Writing professional proposal rejection letters:

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Disqualification Letter
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Sole Source Protest Letter
Sole Source Justification and Approval (J&A) NEW!
Letter to Decline a Proposal
Contract Award Letter
 
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How to write an RFP rejection letter?

FREE RFP Letters Toolkit

What is an RFP rejection letter

An RFP rejection letter is sent to the prospective provider whose proposal has been rejected for very specific reasons that are explicitly exposed in the RFP rejection letter. In fact, it should be more accurately called RFP Proposal rejection Letter since it is the proposal that is rejected and not the RFP itself.

Also known as: letter of non-responsibility, letter of non-responsiveness, refusal letter, bid rejection letter, letter of applicant rejection, vendor decline letter, proposal rejection letter, letter of rejection, vendor rejection letter

RFP rejection letter templates and samples

The request for proposal (RFP) rejection letter is part of our FREE RFP Letters Toolkit. You will find in it, amongst others, templates and samples of an RFP rejection letter.

Writing a rejection letter of a Request for Proposal (RFP)

It is highly recommended that you to read the suggestions below in order to properly and successfully use the RFP rejection letter.

  1. Use a formal letterhead and do not handwrite the RFP rejection letter. Use templates and samples provided in your FREE RFP Letters Toolkit to create your own rejection letter.
     
  2. First, your rejection letter should 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 was 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 to whom the project was awarded. Nevertheless, if requested, you must provide all information except for 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.

Tips, templates, and samples of a RFP rejection letter

FREE RFP Letters Toolkit, 2008WANT TEMPLATES AND SAMPLES
FOR AN RFP REJECTION LETTER?
Learn tips on how to write a professional, very impressive, and bullet-proof RFP rejection letter in our FREE RFP Letters Toolkit, 2008 Edition.

You will find in it, amongst others, templates and samples of an RFP rejection letter.

It's FREE!
No copyrights. So, they're all yours.

"It's important that the rejection letter states the exact reasons why a proposal is rejected."
- Pascal PERRY


RFP Disqualification Letter | RFP Letter of Intent

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Subcontracts from prime government contractors

by FedOpps.com
 FREE RFP Letters Toolkit, 2008

Hendrix-Barnhill Company, Inc.

Requesting bids for labor & materials for the Town of Clayton East Clayton Industrial Area Force Main Phase II project. Job includes pipe laying, erosion control, seeding, hauling and pavement repairs..

Flintco Inc

Flintco will accept bids on the New Air Traffic Control Tower at Memphis Int'l Airport on 09-07-07 by 12:00 pm CDT.We are an EOE.We encourage & invite bid from all eligible business enterprises, WBE, MBE, SDB, SBE, HBE companies.Fax bids to 901-372-8989..

Chemonics International

Chemonics International, acting on behalf of the USAID-funded Egypt LIFE Red Sea project, is soliciting offers for the supply of one US-made truck tractor with water tank semi trailer unit for use in Egypt. Contact jandersen@chemonics.com for more info..

WATTS CONSTRUCTORS, LLC

CONSTRUCT COMM CNTR, NCTAMS, Oahu, HI - Constr new 1-story bldg. Concrete, structural steel, OWSJ, roofing, EIFS, site work, fencing, landscaping, exterior work, interior const & finishes, security vault door, blast doors and windows, elect & mech..

C Construction Co., Inc.

Contractor soliciting bids for Renovate and Repair, Hangar 131S, MCAS, Cherry Point, NC. For any and all qualified Subcontractors and Suppliers, 8A, SBE, WBE, Large Enterprises, etc. We are an Equal Opportunity & Affirmative Action Employer..

C Construction Co., Inc.

Contractor soliciting bids for Interior Repairs and Renovations to Roadhouse, B3452, MCAS, Cherry Point, NC. For any and all qualified Subs/Suppliers SBE, 8A WBE, Large Enterprises, etc. We are an Equal Opportunity & Affirmative Action Employer..

Hawaiian Dredging Construction Company, Inc.

Drydock No. l Repair Wall Leaks and Deteriorated Concrete on Walls at PHNSY & IMP, Pearl Harbor, Hawaii,WR# 151065.

Kukurin Contracting Inc.

Carl Belt, Incorporated

STONEY RUN SANITARY SEWER SYSTEM-Sanitary sewer extension including gravity & pressure mains, manholes, grinder pump station, house connections, traffic control, erosion & sediment control, site restoration... Get more info @ ftp://ftp.thebeltgroup.com.

Chemonics International

Chemonics International, acting on behalf of the Zambia Threshold Project, is soliciting offers for the supply and installation of file compactors in Zambia. Contact rkeating@zambiathreshold.org for copy of the RFP and information..

Last Modified: Wednesday, April 23, 2008 5:38:52 PM

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