Sample letter of rejecting a proposal


  1. Express appreciation for the proposal extended to you.
  2. Mention positive things about the proposal.
  3. State that you have reviewed the proposal but a mutual decision has been made to reject it.
  4. Mention that you are still open to future business ventures.


[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],

We were delighted to receive a proposal from your prestigious organization. We thank you for your interest in our upcoming project.

I reviewed your plan and immediately arranged a meeting with the board. We agree that your proposal was interesting, but we decided to decline your offer. We also had to accept another bid from a different organization.

Nevertheless, we hope to do business with you in the future.


[Senders Name]
[Senders Title] -Optional-

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