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The RFP Proposal/Bid Disqualification Letter

Also known as: RFP proposal disqualification letter, bid disqualification, proposal disqualification, letter of disqualification, proposal disqualification letter, disqualification notification, bid disqualification letter, vendor disqualification letter, vendor bid disqualification letter, proposal disqualification letter, supplier disqualification letter, disqualification note, letter of disqualification of a supplier, letter of disqualification of a proposal, RFP response letter, bid disqualification letter, supplier letter of disqualification, generic disqualification letter, letter of bid disqualification, or offer disqualification letter.

Use templates and samples provided in your FREE RFP Letters Toolkit to create your own proposal disqualification letter.

The request for proposal (RFP) disqualification letter is part of our FREE RFP Letters Toolkit. 

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

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

  1. Use a formal letterhead and do not handwrite the RFP disqualification letter. Use templates and samples provided in your FREE RFP Letters Toolkit to create your own disqualification letter.
     
  2. First, your disqualification 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, explain the reasons why the proposal is disqualified. Specify the date when disqualification is effective. Your disqualification letter must be very specific regarding these reasons. If you want the disqualification argument to be as valid as possible, it is highly recommended not to open the envelope containing the proposal. Return the proposal, as is, whether you opened it or not, accompanied by the disqualification letter.

    Document the reasons why the proposal is disqualified and spend the time needed to honestly and properly communicate the reasons for the disqualification. The more specific, exhaustive, and honest the reasons for the disqualification are, the more difficult it becomes for the provider to contest your decision to disqualify the proposal. For instance, a bid or proposal may be disqualified as untimely if received after the proposal/bid submission deadline.
     

  4. Keep in mind that the disqualified 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 disqualification 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 disqualification 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 an RFP disqualification letter

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

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