A rejection letter is another term used by purchasing personnel as part of the notification process in a post tender scenario. In essence, you are notifying unsuccessful bidders that they will not be awarded your business. It is a respectful and formal way of providing closure. Much like an award letter or how a notification of award is used but unfortunately for the opposite reason. 

They inform all the Vendors of your position in relation to the bid. Issuing an award is the fun or pleasant part of the tender process, completing rejection letters … not so fun. Rejection letters are important and we will do our best to attempt to explain why.

Why is this important?  If you consider the recipients position, manpower and scheduling needs then you can quickly appreciate the importance of  releasing the Vendor if they are not required.  Regardless of whether it is for the supply of materials, manufacturing requirements or service related work, it is still the same. It is both respectful and prudent to efficiently review all bids during the tender process and avoid allowing it to drag out for months on end.

Vendors are partners in your supply chain and they do incur a cost when submitting a bid to your RFQ or RFP. It is a professional courtesy to inform bidders of either an award or rejection and it is important to remain on good terms as you do want them to participate in future tenders of a similar nature. So, a simple rejection letter can go (more…)