In the business world, things don’t always go as planned. Sometimes, a supplier’s bid for a tender isn’t selected. When this happens, it’s important to let them know professionally and respectfully. This guide focuses on how to write an effective Email To Notify Supplier On Failed Tender, ensuring you maintain good relationships even when delivering less-than-ideal news.
Why a Well-Written Email Matters
Sending a rejection email is never fun, but it’s a necessary part of the tendering process. A poorly written email can damage your company’s reputation and potentially burn bridges with valuable suppliers. A well-crafted email, on the other hand, shows respect and professionalism, even if the outcome wasn’t in the supplier’s favor. It’s about closing the loop in a clear, concise, and courteous manner. Consider these key aspects:
- Professionalism: Maintain a formal tone throughout the communication.
- Clarity: Clearly state the outcome and avoid ambiguity.
- Constructive Feedback (Optional): If possible, offer brief, helpful feedback.
The way you communicate this news can greatly impact how the supplier perceives your company and their willingness to work with you in the future. It’s a reflection of your company’s values.
- Acknowledge their effort in submitting the tender.
- State the decision directly.
- Provide (optional) brief feedback.
Email Example: Standard Rejection
Subject: Regarding Tender [Tender Number] – [Project Name]
Dear [Supplier Contact Person Name],
Thank you for your interest in and the time and effort you invested in submitting a tender for [Project Name] (Tender Number: [Tender Number]). We appreciate you taking the time to provide us with your proposal.
After careful consideration, we regret to inform you that your tender was not selected for this project. The decision was based on [briefly state the primary reason, e.g., “price” or “compliance with specific requirements”].
We understand this news may be disappointing, and we thank you again for your interest in working with [Your Company Name].
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Rejection Due to Price
Subject: Tender [Tender Number] – [Project Name] – Outcome Notification
Dear [Supplier Contact Person Name],
We would like to express our sincere gratitude for your proposal for the [Project Name], referenced by Tender Number [Tender Number]. We appreciate you taking the time to prepare and submit it.
Following a thorough review of all submitted tenders, we have decided to award the project to another supplier. While your proposal was comprehensive, the final decision was influenced primarily by pricing.
We wish you the best in your future endeavors. Thank you again for your interest.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Rejection Due to Not Meeting Requirements
Subject: Re: Tender for [Project Name] – [Tender Number]
Dear [Supplier Contact Person Name],
Thank you for submitting a tender for the [Project Name] (Tender Number: [Tender Number]). We appreciate your submission and the effort that went into preparing it.
After careful review, we found that your proposal did not fully meet the specified requirements outlined in the tender documents, particularly regarding [mention the specific area of non-compliance, e.g., “compliance with industry standards” or “detailed project timeline”].
We value your interest and hope you’ll consider bidding on future tenders.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Offering General Feedback
Subject: Regarding Tender [Tender Number] – [Project Name]
Dear [Supplier Contact Person Name],
Thank you for submitting your tender for [Project Name] (Tender Number: [Tender Number]). We are grateful for your interest and the time you invested in your proposal.
We regret to inform you that your tender was not selected at this time. We found that another proposal more closely aligned with our specific needs.
We would like to provide some general feedback. Consider strengthening [mention specific area, e.g., “your project management section” or “your proposed pricing structure”] in future submissions. We encourage you to review our future tender opportunities.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Thanking for their Efforts and Expressing Hope for Future Collaboration
Subject: Outcome of Tender [Tender Number] for [Project Name]
Dear [Supplier Contact Person Name],
We appreciate the time and effort you invested in submitting your tender for the [Project Name] (Tender Number: [Tender Number]). Your proposal was carefully considered.
While your tender was not selected on this occasion, we were impressed with [mention something positive, e.g., “your company’s experience” or “the quality of your submission”].
We hope you will consider participating in future tenders, and we look forward to the possibility of collaborating with you in the future.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: When You Already Have a Good Relationship
Subject: [Project Name] Tender – Update
Hi [Supplier Contact Person Name],
Hope you’re doing well.
Just wanted to let you know that we’ve made a decision on the [Project Name] tender (Tender Number: [Tender Number]). Unfortunately, your proposal wasn’t selected this time.
We really appreciate your ongoing partnership and the great work you’ve done for us in the past. This decision doesn’t diminish our respect for your company. We hope we can work together on future projects. Let’s keep in touch!
Best,
[Your Name]
[Your Title]
[Your Company Name]
In conclusion, sending an Email To Notify Supplier On Failed Tender requires careful consideration and a professional approach. By following these examples and guidelines, you can communicate the news effectively while preserving positive business relationships. Remember, even in rejection, clear, respectful communication is key to maintaining a strong reputation and building trust with your suppliers. Good luck!