As an HR professional, part of my job involves various communications, and one of the trickier ones is writing an Email To Notify Supplier On Failed Tender. This email is important because it delivers news that a supplier hasn’t been selected for a project or contract. It’s not the easiest conversation to have, but handling it correctly is crucial for maintaining good relationships and professionalism.
Why a Well-Crafted Email Matters
Sending a well-written email about a failed tender is incredibly important. It’s a direct reflection of your company and how you treat others, even when delivering disappointing news. A poorly written email can damage your reputation, discourage future participation, and even lead to legal issues.
- **Professionalism:** It demonstrates respect for the supplier’s time and effort.
- **Relationship Building:** It helps maintain a positive relationship for potential future collaborations.
- **Legal Compliance:** It can protect your company from potential claims if you are clear and fair.
A clear and respectful email shows that you value the supplier’s participation. This is crucial for maintaining positive business relationships. This email should clearly and concisely state the outcome of the tender process. It should be polite and informative.
- Acknowledge their effort.
- Clearly state the decision.
- Provide, if possible, a brief, neutral explanation (without revealing sensitive information).
This approach maintains professionalism and encourages the supplier to consider future opportunities with your organization.
Email Example: Standard Notification
Subject: Tender Result – [Tender Name/Number]
Dear [Supplier Contact Person Name],
Thank you for your interest and for submitting a tender for [Tender Name/Description]. We appreciate the time and effort you invested in preparing your proposal.
After careful consideration of all submissions, we regret to inform you that your tender was not selected on this occasion.
We would like to thank you again for your interest and participation. We encourage you to consider bidding on future opportunities. You can find details of upcoming tenders on [link to your website/portal].
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Email Example: Providing General Feedback (If Possible)
Subject: Tender Result – [Tender Name/Number]
Dear [Supplier Contact Person Name],
Thank you for your interest in the [Tender Name/Description] and for submitting your tender. We appreciate you taking the time to prepare your proposal.
Following a comprehensive evaluation process, we regret to inform you that your tender was not successful. The selection was based on the criteria outlined in the tender documents, and the winning bid was chosen based on [brief, non-specific reason, e.g., “price and overall value,” or “meeting the specific technical requirements”].
We were impressed by [mention something positive, e.g., the quality of your presentation, a specific aspect of their proposal].
We encourage you to review the tender documents and consider participating in future tenders. Details of upcoming opportunities can be found on [link to your website/portal].
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Email Example: When the Price Was the Main Factor
Subject: Tender Result – [Tender Name/Number]
Dear [Supplier Contact Person Name],
Thank you for your interest in the [Tender Name/Description] and for your submitted tender. We acknowledge the effort put into preparing your proposal.
After careful evaluation, we regret to inform you that your tender was not successful. The selection was primarily based on the price, and another supplier offered a more competitive bid that aligned with our budget requirements.
We appreciate the quality of the proposal and your company’s services. Details of upcoming tenders can be found on [link to your website/portal].
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Email Example: When There Were Technical Issues
Subject: Tender Result – [Tender Name/Number]
Dear [Supplier Contact Person Name],
Thank you for submitting a tender for the [Tender Name/Description]. We appreciate your participation.
Following a comprehensive review of all submitted tenders, we regret to inform you that your proposal was not selected. This decision was based on the technical evaluation criteria. [Brief, neutral explanation, e.g., “Your proposal did not fully meet the specifications outlined in the tender document.” or “The technical aspects did not align with our current requirements.”].
We appreciate your interest and would welcome your participation in future tenders. Details of upcoming opportunities can be found on [link to your website/portal].
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Email Example: When the Supplier Lacked Experience
Subject: Tender Result – [Tender Name/Number]
Dear [Supplier Contact Person Name],
Thank you for your interest in the [Tender Name/Description] and for submitting your tender. We recognize your effort in preparing the proposal.
After careful evaluation, we regret to inform you that your tender was not successful. The evaluation criteria prioritized experience in the particular area, and the selected bid demonstrated a more established history.
We believe your company has potential and encourage you to consider bidding on future opportunities. Details of upcoming tenders can be found on [link to your website/portal].
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Email Example: Adding a Call to Action for Feedback
Subject: Tender Result – [Tender Name/Number]
Dear [Supplier Contact Person Name],
Thank you for submitting a tender for the [Tender Name/Description]. We appreciate your participation.
After careful consideration, we regret to inform you that your tender was not selected. The decision was based on [mention key factor, e.g., price competitiveness, technical specifications].
We are always striving to improve our processes. If you would like to receive feedback on your tender submission, please contact [Name and email address]. We appreciate your understanding.
We value your interest and invite you to consider participating in future tenders. Details of upcoming opportunities can be found on [link to your website/portal].
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Letter Example: Formal Notification (For Sensitive or Large Tenders)
[Your Company Letterhead]
Date: [Date]
[Supplier Contact Person Name]
[Supplier Company Name]
[Supplier Company Address]
Subject: Notification of Tender Result – [Tender Name/Number]
Dear [Supplier Contact Person Name],
Thank you for your interest in [Tender Name/Description] and for submitting your tender. We appreciate the time and effort your organization invested in preparing your proposal.
Following a thorough evaluation of all submitted tenders, we regret to inform you that your tender was not selected for this project. The decision was made after carefully considering all proposals against the evaluation criteria outlined in the tender documents. The successful tender was selected based on [state key factor, e.g., a combination of price and technical specifications].
We appreciate your interest in our company and your commitment to this project. We would like to thank you again for your efforts and encourage you to consider participating in future opportunities. Details of future tenders can be found on [link to your website/portal].
If you have any questions regarding the outcome, please do not hesitate to contact [Contact Person] at [Phone Number] or [Email Address].
Sincerely,
[Your Name]
[Your Title]
[Your Company]
In conclusion, writing an Email To Notify Supplier On Failed Tender is a key skill for any HR professional. It’s about being respectful, clear, and professional. By following these guidelines and using the examples, you can ensure your emails are effective, maintain good relationships, and protect your company’s reputation. Remember to always be honest, but also strive to be encouraging for future collaborations.