In the world of business, things don’t always go as planned. Sometimes, a supplier’s bid for a tender isn’t successful. It’s a tough situation, but handling it professionally is super important. That’s where the “Email To Notify Supplier On Failed Tender” comes in. This email is more than just a simple message; it’s a communication that can maintain a good relationship with the supplier, even though they didn’t win. Let’s look at how to write these emails effectively.
Why a Well-Crafted Email Matters
Sending an email to tell a supplier their tender wasn’t chosen is a delicate task. You need to be clear, respectful, and provide helpful feedback if possible. Think about it like this: the supplier invested time and effort in their bid.
- It’s a matter of common courtesy to let them know the outcome.
- It keeps the door open for future opportunities.
- A well-written email can actually strengthen your business relationships.
A poorly written email, on the other hand, can damage those relationships. For example, if you use a generic, impersonal tone, or provide no helpful information, the supplier might feel undervalued and less likely to bid again. You want to avoid any confusion about the outcome. You should consider these points:
- Maintain professionalism.
- Always be respectful.
- Clearly state the decision.
It’s also a reflection of your company’s values and how you conduct business.
Let’s look at the structure of what’s typically needed in this email. Here’s the standard approach, along with a few variations:
| Element | Description |
|---|---|
| Subject Line | Keep it clear and direct, like “Tender Outcome: [Tender Name]” |
| Opening | Acknowledge the supplier’s participation and thank them for their time. |
| Decision | State the decision (not selected) clearly and respectfully. |
| Reasoning (Optional) | Offer general feedback or reasons for the decision, if possible and appropriate. |
| Closing | Express gratitude and a hope for future collaboration. |
Email Example: Standard Notification
Subject: Tender Outcome: Supply of Office Stationery
Dear [Supplier Name],
Thank you for your interest in the tender for the supply of office stationery and for taking the time to submit your proposal. We appreciate you taking the time to prepare and submit it.
We have now completed our evaluation of all the submissions. Unfortunately, we regret to inform you that your tender was not successful on this occasion.
We would like to thank you for your interest in our tender. We appreciate the time and effort you put into preparing your proposal. We hope you will consider participating in future tenders.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Email Example: Providing General Feedback
Subject: Tender Outcome: IT Services Upgrade
Dear [Supplier Name],
Thank you for submitting your proposal for the IT Services Upgrade tender. We appreciate you taking the time to prepare and submit it.
We have carefully reviewed all submitted proposals. While your submission was comprehensive, we regret to inform you that your tender was not selected. The decision was based on the overall cost comparison and scope of work.
We value your interest in our company and hope that you will consider participating in future tenders.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Email Example: Highlighting Specific Areas for Improvement
Subject: Tender Outcome: Catering Services
Dear [Supplier Name],
Thank you for your interest in the catering services tender and for taking the time to submit your proposal. We appreciate the time and effort you put into it.
We have concluded our evaluation. While we found your proposal to be well-presented and comprehensive, it was not selected. The decision was based on the pricing structure and the scope of services provided. We received a few proposals that better met our budget needs.
We value your efforts and encourage you to participate in future tenders. If you wish, we would be glad to provide you with more detailed feedback. Please feel free to contact us.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Email Example: Offering a Phone Call for Further Discussion
Subject: Tender Outcome: Construction of New Office Building
Dear [Supplier Name],
Thank you for your interest in the construction of the new office building tender and for taking the time to submit your proposal. We appreciate the time and effort you put into it.
We have completed the evaluation process. Unfortunately, we regret to inform you that your tender was not successful. We received several strong proposals, and the final decision was based on a combination of factors, including project timeline and demonstrated experience.
We would be happy to arrange a brief call to discuss your submission further, if you would find that helpful. Please let us know your availability.
We appreciate your interest and look forward to the possibility of working with you in the future.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Email Example: When the Decision Is Based on Price
Subject: Tender Outcome: Cleaning Services
Dear [Supplier Name],
Thank you for your interest in the cleaning services tender. We appreciate the time and effort you put into your proposal.
We have completed our evaluation. We regret to inform you that your tender was not selected at this time. The primary reason for this decision was the difference in pricing compared to the selected bid. We received other submissions with lower pricing and similar quality of service.
We thank you for your interest. We wish you the best in your future endeavors and hope to have the opportunity to collaborate on future projects.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Email Example: Expressing Hope for Future Opportunities
Subject: Tender Outcome: Marketing Campaign
Dear [Supplier Name],
Thank you for submitting a proposal for our marketing campaign tender. We appreciate the time and effort you put into your proposal.
We have carefully evaluated all submissions. We regret to inform you that your tender was not successful on this occasion. The selection was based on alignment with our specific strategic goals and the proposed campaign’s innovative approach.
We value your interest in our company. We hope you will consider participating in future tenders, and we look forward to the possibility of working with you on future projects.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
In conclusion, sending an “Email To Notify Supplier On Failed Tender” is more than just a formality; it’s a chance to show professionalism and build lasting relationships. By keeping the email clear, respectful, and offering helpful feedback when possible, you can maintain goodwill and increase the chances of future collaborations. Remember, even if a bid isn’t successful, a positive email can leave a lasting impression and strengthen your company’s reputation.