The No-Bid Letter

Also known as: no bid letter, no-bid decision letter, RFP declination letter, IFB declination letter, ITB declination letter, ITT declination letter, intent to no-bid letter, letter of intent to no-bid, no-bid notice, bid declination letter, invitation declination letter, Request for Proposals declination letter, Invitation for Bids declination letter, Invitation to Bid declination letter, Invitation to Tender declination letter, invitation declining letter, bid/no-bid decision process, no-bid response, bid/no-bid decision analysis, no-tender letter, tender/no-tender decision, letter to decline an invitation, bid/no-bid decision process, no-bid response letter, bid/no-bid decision, declination of bid letter, bid/no-bid analysis, letter declining an invitation, letter of intent not to bid, or no-bidding letter.

To create your own no-bid letter, use the templates and samples provided in your FREE Request for Proposal Letters Toolkit.

What is a No-Bid Letter?

No-Bid Letter definition

A no-bid letter is a letter to the organization that invited you to bid or submit a proposal, notifying them that you will not do so. To remain potentially involved in future opportunities, the provider should state in the no-bid notice the reasons for declining such an invitation.

Before even writing a no-bid letter, you have to decide not to bid. This decision is the result of an analytical process, the bid/no-bid analysis., also called the bid/no-bid decision process.

Bid/No-Bid Analysis

The no-bid letter is sent after having performed a bid/no-bid analysis. The bid/no-bid analysis assesses (quantitatively, qualitatively, or both) all risks inherent in submitting or not submitting an offer. The analysis process relies on building a list of relevant questions, called the bid/no-bid checklist. On the basis of this checklist, a bid/no-bid analysis matrix will be created, which will determine the worth of sending a bid. If the decision is to bid, a letter of intent will be sent to the purchasing officer. If the decision is not to bid, then a no-bid letter, explaining the reasons, will be sent.

How to stay in the Bidders List

The no-bid letter is the critical factor in remaining on the bidders list, and thus ensures future business opportunities. For the contracting officer who sent you the invitation to bid, the no-bid letter demonstrates that, while you are not interested in bidding for a particular project for specific and valid reasons, you are still interested in competing for future opportunities, and want to stay on the prospective bidder list. This is why it’s important to take the time to write a professional no-bid letter.

How to write a No-Bid Letter

The no-bid letter is part of your FREE Request for Proposal Letters Toolkit.

It is highly recommended that you read the recommendations below in order use the no-bid letter template properly and successfully.

  1. Use a formal letterhead. Do not handwrite your no-bid letter.
    Use the templates and samples provided in your FREE Request for Proposal Toolkit to create your own no-bid letter.
  2. First, your no-bid letter should thank the person who sent you the invitation, for showing interest in the solution your organization is marketing.
  3. Next, state the reasons why you are not proposing an offer or bidding. Be specific regarding these reasons. The best way to discover valid, thus acceptable reasons not to bid is to perform a bid/no-bid analysis. This step is the critical factor in remaining on the list of prospective providers.
  4. Reiterate that you are still interested in being kept informed about new business opportunities, for which your solution may be well suited, or best suited.
  5. Finally, end the letter formally (with sincerely, for example, or a similar polite expression). Sign your name and indicate your title. Be sure to provide correct and complete contact and reference information for future correspondence.
  6. Before sending it, make sure your no-bid letter is tactful, respectful, and goes straight to the point.
  7. Send the no-bid letter via registered mail. It has to be received before the bid/proposal opening date.
  8. Since things sometimes are a little more complicated, remember to consult a lawyer for information before doing anything.

No-Bid Letter Templates, Samples, How to, and Tips

Read tips on how to write a professional, impressive, and bulletproof no-bid letter in your FREE Request for Proposal Letters Toolkit.

In the toolkit, you will also find no-bid letter template and sample.

It's FREE!

"The no-bid letter template ensures future business opportunities."

Free Online Impartial

resources to minimize the costs, risks, and time associated with software selection:

TEC Store

visit the TEC store to download detailed specifications reports on the products of your choice:

Business Process Management (BPM) Software Evaluation Report

Criteria + Vendor Responses

Learn more

Business Process Management (BPM) RFI/RFP Template

Includes: Process Modelling, Security Management, Process Collaboration, Form Management, Workflow Portal, Monitoring and Management, Process Analytics, and Product Technology and Support

Learn more