Reject a bid. Sample letter


  1. A thoughtful letter on declining a bid tells the bidder of your decision, but it also let the bidder know that he or she is still welcome for future business.
  2. Tell the bidder that you appreciate his or her efforts.
  3. If possible, explain the positive characteristics of the bid. Shortly give details on why you are turning down the bid.
  4. End it with an uplifting remark, maybe by recommending future possibilities for a business partnership.


[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],

Thank you for offering your services to us and submitting your bid. We appreciate your plan on the rewiring of our old building. We also appreciate the excellent presentation and the effort that you have made. We regret to inform you that we have chosen to award the bid to another firm. Their plan is much closer to how we want it to be and the cost within our planned budget. However, please keep in touch, as we will still need your services for future projects.


[Senders Name]
[Senders Title] -Optional-

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