How to decline a supplier quotation politely
Thank the supplier, identify the quotation and say clearly that you will not proceed. Give a brief, factual reason and keep future contact conditional. After checking your records, state that no production or material purchase has been authorised and request written confirmation. Cambridge China Bridge can help communicate the decision.
Check the enquiry before sending a rejection
Identify the quotation, its date and the product concerned. Review emails, messages, purchase orders, payments and any instructions sent through your sourcing contact. Check whether samples, tooling or materials were separately approved. Use the quotation comparison guide if the decision still depends on unresolved scope differences.
Use the message below only when your records support the statement that production and material purchases were not authorised. If instructions conflict, or work was already approved, ask for a written status report and resolve that separately. For an existing order through a UK sourcing seller, see the order cancellation guide.
Send a concise rejection message
“Thank you for preparing quotation [reference] for [product]. We will not proceed with this quotation because [brief factual reason]. We appreciate your work and would welcome contact if [relevant requirement changes]. We have not authorised production or material purchases for this enquiry. Please do not start either or incur further costs for us. Please confirm in writing that neither has started and no related commitments have been made.”
Replace the placeholders and remove the invitation to future contact if it is not sincere. If sample or tooling work was separately approved, identify that scope explicitly and distinguish it from bulk production. Do not describe the whole enquiry as unauthorised when your records show otherwise.
Give feedback the supplier can use
Describe the mismatch with your requirement: the quoted packaging differs from the brief, the proposed delivery does not suit your project, or the overall cost exceeds your budget. Distinguish missing evidence from a demonstrated failure. Say that capability remains unconfirmed rather than calling the factory incapable when you have not assessed it.
Do not invent a competing price or forward another supplier’s quotation. Keep feedback about this offer and your requirements. If you would genuinely reconsider, state what needs to change and ask whether the supplier wants to submit a revised quotation. Avoid requesting more unpaid work after a final rejection.
Close the production and materials loop
Send the decision in the existing quotation thread and copy the sourcing contact who has been passing instructions to the factory. Ask them to relay it to the staff handling production and purchasing. Request an explicit acknowledgement of the quotation decision and the production and material status; do not treat silence as confirmation.
If the supplier reports that work or purchasing has started, request the activity, current status, claimed instruction and supporting records. Ask them to pause further activity while you review the discrepancy. Keep any cost discussion separate from the rejection and obtain advice before agreeing disputed charges.
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Keep a useful future contact
Record the reason for declining, the supplier’s useful capabilities, unresolved questions and its acknowledgement. Agree whether it should contact you when a relevant capability changes or wait for your next enquiry. Do not promise future orders, reserved capacity or purchases to soften the rejection.
A future enquiry should start with a fresh brief and quotation, followed by the checks appropriate to that purchase. If you want to retain the supplier as an alternative, use the second supplier qualification guide. Cambridge China Bridge can help relay the feedback and obtain a written response through its staff in China.
Frequently asked questions
How do I politely reject a supplier quotation?
Thank the supplier, identify the quotation, state that you will not proceed and give a brief factual reason. Invite future contact only if you mean it.
Should I tell a supplier its quote is too expensive?
If that is the reason, say the overall cost exceeds your budget for this requirement. Avoid unsupported comparisons or sharing another supplier’s quotation.
What if the supplier bought materials already?
Ask for the purchase status, supporting records and the instruction it relied on. Request a pause on further activity while you review the discrepancy; do not agree disputed charges without advice.
Can I keep a rejected supplier for future orders?
Yes. Record its useful capabilities and agree when to reconnect. Treat a future enquiry as a fresh purchasing decision with an updated brief, quotation and checks.