Sample Notice of Rejected Bid

After receiving bids or quotations from firms, it is polite to write & explain your reasons for rejecting the bids or quotations you received. If you explain to the bidder why their answer to your request for a quotation is unacceptable, you may be able to get them to improve their future offers.

Sample 1: Letter rejecting bid

[Business address]

[Date]

Dear [Name of Recipient],

We would like to thank you for your interest in providing a quote for [input services or products] to our company.

We are aware that you have made a lot of effort and time to prepare the bid, but we regret to inform you that we have decided to award the contract to another firm. We based our decision on [reason for rejecting the bid].

Thank you for your time and we do hope that you will continue to bid for any future projects.

Sincerely,

[Name of Sender]
[Title]
[Company Email]

Also See: Letter replying to request for wholesale price list

Sample 2: Letter rejecting bid

[Business address]

[Date]

Dear [Name of Recipient],

Thank you for your time in presenting your proposal for the [Name of the project] on [date of presentation]. There were four companies in total that presented a proposal, but we could only choose one.

Unfortunately after a great deal of  discussion , we regret to inform you that your bid was rejected for the following reasons:

[State Reasons]

I’m sure this will be disappointing news but we hope this will not put you off bidding for future contracts.

Yours Sincerely,

[Name of Sender]
[Title]
[Company Email]