How to Write a Letter Appealing a Denial of a Proposal
Business agreements often begin with a request for proposal, also known as a RFP. The company requesting proposals evaluates them before awarding a contract. Companies whose proposals are denied often feel a sense of failure or disappointment. Writing a letter to ask why the proposal was denied is a smart move. If nothing more, the letter can offer valuable guidance on how to approach a similar proposal in the future. The key is writing a letter that is free of bitterness or emotion and focuses on the future.
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Instructions
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Review the rejection received from the prospective client. Read the email, listen to the voicemail or read the letter. Make brief bullet points outlining your initial thoughts. Write down anything you feel is important. Feel free to allow your emotions to show through your notes. Then, put the notes away away for a few days. Work on other business for a while, allowing your emotions to settle.
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Read your notes after a couple of days as you prepare to write the prospective client to appeal the denial. Also, review the rejection correspondence for constructive criticism, if any.
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Write the letter. Begin by thanking the company for the opportunity to bid for the business. If applicable, recap your relationship with the company and write optimistically about your desire to continue and grow the relationship. Close the letter by asking if there is anything you or your company can do to reverse the decision. State your willingness to show flexibility on all terms of the deal, including pricing. Close the letter by again thanking the company for its support, and note that you will follow your letter with a phone call.
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Mail the letter to the appropriate contact at the company, and send it by overnight mail for impact. Follow up by phone two days later to ask again for another chance to win the business.
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Tips & Warnings
Companies are unlikely to reverse RFP decisions unless the rejection correspondence is a negotiating ploy. That's why it is important to spend more time in the letter requesting feedback that may help future bids.
