A Regret Letter For Quotation is an essential business communication tool used in the Maltese business environment when a company needs to formally decline a quotation or price proposal received from a vendor or service provider. This document type is particularly important in Malta's close-knit business community, where maintaining professional relationships is crucial. The letter should be drafted in accordance with Maltese commercial law and business practices, incorporating elements of EU regulations where applicable. It serves multiple purposes: formally documenting the decision, maintaining professional relationships, providing necessary feedback when appropriate, and protecting the company's interests by clearly communicating the decision without exposing it to potential legal challenges. The document is typically used following a formal quotation process when a decision has been made to proceed with an alternative vendor or not proceed with the project at all.
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1. Date and Reference Number: Current date and any relevant reference numbers from the original quotation
2. Recipient Details: Full company name, address, and contact person details
3. Subject Line: Clear reference to the specific quotation being addressed
4. Acknowledgment: Thank the recipient for their time and effort in preparing and submitting the quotation
5. Decision Communication: Clear but polite communication of the negative decision
6. Brief Explanation: A concise, professional explanation for the decision without going into excessive detail
7. Future Opportunities: Statement encouraging future participation in other opportunities
8. Closing and Signature: Professional closing, including contact details if further clarification is needed
1. Specific Feedback: When appropriate and requested, provide constructive feedback about specific aspects of the quotation that could be improved
2. Alternative Suggestions: When applicable, suggest alternative business opportunities or future tender possibilities
3. Return of Materials: If physical materials were submitted with the quotation, include information about their return
4. Confidentiality Statement: When dealing with sensitive information or in regulated industries, include a reminder about confidentiality obligations
1. Original Quotation Reference: Copy or summary of the original quotation details (if needed for reference)
2. Evaluation Criteria Summary: If appropriate and helpful, a brief summary of the key decision criteria (without detailed scoring)
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