Business Proposal Rejection Letter Template for Germany

The Business Proposal Rejection Letter is a crucial document used in German business communications when declining formal business proposals or offers. It serves as an official response that must comply with German legal requirements, particularly the German Civil Code (BGB) and Commercial Code (HGB). This document is typically used following the receipt and evaluation of a business proposal, when the receiving organization has decided not to proceed with the proposed arrangement. The letter should maintain professionalism, provide clear reasoning for the rejection (where appropriate), and be written in a way that preserves business relationships for potential future opportunities. It must include specific elements required under German business communication standards, such as proper business letter formatting, clear reference to the original proposal, and appropriate formal closing statements.

1. Letter Header: Company letterhead, date, and recipient's contact details including full name, title, company name, and address

2. Reference Line: Clear reference to the specific proposal being rejected, including any relevant proposal numbers or dates

3. Opening Salutation: Professional greeting addressing the appropriate contact person

4. Acknowledgment: Thank the sender for their time and effort in preparing and submitting the proposal

5. Decision Statement: Clear and direct statement of rejection, presented professionally and courteously

6. Brief Explanation: A concise, general explanation for the rejection without going into unnecessary detail

7. Professional Closing: Courteous closing statement, signature block with sender's name, title, and contact information