A proposal rejection letter is a letter businesses, companies, or organizations write to reject a bid. These are common letters in the business world that act as responses to companies that have submitted proposals for specific projects.
The letter is written to express regret that the company didn’t meet the set guidelines or to inform them that the project was awarded to a competitor. Writing the letter requires the right words, tone, and format. If you’ve any doubts writing the letter, refer to samples.
What to Include in a Proposal Rejection Letter
A proposal rejection letter should include the information below:
- The official names of the person who has rejected the proposal.
- When the proposal was received and the date that it was rejected.
- The intention of the letter which is usually to state the rejection of the proposal.
- Why the proposal has been rejected.
- Where applicable, the people who were involved in the proposal review.
- The measures that the person who proposed may take should he or she want to improve the proposal and move it forward again for future acceptance.
- The organization or entity’s contact information should the person who proposed have inquiries and other questions regarding the proposal rejection.
- The organization’s appreciation for the efforts done by the individual in drafting and creating the proposal.
Why a Proposal May Be/Has Been Rejected
A proposal may be rejected due to the following items:
- Although a proposal may be good, it may not have passed the initial requirements set by a certain company or business process, thereby prompting the entity to reject it.
- There is a chance that other proposals submitted by other individuals are better than the proposal you are submitting. A specific project may receive many different proposals, especially if many people are involved in the project creation.
- An incomplete proposal may also be rejected, especially if there are essential items for the project missing.
- It may also be rejected if the proposal submitted is not accurate to the purpose that it is intended for.
- The proposal panel screening may find areas of the proposal that need to be changed or improved, meaning that the rejection was due to improved processes and does not necessarily mean that there is no chance for a certain proposal to be used.
If you ever receive a proposal rejection letter, review everything in the letter to know the items that became the basis for your proposal’s rejection. This will also allow you to know the areas you may need to improve and things to consider next time you are creating another proposal.
Tips on how to write a proposal rejection letter
- Offer a clear and valid reason for rejecting the proposal. The recipient requires some explanation as to why their proposal didn’t sail through. This information will assist them in preparing better in the future.
- Use a polite tone. Since you’re communicating bad news, you need to use a respectful tone to say no. Your words should not make the recipient humiliated.
- Be professional. A proposal rejection letter is a formal letter that should follow an official format.
- Express wiliness to work with the client in the future should they meet your requirements. As you terminate the letter, show optimism that you can work with the company if they make the relevant changes.
Sample proposal rejection letters
I write this letter to thank you for showing interest in working with us. Unfortunately, your proposal was rejected by our board of directors.
A keen look at our terms and conditions established that the contract may not be economical for our company, we may incur losses. We wish the best in your business and hope that we will work together in the future.
If you need any clarification, please contact my office for details.
Once more we thank you for expressing interest to work with us.
Seamless Technologies Ltd
Outcomes business solutions
323 Birds St, Mercy Ave
Chicago IL, 9243
Date: July 23rd, 20XX
Sub: Apologies for business proposal rejection
Hello Ms. Jared,
This letter is in response to your business proposal dated May 3rd, 2019.
Although you had submitted a well-crafted business proposal for the bid we had advertised for the supply of printing machines, we regret that your proposal was not successful.
The bid was awarded to another company named Mercer technologies since they presented a better offer besides offering to be servicing the machines for free.
We value your interest to work with us. You are still eligible to submit your proposal in the next bid.
If you need further details for this project, call or email us.
Business proposal rejection letter examples
Generally, we are all aware that writing a rejection letter is no fun as, at this point, you’d be breaking the heart of a hopeful applicant or bidder. However, if you keenly follow the short guideline below, it’d help you write a rejection letter to deliver your message in the best way possible.
- Your letter should follow the standard format of a business letter.
- Make sure to use appropriate salutation or greeting tags such as “Dear Mr. Terrence Silver.”
- If possible, always provide positive feedback or give positive criticism.
- Make your rejection letter brief and straight to the point formally and politely.
- Avoid telling your applicant or bidder of the person or company to whom you have awarded the project.
- Always keep your options open for future project opportunities.
- Finish your letter with an appropriate closing. For example, “Sincerely” or “Yours Truly.”