How to write an RFP rejection letter?


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, 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


Learn tips on how to write a professional, very impressive, and bullet-proof RFP rejection letter in our FREE RFP Letters Toolkit.

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

It's FREE!

"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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