When you issue an RFP (Request for Proposal), RFQ (Request for Quotation), or ITQ (Invitation to Quote), it’s always easier to notify the successful bidder. However, it’s equally professional and courteous to inform the unsuccessful bidders of your decision. Doing so maintains good relationships and encourages vendors to participate in future bids.
Why is this important?
Vendors invest time and resources in responding to your RFP or RFQ. A clear, respectful rejection letter shows professionalism, builds trust and demonstrates transparency. It also helps vendors understand that their efforts were valued, even if they weren’t selected. This small gesture can set your organization apart as fair and ethical, which is critical for long-term partnerships.
Benefits of Sending a Rejection Letter
- Maintains vendor relationships for future opportunities
- Demonstrates fairness and professionalism
- Saves time with a ready-to-use template
- Encourages vendors to commercially improve proposals for future bids
Free Sample Rejection Letter for RFQ or RFP
If you need a quick and professional way to notify vendors they were not selected, here’s a free sample rejection letter you can use. This template is simple, polite, and ensures your message is clear.
Download your free RFQ rejection form letter here >>> rfq13-itq-rejection-letter