Regret to inform you letter


  1. Express with the regret the rejection.
  2. Explain to the reader the grounds of rejection in all fairness.
  3. Let the reader know that he will be considered in the future, if appropriate.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

I regret to inform you that we cannot go ahead with your business proposal.

You should know that we'd requested multiple suppliers to send in their bids so as to get the best quotation along with top notch quality. Another supplier has managed to provide us with a competitive proposal.

Nevertheless, we will approach you the next time we are looking at bids for a similar project. Thank you.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -