Letter to Decline an RFP Proposal

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Use templates and samples provided in your FREE RFP Letters Toolkit to create your own letter to decline an RFP proposal.
The letter to decline an RFP proposal is part of our FREE RFP Letters Toolkit. Such letter is sent to a prospective provider in order to decline the proposal submitted in response to a Request for Proposal (RFP).
A complaint-proof decline letter should:
state and substantiate the reasons why the proposal was declined,
inform the requester about his or her right to seek a review of the decline determination process, and
specify the procedures for requesting such a review.
It is highly recommended to read the recommendations below in order to properly and successfully use the letter to decline the response submitted in response to the RFP.
Use a formal letterhead and do not handwrite your letter to decline a proposition. Use templates and samples provided in your FREE RFP Letters Toolkit to create your own letter to decline a proposal.
First, thank the person who submitted the proposal for the time, effort, and interest in the project related to the issued RFP.
Next, notify the provider that you decline the offer they have submitted since it is not the best apparent solution to the project for which the RFP was issued. The award is not officially definitive since unsuccessful providers have the right to formally contest their disqualification, rejection, or non-selection within a reasonable timeframe, as initially defined in the RFP. Therefore, do not sign any contract with another provider until the deadline to receive protests expires and all protests are settled.
Your letter to decline the proposed response is not required to unveil information about to whom the project was awarded. Nevertheless, if requested, you must provide all information except for trade secrets.
Finally, close the decline letter formally with "sincerely" or a similar polite expression. Sign your name and title. Be sure to provide correct, complete contact and reference information for future correspondence.
Do not forget to send the decline letter via certified mail.
Since things sometimes get a little more complicated than usual, remember to consult a lawyer for further information before doing anything.