The Decline Proposal Letter is a crucial business communication tool used in the Austrian business environment when an organization needs to formally reject a proposal or offer. This document type must comply with Austrian civil law requirements, particularly the ABGB (Austrian Civil Code) and UGB (Enterprise Code) provisions regarding business communications and contract formation. The letter should be used when a definitive decision has been made to decline a formal business proposal, and it typically includes reference to the original proposal, a clear declination statement, and a professional explanation. The Decline Proposal Letter serves multiple purposes: it provides legal certainty regarding the rejection of the proposal, maintains professional relationships, and ensures clear communication while protecting both parties' interests under Austrian law. The document may be used in various contexts, from declining service proposals to rejecting investment opportunities, and should always maintain a professional, courteous tone while being unambiguous about the declining party's position.
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Key Requirements PROMPT example:
Decline Proposal Letter
"I need a Decline Proposal Letter in Austrian German to reject a software development proposal from TechSolutions GmbH received on January 15, 2025, ensuring we maintain a positive relationship for future opportunities while clearly explaining that the current proposal exceeds our budget constraints."
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1. Recipient Details: Full name, title, company name, and address of the recipient
2. Reference Line: Clear reference to the original proposal, including date received and any reference numbers
3. Acknowledgment: Brief acknowledgment of receiving the proposal and appreciation for their time and interest
4. Declination Statement: Clear and direct statement of declining the proposal
5. Brief Explanation: Concise, professional explanation for the declination, without going into unnecessary detail
6. Professional Closing: Courteous closing statement and signature block with sender's details
1. Specific Feedback: When appropriate and requested, provide constructive feedback about why the proposal wasn't accepted
2. Future Opportunities: Include when you want to maintain a relationship for potential future business
3. Alternative Suggestions: When there are other possible opportunities or alternatives that might be more suitable
4. Return of Materials: Include if there are any physical materials or confidential documents that need to be returned
1. Original Proposal Summary: Optional attachment summarizing key points of the original proposal being declined, used in cases of complex proposals
2. Return Materials List: If applicable, a list of materials or documents being returned to the proposer
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Relevant Teams
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Operations Director
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Commercial Manager
Administrative Manager
Relationship Manager
Bid Manager
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