Politely Decline a Sales Offer Template in 2022

No one wants to be forced into having to say “no” on a call or, god forbid, in person, everyone knows how intimidating it can be. Rejecting the sales pitches through an email is the best. The sheer volume is one of the key arguments in support of doing this. Giving each sales pitch that much time would be both impractical and impossible. And also through email, the relationship between firms can stay professional which won’t be achievable over a call.

If you’re gearing up to write the email where you can politely say no to a sales offer then this article will guide you in your pursuit.

Subjects for “Politely Decline a Sales Offer Email”

You wouldn’t want your email to get ignored and believe us it will get if you send it without a proper subject. Make sure that your email has a subject that is too catchy, short and unique. The reader will directly delete that email if there is no subject or it will go to spam. If you don’t know what to write in the subject section of your email then you can go ahead and use one of the following:

  • Thank you for the opportunity
  • Won’t be able to accept it this time
  • Have to go another way
  • Thank you for thinking of me.
  • Sounds like a great project/event/idea, but this is not for us.
  • Sorry, I don’t have enough time on my plate
  • “Sadly” or “unfortunately”

1. Politely Decline a Business Offer

Dear {Name},

Thank you for your recent business proposal. I'm contacting you to let you know that we have decided against progressing with your submission on this occasion. However, I wanted to write to you and explain why personally.

{Insert reason}.

We understand that this news will be disappointing, but I wanted to express how impressed we were with your proposal. I can assure you that I will contact you with details of future opportunities. All of us on the panel would encourage you to submit future proposals.

If you would like more detailed feedback, please get in touch with me, and I will be happy to provide it.

Yours Sincerely,
{Sender Details}

2. Politely Sales Offer

Dear {Name},

Thanks for your latest sales proposal. I appreciate the time you've taken to personalize it for our business. Still, it's not something we're interested in taking forward at this stage. 

If our plans change, I'll be in touch.

In the meanwhile, I would request that you don't contact me via email and politely ask that you remove me from your mailing list.

Yours Sincerely,
{Sender Details}

3. Best Email to Decline a Sales Offer

Dear {Name},

I am writing to thank you for your email and to inform you that we gave our careful consideration to your proposal. Unfortunately, we have to turn down the sales offer.

We want you to know that it does not reflect our unwillingness to work with you. Our company is moving in another direction at the moment and, therefore, cannot consider your offer. We would appreciate it if you could remove our email address from the mailing list.

Yours Sincerely,
{Sender Details}

4. Email to Politely Deline a Business Proposal

Dear {Name},

Thank you for the email regarding {product}.

Unfortunately, we are not considering {product} proposals at the moment as we already work with {similar product} and feel happy with the results we get.

Nevertheless, we find your offer appealing and would like to stay in touch for further cooperation. Please keep our company updated on other services you offer.

Yours Sincerely,
{Sender Details}

5. Decline a Sales Pitch

Dear {Name},

Thank you for your email regarding {the product being pitched}.

Unfortunately, we are not looking for {the product being pitched} in the market right now as we are already working with {another company/business you are working with} and are happy with the results.

However, we will get in touch if circumstances change and because your other services to align with our company’s interest, we would appreciate if you kept {your company} in mind for future partnerships.

Yours Sincerely,
{Sender Details}

6. Politely Decline with a Quotation

Dear {Name},

Thank you for taking the time to send us your quotation. We have received several quotes and have selected an alternative supplier whose section was significantly lower than yours. 

While you were unsuccessful on this occasion, we were impressed with your bid and encouraged you to quote again for future projects.

Yours Sincerely,
{Sender Details}

Examples of Keywords Used in Email-

  • Name – Naveen
  • Sender Details – Naveen
  • CEO Emailformatsample.com
  • Date/Time – 15 October 2021

Tips for writing “Politely Decline a Sales Offer Email

  • Say Thank you
    The sales email may not have been requested by you, but someone took the time to create it, so please thank them for their efforts.
  • Tell them Right Away
    Deliver the bad news promptly, and let them know right away if you’re not interested. The majority of readers won’t read any further, so place it at the top of your email.
  • Give a reason
    You don’t have to be specific. But you must give a succinct justification for why you’re not interested.
  • Keep it short
    Nobody loves to read long emails to find out they’ve been rejected, so keep it simple.
  • Be kind and professional
    Sales emails might be grating and intrusive, but by remaining upbeat, cordial, and formal, you’ll safeguard your reputation.


It would help if you kept in mind that your email must be in as simple language as possible. We hope that you liked these templates and found them helpful. We also hope that your Politely Decline a Sales Offer Email meets with politeness and a positive attitude. If you have any suggestions related to the same, do mention them in the comments below.


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