When organizations require a standard product or service, such as a janitorial service or new office furniture, they publish a request for qualifications, or RFQ, in the newspaper or on their website. The RFQ lists the requirements for the product or service and asks companies to submit their bids. Companies must follow rules for submitting bids, such as a no-contact rule that requires that bidders do not contact the requesting organization in reference to the bid except in the application process. Companies that violate these rules may be disqualified.
Type the date. Skip a line, and type the contact person's name, her company name, and the company address on separate lines. Skip another space and type "Dear Mr./Ms. (Name)" followed by a colon.
Begin the letter by telling the recipient that you appreciate her interest in your company and in the RFQ. Explain that her bid was very attractive, if applicable, and that you hope to consider bids from her company in the future. Do not give her the bad news in the first paragraph because she may stop reading the letter and you will have lost any opportunity to explain what happened and to retain her good will.
Tell her that her bid was disqualified in the second paragraph. Explain why her bid was disqualified in detail. Mention the specific rule that she violated, such as writing the proposal incorrectly or contacting a company representative during the bid process.
Explain the appeals process, if any, in the final paragraph. Give her the contact information in case she has any additional questions. Thank her for her time.
Close the letter by typing "Sincerely." Skip three line spaces. Type your full name and title. Print the letter on company letterhead and sign your name above your typed name. Make a copy for your records. You may need to refer to your letter later if she contests the disqualification.