After a long and arduous process of submitting a bid or sales proposal, having the rejection letter come in can be a difficult pill to swallow. Every major agency.
The request for proposal (RFP) rejection letter is sent to the prospective provider whose proposal has been rejected for very specific reasons that are explicitly exposed in the rejection letter. The rejection letter is presented on the next page. It is highly recommended to read the recommendations below in order to properly and successfully use the rejection letter. 1. Use a formal letterhead and do not handwrite a rejection letter. 2. First, thank the person who submitted the proposal for the time, effort, and interest in the project related to the issued RFP. 3. Next, state the reasons why the proposal is rejected. Be very specific regarding these reasons. You must explain why and how the proposal is non-responsive or the provider non-responsible. Definition of non-responsiveness: A non-responsive proposal would, for example, neglect to provide mandatory information or documents requested in the RFP. Definition of non-responsibility: A non-responsible provider, although supplying all necessary information, would, for example, not be able to fully satisfy requirements defined in the RFP or would be financially unstable or unable to complete the project in a timely manner.
Documenting the reasons why a proposal is rejected is far more difficult than merely identifying the proposal as non-compliant. Spend the time needed to honestly and properly communicate the reasons for the rejection. The more specific, exhaustive, and honest the reasons for the rejection are, the more difficult it becomes for the provider to contest your decision to reject the proposal. 4. Keep in mind that the rejected provider has the right to formally contest your decision within a reasonable timeframe, as initially defined in the RFP. Therefore, do not sign any contract with another provider until the deadline to receive protests expires and rejection protests are settled. 5. You are not required to unveil information about the awarded company. Nevertheless, if requested, you must provide the information except information labeled as trade secrets. 6. Finally, close the letter formally with "sincerely" or a similar polite expression. Sign your name and title. 7. Do not forget to send the rejection letter via certified mail. 8. Since things sometimes get a little more complicated than usual, remember to consult a lawyer for further information before doing anything.
[Location], [Date] [Contact name] [Address of the company that submitted the proposal in response to the RFP]
Dear [Contact name]: I thank you for your time, effort, and interest in our [Project title] project. Nevertheless, the proposal submitted has been rejected because of the following reasons: 1. [Reason 1] [Detail] X. [Reason X] [Detail] Sincerely, [Signature] [Name and title of the person responsible for handling rejections] [Address]
I got a rejection letter recently from a committee for one of those mega- conferences, letting me know my speaker proposal had not been.
I got a rejection letter recently from a committee for one of those mega-conferences, letting me know my speaker proposal had not been accepted. The letter was unbelievably polite. And therefore so very painful to read. Here’s what they wrote, and what I wish they had written instead.
(The text in italics is what I was thinking as I read it.)
Each proposal was given careful and deliberate consideration. (In other words, mine wasn’t selected.) We strive to offer a balanced program of educational sessions at the conference and select the proposals that best fit the overall programming framework of the conference. (So mine didn’t stand out, or give you what you wanted.) Please understand that we receive many proposals with several on the same topic. (I know what’s coming. Please just say it.) Exceptional proposals are turned away each year for the simple reason that we have limited speaking slots. (Please, please just say it.) Your proposal was not selected this year. (FINALLY.) However, your interest in offering your skills, background and knowledge is greatly appreciated. (Yeah, you say that to everyone.)
Once again, thank you for your submission. (Sigh.)
They meant well; I know they did. This is a really well-run conference with hundreds of speakers and probably thousands of proposals. The problem as I see it: they fell prey to the two big traps that so many of us do (myself included) when we have to deliver bad news:
(1) Take way too long to say what needs to be said, and
(2) Say it overly politely, and formally, when a little humanity would do a world of good.
(The text in italics is what I would be thinking as I read it.)
I wish I had better news. (Uh oh. Not good.) I’m sorry to say your proposal for ABC Topic was not selected this year for the XYZ Annual Conference being held June ##-##, 2014 in City, State. (Well, bummer.)
