After requesting bids or quotation from companies, the courteous thing to do to those you reject, is to write and explain your reasons for rejection. The bidder has taken time to create a tailored response to your request for a quote, so telling them why it is not acceptable could help them with any future bids.
Letter rejecting bid – Sample 1
[Business address]
[Date]
Dear [Name of Recipient],
We would like to thank you for your interest in providing a quote for [input services or products] to our company.
We are aware that you have made a lot of effort and time to prepare the bid, but we regret to inform you that we have decided to award the contract to another firm. We based our decision on [reason for rejecting the bid].
Thank you for your time and we do hope that you will continue to bid for any future projects.
Sincerely,
[Name of Sender]
[Title]
[Company Email]
Letter rejecting bid – Sample 2
[Business address]
[Date]
Dear [Name of Recipient],
Thank you for your time in presenting your proposal for the [Name of the project] on [date of presentation]. There were four companies in total that presented a proposal, but we could only choose one.
Unfortunately after a great deal of discussion , we regret to inform you that your bid was rejected for the following reasons:
[State Reasons]
I’m sure this will be disappointing news but we hope this will not put you off bidding for future contracts.
Yours Sincerely,
[Name of Sender]
[Title]
[Company Email]
About