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Witing a Decline Letter for Proposal

decline letter for proposal helpIs It Important to Know How to Write a Decline Letter for a Proposal?

decline position letter sampleFar too often people let silence be their answer rather than actually responding to a proposal that they do not want to work with. This is highly unprofessional and does not help you build good relationships and contacts, something that is vital in today’s business world. The reason is that most of us simply don’t like delivering a negative message and will put it off as long as we can, often indefinitely if we can.

But writing a decline letter for proposal rejection does not have to be a dreadful task. It is far better if you give a straight answer rather than leaving them hanging by a thread. But doing so in a professional manner is not something that most people are comfortable doing. Yet we often have to do it professionally either to reject proposals, to decline job offers, and many other instances.

Our professional letter writing service is able to help you with all forms of business communication. From writing a negative response letter for job offer through to a professional letter of decline for services. We have been helping individuals and businesses with their letter writing for many years and are able to offer you support that is professional and effective.

As Sarah Green Carmichael writes within the Harvard Business Review:

“Rejection letters aren’t easy for any of us. Whether you’re telling a job candidate that he didn’t make the next round, an entrepreneur that you’re not going to fund her project, or a vendor that you no longer need his services, these are emails most of us dread crafting. Because it’s unpleasant, too many of us put it off or don’t do it at all, essentially letting our silence do the talking. That’s a missed opportunity (and rude).”

How to Write a Decline Letter for Proposal

To write a letter of decline for business proposal is not simple for many. But at the end of the day it is something that you really must do. After all you may wish to do business with them in some other form at a later date. It also helps you to preserve your own professional reputation.

writing decline letter statistics

The following should be covered when writing decline letter for a proposal of any form:

  • Thank them sincerely for their interest in doing business and for their proposal.
  • State clearly that you have to decline their proposal.
  • Give clear reasons as to why you have declined the proposal: this does not have to be detailed. It can be that you are accepting a proposal from another company that offers a lower price or simply that it does not fit with your company policies.
  • Thank them again and offer them success with their future endeavors. Always try to offer them hope.
  • Keep your letter concise and short.

Your letter should always be carefully edited and proofread to ensure that it is written in an impressive way that is going to be received in the manner it was sent. If you really want to maintain a future relationship then it can always be sent with a handwritten thank you card. You may also want to follow it up with a phone call a week or so later to thank them again for their interest. This will also allow them to raise any questions that they may have and for you to provide them with final closure.

What Needs to be Avoided within Your Decline Letter for Services

Declining a service proposal of any type in business may require care. You do not want to be seen to be making your decisions based on anything that may be seen as illegal such as racial or gender discrimination. For this reason it is often best to have your letter checked by your legal council to ensure that you have not unintentionally fallen foul of anything that you really should not be writing in your rejection letter.

Writing a Good Decline Letter for Position

Another decline letter that you may be required to write is a decline position letter. If you have been offered a job then the last thing that you want to do is to simply leave it hanging if you are taking another position or have decided to stay where you are. After all you may find that you want to work there later in your career or have to deal with members of the HR or recruitment team from that company later. Being polite and professional means you should write a decline position letter:

  • Do not leave writing your letter too long: respond with less than 48 hours as they need to make the offer to another or resume recruitment.
  • Be courteous: there may be a need to work with them in the future.
  • Offer thanks to all of the people that you have had dealings with.
  • Don’t gloat if you have accepted a better job on more money elsewhere, there is no need to mention this within your writing.
  • Be concise, keep the letter short and direct.

We Can Help with Writing Your Decline Letters

Writing any form of rejection letter is difficult and this is why you may want to use our objective and professional support. Our letter writers are highly conversant with all forms of written business communication and will work with you for the best results. We offer our support through writers that will be able to provide you with a letter of decline for services or position that will be accepted in the way that you wish.

All of our letters are crafted for you from first principles rather than being simple generic templates with a few blanks filled in. We provide your clients with a personal touch that they will appreciate fully. All of our letter are completed quickly and effectively and are delivered on time with free proofreading to ensure they are error free. We also cover our confidential services with a full satisfaction money back guarantee.

Make your life easier and project a more professional image by using our reliable and confidential letter writing services to write your decline letter for proposal.