Reject a proposal. 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],

We would like to thank you for offering your services and bidding for the renovation of our old schoolhouse. You bid well. However, we regret to inform you that we have chosen another contractor because his bid was much more within our budget. Nevertheless, we will still be asking you to offer your services for future renovation jobs in our town. We are hoping that you will still be willing to offer your services then.


[Senders Name]
[Senders Title] -Optional-

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