How to reply to a vendor's follow-up email

Updated November 12, 2026

Reply once, briefly, and say where you stand: not interested, still evaluating, or not now. Give a date if you are still evaluating. A clear answer ends the follow-up chain, while silence usually triggers more messages. You do not need to justify a no or take a call to give it.

Reply

Within 2 to 3 days (or when you decide). Vendors usually follow up in a set pattern. One clear answer breaks the pattern and saves you inbox clutter.

What your reply should say

1. Say plainly where you stand, in the first line: no, not yet, or still deciding.
2. If still deciding, name what you are waiting for and the date you will answer.
3. Ask for anything you need to decide, such as pricing or references.
4. Ask them to hold off on more follow-ups until the date you gave.

3 replies you can copy

Pick the one that matches what you want to say, copy it, and change everything in [brackets].

Hi [Name],

Thanks for following up. We have decided not to move ahead with [product or service]. It is not a fit for us at this time.

Please take us off your follow-up list. If our needs change, I will contact you.

Thank you for your time.

Best,
[Your name]

Hi [Name],

Thank you for following up. We are still looking at options for [need] and expect to decide by [date].

To help us compare, could you send [pricing, references or contract terms] by [date]?

I will write to you with our decision. Please hold off on further follow-ups until then.

Best,
[Your name]

Hi [Name],

Thanks for the follow-up. The timing is wrong for us. We have no budget or time to review [product] before [month].

If you would like, check in again around [month] and I will tell you where we stand. Before then, please do not send reminders.

Thank you for understanding.

Best,
[Your name]

Already late? Send this instead

For when you are weeks after the first pitch late or more. Own the delay in one line, then do the job.

Hi [Name],

Sorry for not replying to your earlier messages about [product]. I have been busy, and I should have answered sooner.

We are [not moving ahead / still deciding and will answer by date]. Please do not send more follow-ups until then.

Thank you for your patience.

[Your name]

Mistakes to avoid

• Replying "maybe" when you mean no. It keeps the sequence of follow-ups going.
• Giving a long explanation for your no. A short one is polite enough.
• Agreeing to a "quick call" just to end the messages.
• Sharing your budget or other vendors you are considering.

Questions people ask

Do I have to reply to a vendor?

No, but one short reply is the fastest way to stop the emails. It also leaves a written record that you said no. If they keep writing after a clear no, you can use the unsubscribe link or mark them as spam.

What if I want a better price from them?

Say so plainly: you are interested but the price is above what you can pay. Give a figure or a range only if you are ready to buy at that price. Ask what they can include or remove to get close. Avoid bluffing about competitors you have not actually talked to.

More reply guides

• How to reply to a partnership proposal email
• How to reply to a demo request from a prospect
• How to reply to a prospect who says "not right now"
• How to reply to a prospect asking about pricing
• How to reply to a meeting invite you can't attend
• How to reply to a meeting cancellation email

How this page was made

Written by Westward, who make Orbit, as starting points you edit before sending. The replies use placeholders, not real people or real mail. Nothing here is legal, tax or medical advice; for contracts, money or health, check the document or ask a professional. All reply guides.