Notice of Rejected Bid. When you have a project up for bid, more than likely you will receive proposals from numerous companies.
While each company has done their best to put together the very best bid they are able to give, chances are you will only accept one.
You should get in the habit of sending out this professional response to those bidders that you are rejecting.
Let them know the reasoning for your rejection and express your appreciation for the time they put into their bid.
Finally, let them know that while they did not submit the “winning” bid this time, you will surely invite them to bid on future projects.
Thank you very much for the proposal you submitted to us on [date] in response to our request.
We are aware of the great deal of time and work that went into your bid and therefore, regret to inform you that we have awarded the contract to another firm.
We based our decision on [reason for rejecting bid]
We will certainly be inviting your firm to bid on our future projects and thank you once again for your proposal.