When someone sends you a business proposal, they put a lot of time and effort into it. If you can't accept their proposal, you still need to reply in a nice and professional way. In this blog, we'll talk about why rejection letters matter, how to write them properly, and give you some examples to help you write your own.
What is a proposal rejection letter?
A proposal rejection letter is simply a message telling someone that you won't be moving forward with their business proposal. It's a polite way to say "no thanks" while keeping things professional. You can send these letters through email, regular mail, or even through business management systems. Some people call them vendor rejection letters, bid rejection letters, or non-award notices. Whatever you call it, it's an important part of doing business.
Different types of rejection letters
Notice of noncompliance: When someone didn't follow your rules or requirements. Tell them what went wrong so they can do better next time.
Unsuccessful bidder letter: The most common type - just letting someone know they didn't win the project. Usually sent by email.
Award notification: Often used by government offices to announce who won and why.
Non-award letter: When you decide not to go ahead with the project at all. Let people know what's happening and if there might be future opportunities.
Why rejection letters matter
Think about it - someone spent hours, maybe days, working on a proposal for you. They're waiting to hear back. Not getting any response feels terrible and unprofessional.
Sending a proper rejection letter helps you:
Be transparent and honest with people
Keep good relationships for future projects
Stay organized and professional in your business
Who should write these letters?
Usually, it's the person in charge of the project - like a procurement manager, project lead, or whoever was handling the proposals. The important thing is to sound professional and kind, and be ready to answer any follow-up questions.
When to send rejection letters
Wait until you've signed the contract with whoever you chose. Once that's done, send rejection letters right away. Don't make people wait longer than they have to - it's just common courtesy.
How to write a good rejection letter
Keep it simple. You only need three main parts:
Say thank you
Start by thanking them for their time and effort. They worked hard on that proposal, so acknowledge it.
Give them the news
Tell them straight up that they weren't selected. Some people like to mention who did win - it saves time because they'll probably ask anyway. You can give feedback about their proposal if you want, but you don't have to. Sometimes it opens up more questions than you want to deal with.
Talk about the future
If they did good work, invite them to try again on future projects. Keep the door open for business relationships.
Simple tips for writing rejection letters
Be direct: Don't beat around the bush. Tell them the decision upfront.
Show appreciation: Thank them for their hard work.
Give helpful feedback: Only if you can and want to.
Keep doors open: Encourage them to work with you again in the future.
Basic rejection letter template
Subject: Your proposal for [Project Name]
Hi [Vendor Name],
Thanks for sending us your proposal for [Project Name]. We really appreciate all the time and effort your team put into it.
After looking at all the proposals, we decided to go with another vendor whose offer was a better fit for what we need right now.
We hope you'll consider working with us on future projects. We value having good business relationships.
Thanks again for your interest.
Best,
[Your Name]
[Your Job Title]
[Your Contact Information]
More examples
For different styles of rejection letters depending on how well you know the vendor, check out this article from the Harvard Business Review. It shows various approaches based on your business relationship.
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