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9+ Sample Bid Rejection Letters

Sometimes, for a business to grow, we would need to coordinate with other businesses and their projects by offering proposals or bids. These proposals would involve us providing them with our services and them paying us in return. But a bid may not always be accepted after we tender it; sometimes it gets rejected.

And that’s where a rejection letter comes into play. It is a formal document that one company who is initiating the project sends to another company who is making the proposal. There are many factors behind the rejection. Continue reading on to learn more about bid rejection letters.

Bid Proposal Rejection

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File Format
  • Doc

Size: 2 KB

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Contract Bid Rejection Letter

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  • Doc

Size: 2 KB

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Construction Bid

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  • Doc

Size: 5 KB

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Formal Rejection

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  • PDF

Size: 3 KB

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Project Bid Letter

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  • PDF

Size: 70 KB

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How to Write a Bid Rejection Letter

Similar to other formal business letters, follow standard business format. Indicate the recipient’s name, address, and contact details on the topmost portion of the letter, then make your greeting by using “Dear Mr./Ms. or Mrs.” followed by their name.

Start the main body by thanking the company for making a proposal. Then in a positive and professional manner, mention that their bid did not fit the planned project and that you went for another bid that was more suitable to your project.

In the last part of the letter, let the company know that you are still willing to accept more proposals in the future. And then close the letter by politely signing off.

To make things easier for you, you may use the rejection letter templates that we are offering, we even have other types of rejection letters such as Job Applicant Rejection Letters that you can use.

What to Include in a Bid Rejection Letter?

  • Notify the company that made the bid that their proposal did not meet your expectations.
  • Briefly explain the reason behind the rejection.
    • It could be that the proposal’s expenses are more than how much your company is willing to spend.
    • It could also be that the delivery of materials took too long.
    • Or it could also be that a proposal from a better and more experienced company was chosen.
  • Name, designation, address, and contact details of the person who issued the rejection.

You can pick out from various formats with our templates, choose rejection letter in PDF format for templates in high-resolution PDF format.

Bid Rejection Response

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  • PDF

Size: 168 KB

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Bid Rejection Example

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  • Doc

Size: 2 KB

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Rejection of Bid Contract

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  • PDF

Size: 1 MB

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All Bids Rejection

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  • Doc

Size: 4 KB

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Bid Letter to Company

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File Format
  • PDF

Size: 25 KB

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Tips for Handling a Bid Rejection

  • Reacting negatively is normal since even after all the efforts made, your bid was still not accepted.
  • Rationalize well about the possible reasons why your proposal failed to meet the company’s expectations.
  • Getting your proposal rejected is not the end of the world. Get back up and try again.
  • Take this rejection as something that you should learn from.
  • Ask for feedback or criticism from other people.

Aside from the PDF format mentioned earlier, we also have fully editable rejection letter in .doc format. And for even more rejection templates to choose from, also check out our collection of Offer Rejection Letter Templates.

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