How is a notification of award different from a standard award letter you would issue from a purchasing department?  Basically they are the same document as they have the same intent and perform the same functions. In this series of posts we are providing sample letters which can be used in the request for quote or request for proposal award process. This letter would be used when you wish to advise a vendor they have been selected and will be awarded the tender they recently bid on.

Here is a free notification of award sample letter that we use: Read the rest of this entry

A rejection letter is another term used by purchasing personnel and it is used as part of the notification process. You are notifying your unsuccessful bidders that they will not be awarded the tender. It is a formal way of notification much like an award letter or how a notification of award is used. They inform all the vendors of your position in respect to your bid. Issuing an award is enjoyable, completing rejection letters are no fun but they are important.

Why is this important?  If you consider the recipients position, their manpower and scheduling needs then you can quickly appreciate the importance of locking up the vendor if you need them and releasing the vendor if you do not.  Regardless of whether it is for supply of materials, manufacturing requirements or service related work it is still the same. It is prudent to efficiently review all bids during the tender process and not allow it to drag out for 3 months.

Vendors  are partners in your supply chain and they do incur a cost when it comes to submitting a bid to your RFQ or RFP. It is a professional courtesy to always inform bidders of either award or rejection and it is important to be on good terms with vendors as you do want them to participate in future tenders of a similar nature. So, a simple rejection letter can go Read the rest of this entry