Request a Demo
Skip to main content
eMarketplace Help & Resource
< All Topics
Print

Declining a Quote: Process and Best Practices

Posted
Updated
ByCorexpand

Objective: Outline the process and best practices for declining a quote request on the NASPO ValuePoint platform, ensuring professional and considerate communication with buyers.

Introduction: There may be instances where declining a quote request is necessary, whether due to feasibility, capacity, or mismatched requirements. This article explains how to decline a quote professionally, maintaining good relations with potential buyers.

Guide to Declining a Quote:

  1. Evaluating the Request:
    • Carefully assess the quote request to determine if it is outside your scope of supply, beyond your current capacity, or not profitable.
    • Consider all aspects of the request before deciding to decline, ensuring that the decision is justified.
  2. Declining the Quote:
    • Navigate to the specific quote in your dashboard.
    • Use the ‘Decline Request’ button or link, typically found within the quote detail view.
  3. Providing Reason for Declination:
    • If the platform allows, provide a clear and polite explanation for the decline. This helps maintain a positive relationship with the buyer and can aid in future interactions.
    • Be concise and professional in your communication, focusing on the reasons related to business capabilities or resource limitations.
  4. Following Up:
    • After declining the quote, consider reaching out to the buyer via email or phone to discuss the decision, especially if the buyer is significant or the request was substantial.
    • Offer alternative solutions or the possibility of revisiting the request at a later date if circumstances change.
  5. Documenting the Interaction:
    • Keep records of the declined quotes and the reasons for declination for internal review and future reference.
    • Use this documentation to analyze business operations and identify potential areas for expansion or improvement.

Conclusion: Declining a quote request should be handled with care to preserve professional relationships and open future opportunities. By following these steps and communicating effectively, you can ensure that even declined interactions are conducted positively and constructively.

Table of Contents