How to Reject Bids and Proposals Politely & Professionally
Letter #1: Proposal Declined Due to [Reason]
Thank you for submitting your proposal for [project/service]. We appreciate your interest in working with us. However, after careful consideration, we've decided not to move forward with your proposal at this time due to [reason].
We wish you the best of luck in your future endeavors.
Letter #2: Business Partnership Proposal: Misaligned Objectives
Thank you for your proposal to partner with [Your Company Name]. While we see potential synergies, we've determined that our current objectives and strategies are not fully aligned at this time. We appreciate your interest and wish you continued success.
Letter #3: Foundation Bid for New School Shop: Decision Update
We received your bid for the foundation of our new school shop. While your proposal was well-prepared, we've decided to move forward with a more competitive local bid. We appreciate your interest and encourage you to submit quotes for upcoming concrete projects.
Letter #4: Retirement Plan Proposal: Choosing an Alternative Provider
Thank you for presenting your retirement plan proposal. We appreciate the time and effort you invested in preparing your presentation. After careful consideration, we've chosen a different provider with lower administrative fees. We encourage you to stay in touch and explore future opportunities with us.
Letter #5: Landscaping Bid for Doe Inc.: Selecting a Different Approach
Thank you for submitting your landscaping bid for the Doe Inc. offices. We received several compelling proposals and have chosen a competitor's bid that better aligned with our vision and budget. We appreciate your interest and look forward to potential collaborations on future projects.
Letter #6: Courthouse Annex Rewiring: Choosing a Cost-Effective Solution
Thank you for your detailed cost estimate for rewiring the courthouse annex. We appreciate your thoroughness and promptness in addressing our requested changes. However, we've selected a different firm due to their lower overall cost. We encourage you to bid on future renovation projects as we continue to upgrade city/county buildings.
Letter #7: Software Development Proposal Update: Not the Right Fit
Thank you for your software development proposal. We were impressed with your technical expertise. However, after careful consideration, we've decided to pursue a solution that better aligns with our current needs and budget. We appreciate your interest and wish you success in your future endeavors.
Letter #8: Marketing Campaign Proposal: Pursuing a Different Direction
We appreciate your innovative marketing campaign proposal. While your ideas were creative, we've chosen to implement a different strategy that aligns more closely with our overall marketing goals. We thank you for your time and effort.
Letter #9: Website Redesign Proposal: Alternative Vendor Selected
Thank you for submitting your proposal for our website redesign. We were impressed with your design aesthetic. However, we've decided to partner with another vendor whose expertise and experience better align with our specific requirements. We wish you the best in your future projects.
Letter #10: Event Planning Proposal: Budgetary Constraints
Thank you for your detailed event planning proposal. We were impressed with your creativity and attention to detail. Unfortunately, your proposed budget exceeded our current financial constraints. We've decided to move forward with a more cost-effective solution. We appreciate your understanding.
Letter #11: Construction Bid Review: Selecting a Local Contractor
We appreciate your interest in our construction project and your detailed bid. After careful consideration, we've chosen a local contractor with a proven track record in similar projects. We encourage you to bid on future projects in our area.
Letter #12: Consulting Proposal: Prioritizing Internal Resources
Thank you for submitting your consulting proposal. While we value your expertise, we've decided to leverage our internal resources for this project. We appreciate your understanding and may consider your services for future consulting needs.
Letter #13: Catering Proposal: Alternative Menu Selection
Thank you for your catering proposal for our upcoming event. While your menu options were enticing, we've decided to choose a different caterer whose menu aligns better with our preferences and dietary needs. We appreciate your interest.
Letter #14: Product Design Proposal: Exploring Different Concepts
We appreciate your creative product design proposal. While your concept was innovative, we've chosen to pursue a different design direction that better aligns with our brand identity and target market. We thank you for your contribution and wish you success in your design endeavors.
Expert Tips
- Express appreciation: Begin by sincerely thanking the bidder for their time, effort, and interest in your project/opportunity. This sets a positive and respectful tone.
- Acknowledge positives (if applicable): Briefly mention any aspects of their proposal that you found particularly strong or noteworthy. This shows that you carefully considered their submission.
- State the decision clearly and directly: Avoid ambiguity or vagueness. Clearly communicate that their bid or proposal was not selected.
- Provide a brief, honest explanation (optional): If appropriate and not confidential, offer a concise reason for the decision, such as budget constraints, project scope misalignment, or selection of a different vendor with specific expertise.
- Express well wishes for the future: Conclude the letter with a positive note, wishing them success in their future endeavors and expressing openness to future collaborations or opportunities, if appropriate.
