Rejection Letter Template

A rejection letter declines a bid or proposal respectfully to preserve the relationship.

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[[Sender Name]]
[[Company]]
[[Date]]

[[Recipient Name]]
[[Recipient Company]]

Dear [[Recipient Name]],

Thank you for your proposal dated [[date]] regarding [[project]]. We reviewed it carefully.

After consideration, we have decided to [[go another way / pause the project]] at this time. This is not a reflection on the quality of your work — [[brief, honest reason if appropriate]].

We'd welcome the chance to work together in future and will keep you in mind for [[area]].

Sincerely,
[[Sender Name]]

What to fill in

The proposal date and project
The decision, stated plainly
An honest but kind reason (optional)
A future-facing closing

Tips

Be clear and prompt — silence is worse than a no.

Thank them for the effort.

Leave the door open if genuine.

FAQ

Should I give a reason?

A brief, honest reason helps them improve and feels respectful. Avoid detail that could be used against you.

By Tracy Walsh, business writing coach

Rejection Letter Template

Copy this template

What to fill in

Tips

FAQ

Should I give a reason?

More business letter templates