How to decline a quote politely and clearly
You asked three businesses to quote and you'll only hire one. The other two spent time measuring, pricing and writing — a two-line reply lets them plan their diary and keeps the door open for next time. Here is when a reply matters, what to say in the common situations, and what changes if you have already signed.
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- 1Accept your chosen quote firstMake sure the job is confirmed with the business you picked before you turn the others down.
- 2Reply to each quote emailAnswer in the thread the quote came in, or click Decline if it arrived as an online quote.
- 3Keep the quotes on fileThey are useful for comparing the final invoice, and for the next job.
Updated 27 October 2026 · Written by Joe Farwick, who runs this site
Do you have to reply at all?
Legally, usually not. An unaccepted quote is an offer, and nothing is agreed until you accept it. Most quotes also say how long they are valid, and after that date the business doesn't have to stick to the price anyway. Staying silent generally doesn't commit you to anything.
Practically, a reply is worth the minute it takes. Small businesses often pencil in a slot or hold a material price while they wait for your answer, and a clear “no” lets them release it. If you live in a small town or need the same trade again, it also keeps the relationship intact.
What makes a good decline
Short: two or three sentences. Thank them, say you won't go ahead, sign off.
Specific: name the quote number or the job, so it can't be mistaken for a reply to a different quote.
Final — or clearly not: “We won't be going ahead” closes it. “Not this year” invites a new quote later. Choose one.
Examples you can copy
You chose someone else: “Hi Sam, thank you for quote Q-2026-114 and for coming out to look at the roof. We've decided to go with another quote for this job. We appreciated how detailed yours was and may be in touch for future work. Best regards, Maria.”
It's over budget: “Hi Sam, thanks for the quote for the rear roof. The price is more than we can spend on this right now, so we won't be going ahead. Thank you for your time.” If you'd consider a smaller job, say so instead: “Could you quote for the rear slope only?” — that asks for a new quote rather than haggling over this one.
You're postponing: “Hi Sam, thank you for the quote. We've decided to put the project off until next spring. We'll contact you then for an updated price.”
The quote came through a link from quoting software: open it and use the Decline button. Xero, for example, sends customers a link where they can accept or decline the quote, and the business is notified either way. If you want to give a reason, add a short email with one of the lines above.
Should you say why?
You don't have to. A short honest reason — price, timing, you found someone who can start sooner — helps a business improve its quotes and is usually appreciated. Keep it general: there is no need to forward a competitor's quote, which contains their pricing and your address.
If price was the only issue and you would genuinely hire them at a lower figure, it is fair to say so once: “Your quote was our preferred one, but it is $900 above another. If you're able to revise it, we'd consider it.” Then compare the revised quote on the same scope as the others.
If you've already accepted or signed
Once a quote is accepted, turning it down is no longer declining an offer — it is cancelling a contract. Whether you can do that without paying depends on where and how you agreed and on the contract's terms. Some sales have a cooling-off period, for example contracts agreed at home or online in many countries. Outside those rules, Citizens Advice points out that a trader may ask for a cancellation fee or for the profit they lose when you cancel.
Write as soon as you know, refer to the quote and the date you accepted, and ask the business to confirm the cancellation and any amount they say is due. Our guide to whether a signed quote is binding covers the cooling-off rules in more detail.
Declining a quote: questions
- How do I tell a contractor I'm not using them?
- Reply to their quote email: thank them, say you've decided to go with another quote, and sign off. Two sentences are enough.
- Can I decline part of a quote and accept the rest?
- Ask for a revised quote that covers only the part you want, then accept that. Accepting with parts crossed out isn't a clean acceptance.
- Is it rude not to reply?
- It isn't a legal problem, but many businesses hold time or prices while they wait. A short reply is the courteous option.
- Does declining a quote cost anything here?
- No. Declining is just an email or a click, and nothing on this site is needed for it. The signer is only for the quote you do accept. Trying it costs nothing; a signed download needs a plan (€2.99 monthly or €24.99 yearly) that you can stop at any time, with access lasting until the paid period is over.
Choose the PDF the contractor sent, put your signature and the date on the acceptance line, and download the signed copy to reply with.
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Declining in three steps
Do it soon after you've decided — ideally the same day you accept the winning quote.
- 1
Accept your chosen quote first
Make sure the job is confirmed with the business you picked before you turn the others down.
- 2
Reply to each quote email
Answer in the thread the quote came in, or click Decline if it arrived as an online quote.
- 3
Keep the quotes on file
They are useful for comparing the final invoice, and for the next job.
Found the right quote?
Open it above, sign the acceptance line and send it back.
Sign the winning quote