Example Letter #1
We acknowledge receipt of your bid to pour the foundation for our new school shop. We found your bid well-prepared, but considerably higher than the competition's. We have awarded the job to a local company. However, we will request bids on several more concrete jobs soon and hope that you will submit quotations.
Example Letter #2
Thank you for meeting with us to present your proposal for our company's retirement plan. It was obvious that you had spent a lot of time preparing your presentation. I am sorry to inform you that the board decided to accept the proposal of another provider with lower administrative fees. We will review this decision on an annual basis, so feel free to keep in touch about future opportunities. Best wishes in your business.
Example Letter #3
Thank you for submitting your landscaping bid for the Doe Inc. offices on Main St. We have decided to accept a competitor's bid instead of the one you submitted. They proposed a plan which more board members approved of. It was also cheaper. Thank you for submitting the bid. We anticipate many landscaping jobs in the future and hope you will allow us to rely on your services.
Example Letter #4
Thank you for submitting a cost estimate for rewiring the annex to the old courthouse. We appreciate the thoroughness of your proposal, and the timely manner in which you returned it to us with the requested changes. However, we did receive a bid with a lower complete cost, and we have awarded the contract to that firm. We hope you will consider bidding on future projects as we continue to renovate the city/county buildings.
Write Your Letter Step-by-Step
Express appreciation to the bidder for his or her effort.
Describe, if appropriate, the bid's positive features. Explain briefly why you are rejecting it.
Close with a positive remark, perhaps suggesting future possibilities for business together.