Rejecting bids, proposals and quotations are a necessary part of the business process, but in many cases a good supplier who is left out of a bid is left guessing what happened to his proposal. A letter addressing the quotation decline is a real courtesy any supplier or contractor would appreciate. Such practice will help you retain the goodwill of industry suppliers in your area.
Here's a sample letter declining a proposal bid with the reason explained:
Dear Mr. Gallantz,
We wish to thank you for your time and effort you have expended in preparing the quotation for the Rice-Fawkes Construction Project. Duly noted are the number of proposals we have received from you from July 10, July 15 and the addendum version last July 16.
We are sorry that the quantities and manpower we need right now are more than what your company is equipped to handle. We regret that we are unable to grant you this contract as of this time. However, we have other projects in the pipeline next quarter, which are within your scale and expertise. I suggest that your company resubmit a much-precise proposal for bidding.
Bids will be accepted by November 13.
Truly Yours,
Senior Contractor
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