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BUSI1.009 - Diplomatically turning down a proposal

The document provides guidance on diplomatically turning down a proposal in a business context, emphasizing the importance of professionalism and clarity in communication. It includes tips for delivering the rejection quickly and courteously, as well as key phrases to use in rejection letters. Additionally, it features exercises to practice diplomatic language and classify responses as rejections or acceptances.

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Chris Bug
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8 views3 pages

BUSI1.009 - Diplomatically turning down a proposal

The document provides guidance on diplomatically turning down a proposal in a business context, emphasizing the importance of professionalism and clarity in communication. It includes tips for delivering the rejection quickly and courteously, as well as key phrases to use in rejection letters. Additionally, it features exercises to practice diplomatic language and classify responses as rejections or acceptances.

Uploaded by

Chris Bug
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Diplomatically turning down a proposal

SKILLS

Diplomatically turning down a proposal

As in any business situation where you are going to give one of the parties some bad news, it’s a tricky issue
getting it right. We’ll be looking at how you can do this without forcing the other party to lose face. Purchasing
departments tends to be gaining power as they are ultimately the department that decides on which suppliers to
count on and will have a sample rejection letter that they use. If you are from a smaller company, you may need
to come up with your own.

Here are a few tips on how to turn down a proposal diplomatically:

First of all, use formal language in the letter or email. It’s is key that you are seen as professionals. In this same tone, you should be
thanking the company for submitting the proposal while acknowledging the time and effort that went into to putting the proposal
together. You should also be as clear as possible in giving your reasons for turning the proposal down. You may need to explain the
difference between a non­responsive proposal (didn’t comply with the requirements) and a non­responsible proposal (didn’t satisfy your
needs in the time allocation).

Video Tip: How to say NO in the workplace

Have you ever experienced the situation where saying "NO" to a work colleague has made you sound negative and unco-operative? Janet
Leung, Expert in Management and Communication, reveals how to tackle these situations, proposing several tips that will enable you to
say 'NO' while still proving to be supportive, co-operative and above all a team player in your workplace:

Key phrases

Thanks for your proposal. I’m afraid that we are currently contracted to our current supplier until June 2012.

We were pleased to receive and examine your proposal, however, ...

Thanks you for your interest in... We are afraid that...

We regret, however, that we are unable to accept your proposal at this time.

We would be interested in receiving proposals from your company in the future.

Top 5

Tips when turning down a proposal

1. Do it quickly.
2. Keep it short.
3. Be nice, but firm.
4. Remain professional.
5. Make an alternative suggestion.

Let's Talk

1. When was the last time you said no to someone? Tell your teacher about it.
2. When was the last time that you had to turn a proposal down? How did you soften the blow?
3. Have you ever been in a situation where you were rejected? How was it done?
4. Saying no is a skill we all must learn in order to keep our sanity at work. Do you agree with this?
Question 1 Fill-In-The-Gap

LOW - Read the letter and decide whether the statements below are true or false:

“We would like to thank you for taking the time to meet with us . You showed some great ideas for advertising the company , and
your presentation was wonderful . Unfortunately , our board of directors has chosen another proposal that fits our budget . However ,
please keep in touch as we might need your services in the future . Good luck on your business . ”

TRUE OR FALSE ?

The proposal was rejected . A True

The company did not like the presentation . B False

The company who presented works in accounting . C False

The main problem with the proposal was the budget . D True

There is chance the companies will work together some day . E True

Question 2 Fill-In-The-Gap

INTERMEDIATE - Fill in the blanks to make the sentences diplomatic:

I A simply do not have enough time available .

It B seems as though we cannot provide what you need .

C Perhaps it would be better if you looked for someone who is more specialized .

We are D a bit busy at the moment , but we can help you on another occasion .

E Unfortunately , the project is not something our company can handle .

It’s F kind of difficult for us to assist you now , but we will be in touch .

I am G truly sorry , but it’s impossible at the moment .

It is H almost impossible for us to take on another project , we prefer not to rush our work .

You I really haven’t given me enough notice to be able to complete your request .
Question 3 Classification

HIGH - Decide whether the phrase is a rejection or an acceptance of a proposal:

Unclassified Items Rejection

I’m not an expert with that program, but I’ve worked with
someone who is, I can give you his number.

I am currently on deadline with three other projects, and would


like to be able to focus my attention on yours.

If we could schedule it in three months, I would be happy to


support you.

After chatting with you, I am confident that we can work


together at some time in the future.

After speaking with you, we realize we lack the skills for your
project.

It seems as though your budget is quite small for our usual price.

Acceptance

Your project seems like a great challenge, and I would like to


take it on.

I would very much enjoy working with you.

This particular project is a great match with our company’s


mission.

I believe we are the best company for the job.

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