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The Regret Letter For Quotation is an essential business document used when an organization needs to formally decline a quotation or proposal received from a supplier, vendor, or service provider. This document type is particularly important in the Belgian business context, where clear communication and transparency in commercial transactions are required by law. The letter serves multiple purposes: it provides formal notification of the decision, maintains professional relationships, and ensures compliance with Belgian commercial law and EU regulations regarding fair business practices. The document typically includes acknowledgment of the quotation, the decision outcome, a brief explanation, and professional closure. It's crucial in maintaining proper documentation of procurement decisions and can be particularly important in regulated industries or when dealing with public sector contracts where specific requirements for rejection notifications may exist.

1. Letterhead and Date: Company letterhead with full contact details and current date

2. Recipient Details: Full name, title, company name, and address of the quotation provider

3. Reference Line: Clear reference to the quotation received, including date and reference number

4. Subject Line: Clear indication that this is regarding the quotation received

5. Acknowledgment: Thank the provider for their time and effort in preparing the quotation

6. Decision Communication: Clear and professional statement that the quotation was not successful

7. Basic Reasoning: Brief, general explanation for the decision without going into specific details

8. Professional Closure: Courteous closing statement maintaining future business possibilities

9. Signature Block: Name, title, and contact information of the authorized representative