The Regret Letter For Quotation is a crucial document in the business procurement process under English and Welsh law. It is typically used when an organization has received a quotation but decides not to proceed with the offer. The letter serves multiple purposes: it provides clear communication of the decision, maintains professional relationships, and helps ensure compliance with procurement regulations. The document should include reference to the original quotation, acknowledgment of the supplier's effort, a clear but tactful rejection statement, and potentially an invitation for future opportunities. In certain sectors, particularly public procurement, such formal communication is a regulatory requirement.
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1. Recipient Details: Full name, title, and address of the recipient
2. Reference Information: Quote reference number and date of original quotation
3. Acknowledgment: Thank the recipient for their interest and quote submission
4. Rejection Statement: Clear but polite statement that the quote was unsuccessful
5. Brief Explanation: General reason for non-selection (while avoiding specific comparisons)
1. Future Opportunities: Invitation to participate in future opportunities, used when maintaining ongoing business relationships
2. Feedback Offer: Offer for detailed feedback, used in formal procurement processes or when required by regulations
3. Alternative Solutions: Suggestion of alternative products/services, used when appropriate alternatives are available
1. No Schedules Required: Regret letters are usually self-contained documents without schedules or appendices
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