Order Refusal Letter Sample

If the seller refuses to supply the goods according to order placed by the buyer, he (seller) forwards a letter to notify the refusal which is known as order refusal letter. To clear the matter more effective we provide some order refusal letter sample.

There are many reasons for refusal such as:

  1. If the conditioned order is not acceptable to the seller
  2. If the stock is inadequate.
  3. If there is any possibility of price rise in near future.
  4. If the buyer is undesirable to the “seller
  5. If the seller has doubt on the transaction behavior of buyer.

The language of such letter must be courteous enough to refuse the buyer. There should be positive approach so that goodwill is not hampered.

Order Refusal Letter Sample -1

You have received an order for 1000 boxes of certain dry fruits at Tk. 2,000 per dozen boxes. But You cannot sell below Tk. 2,500 per dozen boxes, write, a reply to refuse the order giving proper reasons.

LOOP Food Corner
Bashundhara Main Gate, Bashundhara, Dhaka

2nd March, 04

Purchase Manager
Bread Hut
15, Gulshan, Dhaka

Sub: Refusal of order No: 2/36-A/50

Dear Sir,

Many thanks for your order No: 2/36-A/50 of Feb. 22, 04 for 1000 boxes containing dry fruits of famous brand   ‘Quicker’.  Your interest in   such goods   supplied by us   is   a   source   of great encouragement to us. However, we are very sorry, that we cannot accept your order at Tk. 2,000 per dozen boxes as our price is Tk. 2,500 per dozen boxes being competitive and lower in the market.

As you know’, such price left us with a very thin margin of profit and we always think for the Satisfaction of our customers. This, therefore, does not allow us to reduce prices any more. We shall be glad to fill up your order if you will confirm us your order within seven (7) days at Tk; 2,500 per dozen boxes.

Yours faithfully,

Sales Manager
Food corner

Order Refusal Letter Sample -2

You have received an order for 2,000 packets of Apple Juice to be supplied within two weeks. But you are not in a position to supply within such time. Reply your customer by refusing the order. (Order Refusal Letter)

Beverage Hill Co. Ltd.
Gajipur Main Road, Gajipur

10th March,04
Proctor Food Ltd.
20, Dhanmondi, Dhaka-1417.

Sub: Refusal of Order NoKV31/04

Dear Sir,

We thank for your order No: 0/31/04 dated March 1, 04 for 2,000 packets of Apple Juice @ Tk. 100 per packet on or before March 20, 04.

But we regret to inform you that we are unable to supply you the goods within the time specified because our stock of apple Juice has been exhausted and the replenishment of stock will take at least one (1) month time.

Under these circumstances we can supply you the goods only if you extend the time of supply by one month.

Yours faithfully


Sales service Manager,
Beverage Hill co. Ltd.

Order Refusal Letter Sample

Order Refusal Letter Sample

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1 comment for “Order Refusal Letter Sample

  1. Sam
    August 1, 2013 at 6:09 pm

    Wow! This can be one particular of the most useful blogs We have ever arrive across on this subject. Basically Great. I am also an expert in this topic so I can understand your effort.

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