I know proposal submissions take time and I realize you may be disappointed. (They do … and I am!) At the risk of sounding formulaic, I can tell you with the utmost confidence that each proposal was given careful and deliberate consideration. (I hope so!) We work hard to design a balanced program of educational sessions at the conference and choose the proposals that best fit the overall programming framework of the conference. (That makes sense.) We receive between #### and #### proposals each year, often with several on the same topic. (I bet choosing is a really tough job.) As a result, exceptional proposals are turned away each year for one simple reason: limited speaking slots. (I get it.)
Although your proposal was not selected this year, rest assured your interest in offering your skills, background and knowledge is greatly appreciated and I appreciate your interest in making our conference a success. (Thank you!) I hope you’ll consider us again next year. (I think I will!)
Once again, thank you. (You’re welcome.)
There’s a lot of the same text in Version 2.
And a world of difference.
As the founder of The Get Real Project, I am the steward of our vision and our service offerings, as well as a workshop leader and keynote speaker. Above all else, I am an entrepreneur on a mission: to kick conventional business wisdom to the curb and transform how people work together as a result. I am also the co-author, with Charles H. Green, of The Trusted Advisor Fieldbook (Wiley, 2012).
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Date: _____ (Date on Which Letter is Written)
Subject: Proposal Rejection Letter
I am writing this letter to you on behalf of our management and considering your request we had a talk in our meeting and we are sorry to say that according to the norms of our company we cannot take another company as our partner. So we cannot accept your proposal.
We know that your company is the best and we would be grateful to have you as our partner. But, the rules of our company cannot be neglected and hence it was decided in the management meeting that we won’t join hands with your company.
We apologize for rejecting your proposal and wish you luck in your future endeavors. Also, we hope that you find a good partner soon and join hands with a renowned and well-known company.
Name and Signature
Whether it's a regret letter for a quotation or a rejection letter to a response for an RFP, make sure that your letter is respectful and well.
Sample letter to contractor or vendor for rejection of business proposal sent against your advertisement or requested in a letter.
Mr. Umar Shahzad,
Subject: Rejection of business proposal
Dear Mr. Umar,
It is to inform you that your business proposal has been rejected after careful consideration by a panel of experts at the Media Company. We are looking for something different and your business idea doesn’t meet our requirements. We wish you good luck and hope that you’ll come up with more innovative yet practical business plans in the future.
We thank you for investing your time with us and encourage you to look forward to more opportunities to work with us. God prosper you.
Mr. Saleem Shah.
The District Emergency Officer,
Punjab Emergency Service,
We regret to inform you that your proposal to start a business partnership with our company has not been approved by the board of directors. You may be provided with another opportunity at some other occasion.
It is pertinent to mention here that the company requires an altogether safety and security for smooth working whereas you have launched your organization recently and nobody gives assurance in this regard.
In the light of above circumstances, we feel remorse to acquaint you that your proposal for initiating business with our company cannot be made possible in current scenario and you are suggested to establish your name and gain trust in the market before offering your services or partnership.
Wishing you best of luck for next time.
M/s Guoco Pharmaceutical Limited,
Subject: Business Proposal Rejection
It is regretted to inform you that Business Proposal given by you to start a Medical Store in Moon Market is hereby rejected since there is already much abundance of Medical Stores in the given area due to which a high level of competition is expected which may lead to failure of such business. Also the rates of medicines given by you are too high which is certainly not suitable to take a start.
Once again we are sorry to reject your proposal. We will keep looking forward to another business proposal from your end at your earliest. Hopefully you will give us a good proposal which may be accepted right away.
It is to inform you that I have read all the terms and conditions of the contract you had for our company. The problem is that many of your terms and conditions are not favorable for our company and we may suffer a loss due to that. So, I have to inform you that the company does not agree with the contract and we thereby do not accept it.
Whom it may concern.
It is stated that I am writing on behalf of XYZ Vendors and received your revised rate list along with your proposal earlier today. However, I am sorry to tell you that we won’t be able to manage and build up a business relationship with your firm. Your business proposal and rate list came up with many ambiguities that it doesn’t suit us and our business terminologies. Wish you better luck next time.
Thank you for your cooperation,
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