Rejection Tender Letter

Looking for a template for a rejection letter to a tender? When declining a tender submission, how should you do it politely? This template will help you to easily write a letter of rejection for any product or service. It includes all the necessary information to explain why the product was rejected and to provide the customer with an explanation. Try this template if you feel stuck or lack motivation!

A rejection tender letter is a formal document used by a company or organization to inform a bidder or supplier that their tender or bid submission has been unsuccessful or rejected. Tenders are typically used in procurement processes where organizations invite bids from suppliers or contractors for the provision of goods, services, or works. The rejection tender letter communicates to the unsuccessful bidder the decision to award the contract to another party and provides reasons for the rejection.

Here are key components typically included in a rejection tender letter:

Header:

Include the name and address of your company or organization.
Date of the letter.
Recipient Information:
Name and address of the unsuccessful bidder.

Subject:

Clearly state that the letter is a rejection of their tender.

Salutation:

Use a formal salutation to address the recipient.

Opening Paragraph:

Express appreciation for their participation and submission of the tender.
Clearly state that, after careful consideration, their tender has not been successful.

Reasons for Rejection:

Provide brief, specific, and objective reasons for the rejection. This helps the bidder understand the decision and may guide them in future submissions.
Use neutral and professional language to avoid misunderstandings.

Next Steps:

If applicable, outline any next steps in the procurement process.
Provide information on when or how they can obtain feedback on their submission.

Enclosures:

If relevant, include any necessary enclosures, such as a summary of the evaluation process or scoring.

Appreciation for Participation:

Express gratitude for their interest and effort in participating in the tender process.

Closing:

Close the letter on a positive note.
Offer best wishes for their future endeavors or future participation in bids.

Contact Information:

Provide contact information in case the bidder has questions or requires further clarification.

Signature:

If sending a hard copy, leave space for a signature above the typed name. If it's an email or a digital copy, the signature may not be required.

Remember to customize the template with the specific details of your organization and the tender process. Always use a professional and courteous tone, as maintaining a positive relationship with suppliers and contractors is crucial for future collaborations.

Feel free to download this intuitive template which is available in several kinds of formats, or try any other of our basic or advanced templates, forms, or documents. Don't reinvent the wheel every time you start something new...

Download this Rejection Tender Letter template and save yourself time and effort! You will see completing your task has never been simpler!

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

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