A proposal rejection letter is written to reject a bid or a proposal. These forms of letters are more common in the corporate world where they are used to respond to unqualified companies that had applied for an advertised bid. This is a letter written to say no but in a polite way. Writing rejection letters is not an easy task, it requires the right words and format.
You can easily write a rejection letter by utilizing a sample.
Proposal Rejection Letter Format
From………….
………….
………….
(Date)
To
…………..
…………..
…………..
Ref: Proposal rejection letter
Dear sir/madam,
I take this chance to appreciate your efforts to our company. Our tender committee was impressed at your documentation and how your crafted your proposal.
Unfortunately, we have decided to award the contract to Maze Holding, a company that has supplied us with medical consumables for close to seven years. We also recognized that you do not stock most of the items we required.
We welcome you to submit another proposal in the future should you expand your list of medical consumables.
Thank you for your efforts and time. We hope to work with you in the near future.
Yours truly
(Signature)
(Name)
(Designation)
(Company)
Contract Proposal Rejection Letter
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Sales Proposal Rejection Letter
This letter is written to reject a sale proposal. It should also inform the presenter how they can improve their proposal in the future. The reason for rejection should be clearly stated.
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Marriage Proposal Rejection Letter
The letter is written to say no to a marriage proposal. A girl writes it to her boyfriend or vice versa. The writer has to indicate why they have rejected the proposal.
Business Proposal Rejection Letter
This is a letter written by a company that had invited bids for supply of goods or services to companies that did not qualify for the award of the contract. It bears the reasons for rejection. It should also suggest improvements that the presenter can make to succeed in the future.
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Tips for writing a proposal rejection letter
- State an apparent reason for rejecting the proposal. Though it is hard to say no, you must make sure your reader understands clearly why you said no.
- If possible offer useful advice. Offer advice to the proposal presenter what they need to improve to be successful bidders in the future.
- Be polite. The reader is already hurt due to a rejected proposal, therefore use words that will not add more embarrassment.
- End the letter positively. Encourage the reader by showing the willingness to work with them in the future if they meet your requirements.
- Embrace professionalism. Professionalism is essential when delivering a negative report.
