Vendor Rejection Email
GmailFormal ToneTone Shift
Before (Original)
Hey, thanks for sending that over. We looked at the proposal and I think right now it's just not really the right fit for us, but maybe in the future things could be different. We'll keep your info on file.
After (TextGlow Rewrite)Formal
Dear Margot, thank you for the detailed proposal and the time you invested in presenting to our team. After careful review, we've decided to move forward with another vendor whose solution more closely matches our current infrastructure. We genuinely appreciate your effort and will keep Vantage on our shortlist for future initiatives.
What Changed
- 1Replaced casual opener ("Hey") with an appropriate formal greeting for a business relationship
- 2Gave a clear, specific reason for the rejection without being harsh
- 3Closed with a genuine-sounding compliment that leaves the relationship intact
Why Formal tone works here
Formal tone in rejections signals that the decision was considered seriously — it's a form of respect that preserves goodwill.
About Formal Tone
Structured and precise, appropriate for legal, academic, or high-stakes professional contexts.
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