Decline a Tender Invitation Letter: 5 Templates

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We undergo moments of bitterness often in life. Farewells serve as powerfulđŸ’Ș reminders of change and impermanence in the circumstances of this ongoing journey.

But in the ups and downs of unpredictable tides🌊 of our life, we occasionally must deal with the difficult chore of politely declining an invitation to say goodbye to a dear friend or coworker of ours. 

In this delicate juncture, the art of grateful refusal finds its own significance. 

What to Write in a Letter to Decline An Invitation of Farewell

It’s challenging to write a letter to decline a farewell gathering. I’m here to provide you with the precise specifications you need. 

To make the letter more effective, include the following👇 components: 

  • Make sure the address section contains the name of the friendđŸ§‘â€đŸ€â€đŸ§‘ or member of the organization to whom the letter is directed.
  • For letters✉, a brief and pertinent subject, such as “Apologies to Decline the Invitation to Bid” or “Letter to Decline the Invitation to Bid,” should be added.
  • Include details about the event, such as the date and event venue (if any), in the body of the letter📹. 
  • Mention any potential causes and, if necessary, provide any pertinent informationâ„č. Try not to exaggerate; keep it honest but brief.
  • If it is a corporate invitation, end the letter with a formal salutation like “Sincerely” or “Best regards,” the date, and your position within the company🏱.

Tips for Writing a Letter to Decline a Bidding Invitation

In this dynamic world🌏, instances like not being able to attend a bidding event can be unfortunate. 

Here, we are going to discuss the guidelines that are a must in a well-written✍ letter:

Format the Letter

Utilizing a structured, professional format improves readability📖 and clarity. Include addressing the authority, summarizing the topic, an introduction, and body paragraphs outlining your reasons in brief and any potential cause. 

Demonstrate Appreciation

It is necessary to show genuine appreciation for the invitation to remember the personđŸ‘€ who sent you the invitation. Acknowledge the opportunity that the person put in. Highlight all the effort and your professionalism and commitment.

Mention Reasons

State a clear and concise reason for which you could not attend the occasion. Be honest and transparent about the situation you have faced without being negative or dismissive for not🙅 attending. 

Maintain a Professional Tone

Maintain a professional and courteous tone throughout the letter. Avoid exaggerating your situation over and over. It is advised to refrain from using informal languageđŸ—Łïž since this type of letter is about demonstrating respect.

Suggest any Alternative

Consider offering alternatives if you genuinely could not participate in the bidding occasion. Recommend💁 any other possibilities that might be suitable for both of you to meet and bid if appropriate. 

Be Concise and Respectful 

Keep the letter brief and to the point. Avoid❎ unnecessary details or providing any kind of extra details. Overly elaborating on things could backfire on the invitation. Being concise shows value and respect.

Avoid Negative Language

Keep out using negative language or any sense of disappointment😞 in the letter. Focus on the positive nature of the letter, even when expressing regret for not being able to participate. 

Personalize the Letter

Personalize the letter if you have time⏳. A small gesture like this adds a little bit of warmth to the letter and portrays that the invitation was taken seriously from your side. 

Proofread and Review

Before sending the letter, make sure it is free of grammatical and spelling mistakes. A well-written letterđŸ“« indicates your professionalism and attention to detail, which increases the likelihood that you’ll get a positive response.

Template: 1

Letter to Decline an Invitation to Bid

[ 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

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Template: 2

Letter to Decline an Invitation to Bid

[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

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Template: 3

Letter to Decline an Invitation to Bid

[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

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Template: 4

Letter to Decline an Invitation to Bid

[ 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

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

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