Rfp Or Rfq Rejection Letter
Dear [Vendor Name],
RE: [RFP/RFQ] Rejection Letter
I hope this letter finds you well. I would like to express my sincere appreciation for your interest in participating in the [RFP/RFQ] process for [Project/Service/Product]. We received your [RFP/RFQ] submission on [Submission Date], and our evaluation team has carefully reviewed all proposals received.
After a thorough and comprehensive evaluation process, I regret to inform you that your [RFP/RFQ] submission has not been selected for further consideration. While we recognize the effort and expertise that went into your proposal, we had to make a difficult decision based on various factors, including but not limited to the following:
1. [State a specific reason related to your evaluation criteria]
2. [State another specific reason related to your evaluation criteria]
3. [Mention any additional reasons if applicable]
We understand that receiving this news can be disappointing, and we genuinely appreciate the time and resources you invested in preparing and submitting your proposal. However, please understand that this decision was made after careful consideration to ensure that we identify the solution that best aligns with our requirements and objectives.
We encourage you to keep an eye on future opportunities with our organization. We value the expertise and capabilities your company brings to the table, and there may be upcoming projects where your services could be an excellent fit. We will keep your information on file for future reference and reach out to you when appropriate.
Once again, thank you for your interest in our [Project/Service/Product]. We appreciate the opportunity to review your proposal and sincerely hope that we will have the chance to collaborate in the future. If you have any questions or require further clarification, please feel free to contact me directly.
Thank you for your understanding.
Sincerely,
[Your Name]
[Your Position]
[Your Organization]
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Formal RFP Rejection Letter
Dear [Vendor Name],
Thank you for submitting your proposal in response to our RFP [RFP Number/Title]. After careful evaluation, we regret to inform you that your proposal has not been selected.
We appreciate the effort and time you invested in preparing your submission. Please feel free to participate in future opportunities.
Sincerely,
[Your Name]
[Position]
[Company Name]
RFQ Rejection Email with Feedback
Subject: RFQ [RFQ Number] Status
Hello [Vendor Name],
Thank you for submitting your quote for RFQ [RFQ Number]. After review, we have decided to move forward with another vendor.
We value your participation and would like to provide feedback upon request to help improve future submissions.
Best regards,
[Your Name]
[Position]
[Company Name]
Polite and Professional RFP Decline Letter
Dear [Vendor Name],
We sincerely thank you for your proposal submitted for RFP [RFP Number]. Unfortunately, after thorough evaluation, your proposal was not chosen for this project.
We hope to consider your services for future opportunities and encourage you to participate in upcoming RFPs.
Warm regards,
[Your Name]
[Position]
[Company Name]
Quick RFQ Rejection Message
Hello [Vendor Name],
We appreciate your submission for RFQ [RFQ Number]. Regrettably, your quote was not selected.
Thank you for your time and effort. We hope to see your participation in future opportunities.
Best,
[Your Name]
Heartfelt RFP Rejection Letter
Dear [Vendor Name],
Thank you for the detailed proposal submitted for RFP [RFP Number]. While we were impressed with your submission, we regret to inform you that another vendor has been selected.
We genuinely appreciate your effort and professionalism and hope to collaborate in future projects.
Sincerely,
[Your Name]
[Position]
[Company Name]
Informal RFQ Rejection Email
Hi [Vendor Name],
Thanks for your quote for RFQ [RFQ Number]. Unfortunately, we won't be moving forward with your submission this time.
We appreciate your interest and hope to work together in future opportunities.
Cheers,
[Your Name]
[Company Name]
What / Why You Need an RFP or RFQ Rejection Letter
- Formally notifies vendors their proposal or quote was not selected.
- Maintains professional relationships and transparency.
- Provides closure and ensures vendors do not assume selection.
- Encourages continued participation in future opportunities.
Who Should Send an RFP or RFQ Rejection Letter
- Procurement or purchasing department.
- Project manager overseeing the RFP/RFQ process.
- Senior management, if appropriate, for high-value contracts.
Whom Should Receive an RFP or RFQ Rejection Letter
- Vendors who submitted proposals or quotes.
- Contact person listed in the RFP/RFQ documents.
- Any third-party representatives involved in the submission.
When to Send an RFP or RFQ Rejection Letter
- Immediately after final selection of the winning vendor.
- Once internal approvals have confirmed the decision.
- Before publicly announcing the selected vendor, if applicable.
How to Write and Send an RFP or RFQ Rejection Letter
- Begin with a polite greeting.
- Clearly state the proposal or quote is not selected.
- Optionally provide brief feedback or reason without disclosing confidential evaluation details.
- Thank the vendor for their effort and participation.
- Close professionally and include sender's name, title, and company.
- Send via email or formal letter depending on the vendor and context.
Formatting and Tone Guidelines
- Tone: Professional, polite, and respectful.
- Style: Concise and clear; avoid unnecessary detail.
- Length: 1–2 paragraphs.
- Mode: Email preferred for speed; letter suitable for formal engagements.
- Ensure proper spelling of vendor and RFP/RFQ references.
Requirements and Prerequisites Before Sending
- Final decision approval from internal committee or management.
- List of all vendors who submitted proposals/quotes.
- Any feedback or evaluation notes to share optionally.
- Contact information for the sender.
After Sending / Follow-up Steps
- Confirm that the vendor received the letter.
- Address any vendor inquiries regarding the decision.
- Document communication in procurement records.
- Keep record of feedback provided for future reference.
Common Mistakes to Avoid
- Sending the rejection before final approval.
- Using vague or overly harsh language.
- Failing to include vendor name, RFP/RFQ number, or contact info.
- Neglecting to acknowledge the vendor's effort and time.
Elements and Structure of an RFP/RFQ Rejection Letter
- Greeting addressing the vendor or company.
- Statement of regret or rejection.
- Reference to the specific RFP or RFQ.
- Optional feedback or general comment.
- Thanking the vendor for participation.
- Closing with sender's name, position, and company.
Tricks and Tips for Sending RFP/RFQ Rejections
- Use templates to ensure consistency across multiple vendors.
- Send promptly to maintain goodwill.
- Keep feedback concise, constructive, and neutral.
- Always include correct RFP/RFQ numbers to avoid confusion.
- Use a clear subject line for emails, e.g., "Status of Your Submission for RFQ [Number]".
Compare and Contrast with Similar Letters
- Versus Award Notification: Rejection letters communicate non-selection, award letters confirm selection.
- Versus Informal Email: Formal letters provide documented proof; informal emails are faster but less official.
- Alternative Communication: Phone calls may precede emails for high-value RFPs to show courtesy.
