Proposal Rejection Letter template

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How to reject a contract proposal? Are you looking for a sample proposal rejection letter template? We provide a sample proposal rejection letter template that you can use to quickly and easily reject a proposal. Simply click on the download button to get the template.

A proposal rejection letter means that the proposal submitted by an individual, organization, or company has been reviewed and ultimately declined by the recipient. This letter is a formal way of communicating that the proposed idea, project, partnership, or bid will not be pursued.

How do you draft a proposal rejection letter?

Drafting a proposal rejection letter requires professionalism, courtesy, and clarity. Here’s a step-by-step guide on how to draft one effectively:

Use a Professional Letterhead

Start with your company’s letterhead if you’re sending a formal letter. This includes your company’s name, address, contact information, and date.

Include the Recipient’s Information

Below the date, include the recipient’s name, title, company name, and address.

Start with a Polite Greeting

Address the recipient by name, using "Dear [Recipient’s Name]," to maintain a personal touch.

Express Gratitude

Begin the letter by thanking the recipient for their proposal. Acknowledge the effort and time they invested.

State the Rejection Clearly

Clearly state that you have decided not to move forward with their proposal. Be concise and direct, avoiding ambiguity.

Optional: Provide a Reason

If appropriate, provide a brief reason for the rejection. This is optional but can be helpful if you want to maintain a good relationship.

Offer Encouragement and Future Opportunities

End on a positive note, expressing appreciation for their work and suggesting the possibility of future collaboration.

Formal Closing

Conclude with a formal closing, such as "Sincerely" or "Best regards," followed by your name, title, and company information.

Proofread the Letter

Carefully proofread the letter for any errors or unclear phrasing. Ensure that the tone remains professional and respectful throughout.

Send the Letter

If sending via email, include a clear subject line like “Response to Your Proposal” or “Proposal Decision.” If sending a physical letter, make sure it is signed and sent to the correct address.

This framework allows for the letter being written to be polite, articulate, and formal so that it encourages the receiver as opposed to letting him/her down when conveying unpleasantries through such letters.

To promote efficiency, simply click on “Open with Google Docs” or get our example proposal rejection letter template as a Word template today! Success is knocking at your door with a comprehensive and powerful refusal letter.

DISCLAIMER
Nothing on this site shall be considered legal advice and no attorney-client relationship is established.

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