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How to write an RFP rejection letter?

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What is an RFP rejection letter

An RFP rejection letter is sent to the prospective provider whose proposal has been rejected for very specific reasons that are explicitly exposed in the RFP rejection letter. In fact, it should be more accurately called RFP Proposal rejection Letter since it is the proposal that is rejected and not the RFP itself.

Also known as: letter of non-responsibility, letter of non-responsiveness, refusal letter, bid rejection letter, letter of applicant rejection, vendor decline letter, proposal rejection letter, letter of rejection, vendor rejection letter

RFP rejection letter templates and samples

The request for proposal (RFP) rejection letter is part of our FREE RFP Letters Toolkit. You will find in it, amongst others, templates and samples of an RFP rejection letter.

Writing a rejection letter of a Request for Proposal (RFP)

It is highly recommended that you to read the suggestions below in order to properly and successfully use the RFP rejection letter.

  1. Use a formal letterhead and do not handwrite the RFP rejection letter. Use templates and samples provided in your FREE RFP Letters Toolkit to create your own rejection letter.
     
  2. First, your rejection letter should thank the person who submitted the proposal for the time, effort, and interest in the project related to the issued RFP.
     
  3. Next, state the reasons why the proposal was rejected. Be very specific regarding these reasons. You must explain why and how the proposal is non-responsive or the provider non-responsible.

    Definition of non-responsiveness:

    A non-responsive proposal would, for example, neglect to provide mandatory information or documents requested in the RFP.

    Definition of non-responsibility:

    A non-responsible provider, although supplying all necessary information, would, for example, not be able to fully satisfy requirements defined in the RFP or would be financially unstable or unable to complete the project in a timely manner.

    Documenting the reasons why a proposal is rejected is far more difficult than merely identifying the proposal as non-compliant. Spend the time needed to honestly and properly communicate the reasons for the rejection. The more specific, exhaustive, and honest the reasons for the rejection are, the more difficult it becomes for the provider to contest your decision to reject the proposal. 
     

  4. Keep in mind that the rejected provider has the right to formally contest your decision within a reasonable timeframe, as initially defined in the RFP. Therefore, do not sign any contract with another provider until the deadline to receive protests expires and rejection protests are settled.
     
  5. You are not required to unveil information about to whom the project was awarded. Nevertheless, if requested, you must provide all information except for trade secrets.
     
  6. Finally, close the letter formally with "sincerely" or a similar polite expression. Sign your name and title.
     
  7. Do not forget to send the rejection letter via certified mail
     
  8. Since things sometimes get a little more complicated than usual, remember to consult a lawyer for further information before doing anything.

Tips, templates, and samples of a RFP rejection letter

FREE RFP Letters Toolkit, 2014 EditionWANT TEMPLATES AND SAMPLES
FOR AN RFP REJECTION LETTER?

Learn tips on how to write a professional, very impressive, and bullet-proof RFP rejection letter in our FREE RFP Letters Toolkit, 2014 Edition.

You will find in it, amongst others, templates and samples of an RFP rejection letter.

It's FREE!
 

"It's important that the rejection letter states the exact reasons why a proposal is rejected."
- Pascal PERRY


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POGO Urges OSTP to Ensure that Agency Scientific Integrity Plans Include Contractors and Grantees

POGO is pleased to see that most federal departments and agencies have finally made public their draft or final scientific integrity plans in response to President Obama's March 2009 Memorandum on Scientific Integrity. However, POGO is concerned that several agencies have not included contractors or grantees in their plans. The failure to ensure the integrity of science performed outside the government but funded with taxpayer dollars is particularly troubling given that some of these departments or agencies—such as the Department of Energy (DOE)—rely heavily or nearly entirely on contractors and grantees for scientific research. .

14 Federal Agencies Fail to Fulfill the President's Directive: Billions in Taxpayer-Funded Science Not Included in Integrity Plans and Policies

The Department of Energy (DOE) and the Food and Drug Administration were two of 14 federal agencies that failed to set proper scientific standards for contract and grantee researchers, despite the fact that tens of billions of dollars in taxpayer money funds this science each year, the Project On Government Oversight (POGO) said in a letter sent today to the Obama administration..

POGO Supports DoD Effort to Redefine Commercial Items

The Project On Government Oversight (POGO) urges you to support the Department of Defense's (DoD) legislative proposal for the National Defense Authorization Act that will result in improved oversight of billions of dollars' worth of so-called "commercial" goods and services..

POGO Supports Proposed Defense Contractor Crime Reporting Rule

The Department of Defense (DoD) seeks input on a proposal to amend the Defense Federal Acquisition Regulation Supplement (DFARS) to expand coverage on contractor requirements and responsibilities with regard to the reporting of crimes committed by or against contractor personnel. .

POGO's Response to Professional Services Council Letter Regarding Reducing Civilian Workforce

Senators and Representatives recently received a letter from the Professional Services Council (PSC) responding to their letters to Secretary of Defense Leon Panetta, in they criticized the Department of Defense's (DoD) efficiency initiative, which aims to reduce costs by scaling back the civilian workforce to 2010 levels rather than compliance with mandates to reduce reliance upon contractors. We would like to offer some perspective on a number of points raised in the PSC letter..

POGO and Partners Strongly Support Passage of the DATA Act

We, the undersigned organizations, are writing in strong support of the Digital Accountability and Transparency Act (DATA Act), H.R. 2146, which is planned for a floor vote this Wednesday. The DATA Act is an important step towards improving federal financial transparency and would empower the public to better understand how their federal dollars are being spent. .

A Test Case on Sanctions?

If there's one thing most Americans support in foreign policy, it's sanctions against Iran to halt its alleged drive for nuclear weapons. From President Obama to Mitt Romney, Rick Santorum, and Newt Gingrich, leading candidates all want to put the economic squeeze on Tehran and to signal their support for Israel. President Obama recently announced he will ratchet up sanctions on the country's oil exports and declared a "national emergency" to deal with the Islamic Republic. The Senate will try to iron out its differences over anti-Iran measures in coming weeks, as bus stations around Washington, DC, are studded with advertisements questioning the President's resolve on the issue..

U.S. Wasting Billions on Over-Priced Service Contracts; Government Lacks Data to Make Informed Contracting Decisions, POGO Tells Congressional Subcommittee

The federal government more than doubled its spending on service contracts over the last decade, despite having inaccurate data on the "true" cost of those contracts—largely because of the misguided notion that outsourcing is more cost effective than using federal workers, the Project On Government Oversight (POGO) told a Senate subcommittee today..

POGO's Scott Amey testimony on "Contractors: How Much Are They Costing the Government?"

I want to thank Chairman McCaskill, Ranking Member Portman, and the Subcommittee for asking the Project On Government Oversight (POGO to submit written testimony about the important, but often ignored, issue of service contracting costs. Although there are many initiatives in place to cut federal agency spending and reduce the costs associated with the federal workforce, the cost of contractor services has escaped scrutiny. Such avoidance is extremely disturbing because the government annually spends more taxpayer dollars on contractor services than it spends on goods, over $320 billion and $210 billion in FY 2011, respectively. To put that level of spending in perspective, total contract spending was $205 billion in FY 2000, of which services accounted for $128 billion of the total..

Last Modified: Tuesday, August 28, 2012 9:25:11 PM

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