Letter to Decline an Invitation to Bid: 5 Templates

If you are invited to a bidding event and for some reason, you will not attend this. Now you must have to inform the inviter that you decline this invitation for some proper reason. So to write this kind of letter here we help you by providing some sample letters regarding that topic.

While writing this letter you must have to clearly expressed the reason for such a decision, also use some words to congratulate them for arranging such an event.

How to Politely Decline a Tender Invitation?

  • Firstly, you must show your gratitude to be a part of the organization.
  • You must remind of the date of the bidding event.
  • Appreciate for considering you to be a part of the bidding event.
  • You can inform me why you disagree to participate in the event of bidding.
  • You can reveal your respect for participating in the event. 


How to Decline a Rap Invitation?

  • You must firstly reveal your thankfulness to be invited to the bidding event…
  • You can pay your gratitude for remembering you and inviting you to be a part of the bidding event. 
  • Inform why you are really not in a position to come to the bidding ceremony.
  • You can also express how you were willing to come but the circumstances are not letting you to do so.
  • Close the letter by showing respect to the members of the event.

Template: 1

[ Insert the Sender’s Address]

———- [ Address Line1] ———–

———- [ Address Line 2] ————

[ Insert the Date of sending the letter]

[ Insert the Receiver’s Name]

[ Insert the Receiver’s Address]

———- [ Address Line1] ———–

———- [ Address Line 2] ————

Dear Mr./ Mrs./ Ms. [ Insert the name of whomsoever it is concerned to]

 SUBJECT: letter to Decline the Invitation to Bid

Greetings of the day!

I was pleased to have been invited to be a part of [ Insert the name of the bidding event] that is scheduled to be held on [ Insert the date of the event]. 

I understand that this event is very important to you and I am delighted with the thoughtfulness you have shown to have me be a part of this bidding event.

Unfortunately, an emergency engagement, that I was notified of today, is scheduled on the same date as your event. For this very reason, I am very sorry to let you know that I will not be able to attend the bidding event.

I wanted to be a part of this event, if it weren’t for this unavoidable situation, I would have been pleased to be a part of this bidding event. I hope you will be able to understand my circumstances. I convey my best wishes and regards to the success of the event 

Thank you once again for the invitation.

Best Regards,

[ Insert the Full Name of the Sender]

[ Insert the Name of the Organization the sender represents]

[ Insert the Contact Details]

letter to decline an invitation to bid

Template: 2

[Sender’s Address]

 [Date of sending the letter]

[Receiver’s Name]

[Receiver’s Address]

Dear Mr. / Mrs. / Ms. [name of whomsoever it is concerned to]

 SUBJECT: Letter to Decline the Invitation to Bid

Greetings of the day!

I was very excited to have been invited to be a part of [ Insert the name of the bidding event] that will be held on the day [ Insert the date of the event]. 

I know that this event is very important to you and your institution (mention details) and I am really thankful to you for your thoughtfulness, which you have shown us by inviting us to attend this special bidding event.

Unfortunately, we have to attend another program regarding (mention the details) scheduled on the same date as your event. For this very reason, I am very sorry to inform you that I will not be able to attend this special occasion of the bidding event.

I wanted to take part in this bidding event; if it weren’t for this situation which I cannot avoid, I would have been really happy to be a part of this event organized by you. I hope you will be able to understand my situation and support me. I convey my best wishes and regards to you and also for the success of the event. 

I thank you once again for the invitation.

With Regards,

[Full Name of the Sender]

[Name of the Organization the sender represents]

[Contact Details]

letter to decline an invitation to bid

Template: 3

 

[Sender’s Address]

 [Date of sending the letter]

[Receiver’s Name]

[Receiver’s Address]

Dear Mr. / Mrs. / Ms. [name of whomsoever it is concerned to]

 SUBJECT: Letter to Decline the Invitation to Bid

Greetings of the day!

First of all, I want to express my heartfelt thanks to you for inviting me to be a part of [ Insert the name of the bidding event], which is scheduled to be held on the day [ Mention the date of the event]. 

I know that this biding event is a very important occasion to you and your institution (mention details) and I am really grateful to you for your kind attitude and thoughts for me, which you have shown us by inviting us to attend this special event of yours.

Unfortunately, we cannot attend the event as we have to attend another program regarding (mention the details) scheduled on the same date at (mention details). I am very sorry for this situation and apologize to you as I cannot respond to your kind approach.

I was really happy to receive the invitation to the bidding event; if it weren’t for this unavoidable circumstance, I would have been really happy to be a part of this event organized by you.

I hope you will help me by understanding my critical situation and supporting me. I heartily convey my best wishes and regards to you and the great success of the event of your institution. 

I thank you once again for your kind invitation.

With Regards,

[Full Name of the Sender]

[Name of the Organization the sender represents]

[Contact Details]

 [ Insert the Sender’s Address]

———- [ Address Line1] ———–

———- [ Address Line 2] ————

letter to decline an invitation to bid

Template: 4

[ Insert the Date of sending the letter]

[ Insert the Receiver’s Name]

[ Insert the Receiver’s Address]

———- [ Address Line1] ———–

———- [ Address Line 2] ————

Dear Mr./ Mrs./ Ms. [ Insert the name of whomsoever it is concerned to]

 SUBJECT: Letter to Decline the Invitation to Bid

Greetings of the day!

I was pleased to have been invited to be a part of [ Insert the name of the bidding event] scheduled to be held on [ Insert the date of the event]. 

I understand that this event is very important to you, and I am delighted with the thoughtfulness you have shown to have me be a part of this bidding event.

Unfortunately, an emergency engagement, that I was notified of today, is scheduled on the same date as your event. For this very reason, I am very sorry to let you know that I will not be able to attend the bidding event.

I wanted to be a part of this event, if it weren’t for this unavoidable situation, I would have been pleased to be a part of this bidding event. I hope you would be able to understand my circumstances. I convey my best wishes and regards for the success of the event 

Thank you once again for the invitation.

Best Regards,

[ Insert the Full Name of the Sender]

[ Insert the Name of the Organization the sender represents]

[ Insert the Contact Details]

letter to decline an invitation to bid

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