
- Assess your qualifications and experience. ...
- Review and evaluate the initial offer. ...
- Determine your counteroffer value. ...
- Submit your counteroffer.
- Speak to your manager and check out the terms of the offer. ...
- Compare the offer with your new job offer. ...
- Speak to your Recruitment Consultant. ...
- Revisit your reasons for leaving. ...
- Listen to your inner voice. ...
- Make your Decision.
Send the recruiter an email thanking them for the job offer and ask if they mind if you take two to three days to consider. Give them a specific day that you will get back to them. Take this time to weigh the pros and cons of the job offer and decide how you'll phrase your counteroffer.
How I confidently say no professionally? ›The best way to say "no" at work is to keep things simple. Although some people consider "no" to be a complete sentence, it can be seen as rude. There's no reason to justify yourself, but I do recommend giving a brief, clear explanation (one to two sentences suffices). By doing that, you're being respectful.
How do you say no in a sophisticated way? ›Saying “No” to an Invitation or Offer
I appreciate the invitation, but I am completely booked. Thanks for thinking of me, but I can't. Regrettably, I'm not able to. You're so kind to think of me, but I can't.
- Say it Straight. If you want to be taken seriously by the organisation, it is best to be honest. ...
- Buy Time. Try to buy time in order to accommodate the new task. ...
- Watch your Body Language. ...
- Try the 'Sandwich Method' ...
- Be Ready with Explanations.
How do you say no in a business negotiation? ›
You might say something like: I appreciate the movement you've made. You're clearly trying to work with us. Unfortunately, that solution doesn't work for us. If you've used Tactical Empathy appropriately, you will rarely have to go on to the fourth and final phase.
What are three expressions to refuse reject an offer? ›- No, thanks.
- No, I really won't, thank you.
- Not for me thanks.
- No, thanks. I'm not hungry.
- Thank you, but I'm on a diet.
- That's very kind. Unfortunately, I'd like to, but…
I must respectfully decline the invitation.
How do you say no to a customer asking for a discount template? ›If you absolutely have to reply negatively to the customer's request for a discount, do so politely. Say you're sorry, but that the price you offered them is the best value package. Stand your ground without getting defensive or forceful, even if the customer insists.
How do you say out of scope politely? ›Try phrasing your response like this: "I'd love to be able to assist you with this task. However, our supervisor originally assigned this task to you, and the task isn't within the scope of my responsibilities. I'm going to politely decline, and I recommend speaking to management to find a solution."
How do you say no politely but firmly? ›- Sadly, I have something else going on.
- I have another commitment.
- I wish I were able to.
- I'm afraid I can't.
- I don't have the bandwidth for that right now.
- I'm honored you asked me, but I simply can't.
- Thanks for thinking of me. ...
- I'm sorry, I'm not able to fit this in.
- Make sure you want to decline the job offer. ...
- Show appreciation and gratitude. ...
- Keep the networking door open. ...
- Explain your decision. ...
- If the offer doesn't help you achieve your career goals. ...
- If you're interested in the company — but not the role. ...
- If you've accepted a better job offer.
- A genuine thank you to the hiring team.
- Your statement that you've declined the offer (and a reason, if you have a professional one you want to share)
- A further thank you and/or desire to connect or stay in touch.
- Avoid Procrastination in Your Response.
- Start With a “Thank You”
- Keep your email Concise and to the point.
- Provide a Recommendation.
- Express your appreciation for the offer.
- Provide a reason but don't be specific.
- Stay in touch.
“After much deliberation, I will not be accepting the job offer, as it is not the right fit for my long-term career goals.” “After much consideration, I have decided to pursue another role that will offer me more opportunities to pursue my interests in [insert interest] and [insert interest].”
How to turn down a job offer but keep the door open template? ›
Unfortunately, I am unable to accept the offer at this time as I have just accepted another offer. Again, I want to thank you for the offer and for taking the time to consider me for this position. I wish you the best and sincerely hope that we can professionally cross paths again in the future.
Is it rude to say no to an offer? ›It is not rude to decline a job offer if you do it the right way. Don't take too long to let the company know your decision, and make sure to communicate the message clearly. You can politely decline the offer after showing your appreciation and explaining your decision to decline the job.
How do you say not interested in business politely? ›- I appreciate the offer/invite, but I can't commit.
- I'm honored by the offer/invites, but can't.
- I'm flattered you considered me, but unfortunately I'll have to pass this time.
- I appreciate the offer/invite, but I am completely booked.
- Thank you for thinking of me, but I can't.