# Rejecting a vendor for your market.

To reject a vendor nicely, tell them clearly and quickly, thank them for applying, give one honest and general reason, say what happens to any payment, and invite them to apply again when it's true. Below are three versions: the event is full, the category is full, and the vendor isn't a fit.

_Updated 2026-10-10._

## How to say no kindly.

- Tell them promptly. A clear no helps a vendor plan more than a long silence.
- Put the answer in the first or second sentence. Don't make them hunt for it.
- Give one honest reason that describes your event, not their worth. Skip details about other vendors.
- Say what happens to any money they paid, and when.
- Invite them to apply again only if you mean it, and say when applications open.
- Send the same kind of message to everyone in the same situation, so decisions look consistent.
- Avoid promising a future spot, criticizing their products or listing every fault in their application.

## The event is full.

Subject: Your application to [Event name]

Hi [Vendor first name], thank you for applying to [Event name] with [Business name]. We've now filled every booth for [Event date], and we aren't able to offer you a space this time.

We received more strong applications than we have room for, and this was a difficult decision. [If they paid: your booth fee will be refunded to your original payment method within [timeframe].]

[Optional: we can add you to the waitlist if a spot opens. Reply yes and we'll let you know.] We'd be glad to see you apply for [Next event], which opens on [Date]. Thank you again, [Your name]

## The category is full.

Subject: Update on your application to [Event name]

Hi [Vendor first name], thank you for applying to [Event name]. Your work is lovely, but we've reached the number of [category, for example jewelry] vendors we can fit at this event, and we aren't able to offer [Business name] a booth.

We limit each category so every vendor has room to sell and our visitors see a wide mix. This isn't a reflection of your products.

[If they paid: your booth fee will be refunded in full to your original payment method.] [Optional: if you sell something outside [category], tell us and we can look again.] We'd love for you to apply to [Next event]. Thank you, [Your name]

## Not the right fit.

Subject: Your application to [Event name]

Hi [Vendor first name], thank you for applying to [Event name] and for sharing [Business name] with us. After reviewing every application, we've decided not to offer you a booth.

[Event name] focuses on [what your event is about, for example handmade goods from local makers], and [Business name] doesn't quite match that this time. [Optional second line: for example, we couldn't confirm the items for sale were handmade / we need the required documents in order to approve a vendor.]

[If they paid: your booth fee will be refunded to your original payment method.] [If true: you're welcome to apply again if your products change or if we run another event that suits them.] We wish you a great season. [Your name]

## Rejections that handle the refund.

- Approve, reject or waitlist each application, and send the message from the same screen.
- If you reject a vendor who has already paid, their booth fee is refunded.
- Set up automatic emails for when vendors are approved or rejected.

## Questions

**How do I reject a vendor nicely?**

Thank them, say the decision in the first lines, give one honest and general reason, explain any refund, and invite them back only if you mean it. Keep it short and kind, and don't criticize their products.

**Do I have to give a reason for rejecting a vendor?**

No, but a short reason such as a full category or a different event focus helps vendors understand. Keep the reason about your event, avoid comparisons with other vendors, and be consistent with similar applicants.

**Should I refund the booth fee if a vendor is rejected?**

If you charge the booth fee at application, returning it on rejection is the fair default, since the vendor receives no booth. Say what you do in your application terms and in the rejection message.

**Should I put rejected vendors on a waitlist?**

If you rejected because you are full, a waitlist is a kind option, since vendors cancel. Tell them it is not a guarantee and say when you will let them know. Don't waitlist vendors who aren't a fit.

**How long should I wait before rejecting a vendor?**

Send a decision as soon as you've made it, and tell all applicants when they can expect to hear. Vendors who hear nothing for weeks may assume the worst and skip your next event.

## Related

- [Email templates for vendors](https://bzar.app/templates/vendor-email-templates)
- [How to choose vendors](https://bzar.app/guides/how-to-choose-vendors)
- [Vendor rules and refund policy](https://bzar.app/templates/vendor-rules-and-refund-policy)
- [Vendor applications](https://bzar.app/features/vendor-applications)