The RFP Decline Letter is a crucial document in the formal procurement process under Belgian law, used when an organization needs to officially inform a vendor that their proposal has not been selected. This document is essential in maintaining transparent and professional communication in procurement processes, particularly important given Belgium's strict public procurement regulations and commercial law requirements. The letter typically follows the completion of the proposal evaluation process and must be carefully drafted to maintain professional relationships while avoiding potential legal issues. The RFP Decline Letter should include clear identification of the relevant proposal, a professional declination, and appropriate closing remarks, all while ensuring compliance with Belgian legal requirements regarding business communications and public procurement transparency.
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1. Letter Header: Company letterhead, date, and recipient's complete contact information
2. RFP Reference: Clear identification of the specific RFP, including reference numbers, project name, and submission date
3. Acknowledgment: Thank the company for their participation and effort in preparing the proposal
4. Decline Statement: Clear and professional communication of the decision not to proceed with their proposal
5. Basic Reasoning: Brief, general explanation for the decision without going into specific details that could create liability
6. Professional Closing: Courteous closing statement, signature block, and contact information
1. Detailed Feedback: Include when constructive feedback has been requested or when maintaining a strong relationship with the vendor is particularly important
2. Future Opportunities: Include when you want to encourage the vendor to participate in future RFPs or maintain a business relationship
3. Alternative Solutions: Include when there might be other opportunities or alternative ways to collaborate that could be relevant to the vendor
4. Debrief Invitation: Include when your organization offers debrief sessions to unsuccessful proposers
5. Confidentiality Reminder: Include when the RFP involved sensitive information or when required by internal policies
1. Summary Scorecard: Optional attachment showing high-level evaluation results, if this aligns with organization policy and transparency goals
2. Relevant Policies: If referenced in the letter, attach applicable procurement policies or procedures that influenced the decision
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