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Rejecting






Guidelines : Rejecting

Rejecting Bids

Guidelines and Alternate Phrases

  • Begin on a positive note by showing appreciation for the time, money, or effort spent in submitting the bid.
  • Thank you for your prompt reply to our RFP on the corporate headquarters furniture purchases.
  • We appreciate the time you devoted to studying our specific organization and determining how we could work together on this project.
  • Thank you for the well-thought-out proposal on management development courses. We appreciate the comprehensive approach you took.
  • Thank you for your proposal to reprocess gravity data on the Macintosh property.
  • We have received your price quotes for furnishing our Park City offices; thank you for your prompt response.
  • We appreciate your efforts in supplying us with the pricing information on the binders for our training programs for the coming year.
  • Thank you for such a detailed proposal; I know it represents much thought and analysis of our situation at Eaglecrest.
  • Present your rejection in the form of an acceptance–state what bid you have selected or what other decision you have made.
  • Aramco has decided to award the Fitton Drilling Project #24442HT to Wharton Energy.
  • After reviewing all the excellent proposals we received, we have selected Aerogrunn, Inc., out of California, for the work.
  • Mention your criteria for choosing the winning bid. If you have an ongoing relationship with other bidders and think you owe them a specific explanation, you may mention why their bid package was not selected. Bidders will be more inclined to put forth another superior effort if they know they can learn from their experience and increase their chances for acceptance in the future. Rejections without reasons discourage later responses or, at the least, minimize the effort.
  • After careful evaluation, we have chosen Universal Incorporated to complete the work because of their outstanding record with similar projects in our community.
  • We have finally narrowed our choice to Brighton, Inc., for the consulting project. Their approach seemed to be exactly on target with our management philosophy throughout the company.
  • After much deliberation on the many responses to our request for proposal, we best liked the comprehensive approach outlined by Black and Stein Associates and have awarded the contract to them.
  • Although we agreed with your problem analysis, we had difficulty understanding how your approach would work with our people and operations being so scattered throughout the nation.
  • While your approach was comprehensive, we have concluded your company cannot immediately provide the adequate heavy equipment necessary to do the job most economically.
  • We feel a project such as ours requires at least ten people on site at all times, and we have another vendor that can supply the necessary personnel without fear of any emergency delays.
  • As we explained in our RFP, our primary criterion was cost, and we did have two other vendors who submitted lower bids for the work.
  • We have chosen a consultant who has more than 20 years’ experience in just the kind of merger-acquisition plans we have in mind.
  • Take care to keep the relationship intact; on later projects, the currently rejected bidder may be your only source.
  • Thank you for taking the time to quote these prices for us.
  • We will keep your name on our bidder’s list for other similar projects.
  • We hope you will give us another opportunity to work with you on a later project.
  • We assume you’ll be interested in other such projects and will keep your firm in mind.
  • We appreciate your prompt and thorough response.
  • We’ll be in touch again about other work.
  • Thank you for the fine job you’ve done on other such projects for us.
  • I’m sorry we could not get together on the price for this work, but maybe the next time we’ll be closer.
  • We appreciate your attention to the work and our short deadlines for the evaluation and decision.
  • Shall we keep you on the bidder’s list for later projects?
  • Thank you for providing this pricing information. We hope to be able to purchase some of your other equipment when the need arises.
  • We are aware of the excellent reputation your company has, and we hope to do business with you on another project.
  • Thank you for giving us the opportunity to review your proposal; we are keeping your information on file so we can contact you again on future work assignments.

Example 1: Sample Letter for Bid Rejecting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Gentlemen and Ladies:

Thank you for your very thorough proposal to provide energy management services to us. We appreciate the time you took in preparing such a detailed step-by-step approach to the work you projected; it sounds as though you really know your business and have excellent experience in this arena.

However, after our staff met with all the vendors, we have decided to use Energy Source Forever, out of Nebraska. Their focus seemed to be more in line with our perspective on the changes we would like to incorporate. In addition to their offering a lower price, we noted their approach dealt with the full scope of the buildings rather than simply the computer operations.

We thank you for your interest in the energy-management issues and value our on-going relationship on other projects.

Sincerely,

Example 2: Bid Rejecting Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Gentlemen and Ladies:

We sincerely appreciate your efforts in preparing such a lengthy and specific quotation for the construction of the Charco facilities detailed in our May 8 RFP #35778. Abcox Construction, Inc. is the lowest bidder, however, and we will be offering that company the Charco contract.

Your proposal indicated the necessary personnel, equipment, and expertise to complete the project, and we appreciate your interest and effort in offering such a comprehensive document. Pricing, however, was our major concern on this project.

Please be assured we will contact you again on future work of this nature.

Sincerely,

Example 3: Example Letter of Rejecting Bid

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Marge,

Thank you for responding so thoroughly and quickly to our video production needs, but I’m afraid I have some disappointing news–the evaluation committee has selected another vendor for the proposed sales training video.

As you may happily know, your reputation is outstanding for such creative design work and timely delivery of similar projects. Our committee, however, was particularly impressed with the winning vendor’s proposed additions to the topic agenda and the subject-matter expertise their writers could offer to the project.

I know the proposal took several hours to prepare, and we appreciate your prompt response on our bid request. May we keep you on our list of outstanding producers when the next video project rolls around?

Cordially,

Example 4: Letter of Rejecting Bid

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Ladies or Gentlemen:

Antonine Associates is the apparent low bidder for the construction of esplanades on our Wellington Freeway property. We know bids that include such fine photography as yours are expensive and time-consuming to prepare.

Therefore, we appreciate your efforts and want to thank you for your proposal. We assure you that you will be given opportunity to bid on future work of this nature and hope you will keep us in mind should you have other ideas for lease-property improvements.

Thank you,

     

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