The Polite Decline Offer is a essential business communication tool used when an organization or individual needs to formally decline a business proposal or offer in the Austrian business context. This document type is particularly important when maintaining professional relationships while clearly communicating a negative response to an offer. It must comply with Austrian Civil Code (ABGB) provisions regarding business communications and the principles of good faith in commercial dealings. The document typically includes acknowledgment of the original offer, a clear but tactful decline statement, and often maintains the possibility of future business relationships. It's crucial in situations where a formal record of the decline is needed, and the maintaining of professional relationships is paramount.
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Key Requirements PROMPT example:
Polite Decline Offer
"I need a Polite Decline Offer letter in response to ABC Tech's software development services proposal dated January 15, 2025, emphasizing our appreciation but explaining that we've chosen a different solution while keeping the door open for future collaborations."
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1. Recipient Details: Full name, title, company name, and address of the offer sender
2. Date and Reference: Current date and reference to the original offer (including date and any reference numbers)
3. Salutation: Professional greeting addressing the appropriate person
4. Acknowledgment: Polite acknowledgment of receiving the offer and expressing appreciation
5. Decline Statement: Clear but tactful statement declining the offer
6. Closing: Professional closing statement and signature block
1. Reason for Decline: Brief, professional explanation for declining the offer - used when providing context would be helpful for maintaining the business relationship
2. Alternative Suggestions: Proposed alternatives or future opportunities - used when there's potential for future collaboration
3. Expression of Interest in Future Opportunities: Statement indicating openness to future business - used when wanting to maintain an ongoing relationship
4. Detailed Feedback: Specific feedback on the offer - used when requested by the offering party or when it would be valuable for future interactions
1. Copy of Original Offer: If appropriate, attach the original offer for reference - particularly useful in formal business contexts
2. Supporting Documentation: Any relevant documentation supporting the reason for decline, if applicable and appropriate
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