The Tender Decline Letter is a crucial document in the procurement process under English and Welsh law, used when an organization needs to formally communicate the rejection of a tender submission. This document serves multiple purposes: it ensures compliance with procurement regulations, maintains transparency, provides necessary feedback to unsuccessful bidders, and helps maintain professional relationships. The letter typically includes the tender reference, reason for decline, and may include detailed feedback or an offer for a debrief session. It must be carefully drafted to avoid potential legal challenges while providing clear communication about the decision.
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1. Recipient Details: Full name, title, company name, and address of the recipient
2. Tender Reference: Specific reference to the tender opportunity being declined
3. Appreciation: Thank the organization for their time and effort in submitting the tender
4. Decline Statement: Clear statement that the tender has been unsuccessful
5. Brief Reason: High-level explanation for why the tender was unsuccessful
1. Detailed Feedback: Specific scoring or evaluation feedback, used when required by procurement rules or when maintaining good supplier relations
2. Future Opportunities: Information about future tender opportunities, used when wanting to encourage future participation
3. Debrief Offer: Offer for a detailed debrief session, used for high-value or complex tenders
1. Scoring Summary: Optional detailed breakdown of evaluation scores
2. Feedback Form: Optional structured feedback form showing evaluation against specific criteria
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