Regret Letter For Quotation Template for Germany

The Regret Letter For Quotation is a crucial business document used in German commercial transactions when a company needs to formally decline a quotation received from a supplier or vendor. It serves as an official response under German law, particularly adhering to the German Civil Code (BGB) and Commercial Code (HGB) requirements for business communications. This document is typically used following a formal procurement process where multiple quotations have been received and evaluated, and a decision has been made not to proceed with a particular vendor's offer. The letter must balance professional courtesy with clear communication of the decision, while maintaining good business relationships and protecting against potential legal issues. It should include reference to the original quotation, date of receipt, and any relevant reference numbers, while following German business correspondence formatting standards.

1. Letterhead and Date: Company letterhead with full contact details and current date in German format

2. Recipient Details: Full name, title, company name, and address of the recipient

3. Reference Line: Reference to the original quotation including date and any reference numbers

4. Salutation: Formal greeting using proper title and name

5. Acknowledgment: Thank the recipient for their quotation and time

6. Decision Communication: Clear but polite statement that the quotation will not be accepted

7. Professional Closing: Formal closing phrase and signature block with full details of the sender