Write Unique and Personalized Letters: A Step-by-Step Guide
Follow these simple steps to write your own refusal letter effectively:
Sample Sentences
- We appreciate your excellent work on the bid you submitted earlier this month.
- Thank you for responding to our Request for Proposal (RFP) regarding a new accounting package for Doe's central office.
- We appreciate the time that went into your impressive proposal of April 5.
- Thank you for submitting specifications and a price estimate for recarpeting Doe's Department Store.
- Thank you for presenting your proposed design for the mall to the board.
- We examined with interest your price quotations on new light fixtures for our mobile home park.
Key Phrases
- appreciate the time you devoted to studying our organization
- appreciate the comprehensive, well-documented proposal
- appreciate the time you took to create such a detailed
- appreciate the comprehensive approach you took
- appreciate your excellent work on the bid you submitted to us on
- determining how we could work together on this project
- examined with interest your quotation on
- high quality of your proposal indicates the time and effort
- references and list of previous clients are impressive
- sincerely appreciate your effort in preparing such a lengthy
- submitted in response to our request for bids
- thank you for submitting specifications and a cost estimate for
- thank you for responding so thoroughly and quickly to our needs
- thank you for delivering your proposal
- thank you for the well-thought-out proposal on
- thank you for presenting your design to the board
- thank you for your prompt reply to
- the time and effort you put into your proposal is evident
Sample Sentences
- We were impressed with your detailed and thorough presentation of your bid; however, we finally chose a bid with a lower overall cost.
- Since your proposal did not conform to the format requested in our RFP, we did not consider it.
- Although your firm was among the finalists, and the choice was difficult, we selected another firm's bid.
- Your careful work impressed all who reviewed it. After considering the costs involved, we chose to take up the carpet and replace it with vinyl flooring that will be easier to maintain.
- The design was innovative and dramatic, stylistically daring and original. The board agrees that your design was the most unusual one we considered. However, I am sorry to inform you that the board chose another design that will be less costly to build and maintain.
- Your bid was very low, but our accounting department discovered several errors in figures you supplied. We have, therefore, decided to award the contract to another vendor.
Key Phrases
- am sorry to learn that you are unable to provide
- accounting department discovered several errors in figures
- afraid I have some disappointing news
- after deliberating over who to award the job to
- after careful deliberation, we selected
- analysis and discussion of the unusually competitive responses
- another vendor whose timetable for delivery better meets our need
- because of the overwhelming number of fine proposals submitted
- carefully compared the responses we received to our request for
- concluded that your company cannot immediately provide adequate
- decision was based on several factors
- evaluating committee has selected another vendor for
- go with a firm a little closer geographically
- had great difficulty in selecting a training firm to develop
- have finally selected Doe Corporation to design the program
- have decided to award the project to
- have chosen a consultant who has
- have two other vendors who submitted lower bids for the work
- necessary to do the job most economically
- need more liberal credit terms than you can offer
- offered significant advantages in creativity and experience
- primary factor was cost
- regret to inform you that we have awarded another bidder the
- requires at least ten workers on site at all times
- since your proposal did not
- unfortunately, yours came in too high for our budget
- Doe Corporation is the lowest bidder
- weighing the strengths and weaknesses of each
- while all of the proposals were of exceptionally high quality
- your firm was among the five finalists we considered
Sample Sentences
- We look forward to receiving your bids on future projects.
- We wish you every success in your business.
- Thank you again for your bid. We hope at some point in the future to be able to accept a bid from your corporation.
- We appreciate your professionalism and invite your firm to bid on future projects.
- I believe your unique designs will set a new standard in office furniture.
- Best wishes for future success.
Key Phrases
- appreciate your efforts and want to thank you for
- appreciate the large amount of time and interest you put into
- appreciate your prompt response to our bid request
- aware of your company's excellent reputation
- assure you that we will give you an opportunity to
- be sure to include you in any future invitations to bid on
- contact you again on future work assignments
- continue to think highly of your firm
- extend our entire company's thanks for
- future work of this nature
- hope to see your company name in the future
- hope that in the future we will be able to contract with you
- hope you will keep us in mind should you have other ideas for
- hope to have better news for you on the next bid
- hope you will consider bidding on future projects
- hope to do business with you on another project
- if, for any reason, we solicit another round of bids
- keeping your information on file
- likely that we will be able to do business together in the future
- may we keep you on our list of outstanding producers
- particularly impressed with the cost section
- thank you for giving us the opportunity to review your proposal
- when we have grown some more, we will again consider
- will be in touch when we have other needs
- wish you continued success in all your future endeavors
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