Tender Decline Letter Template for Nigeria

The Tender Decline Letter is a crucial document in Nigerian procurement processes, used when an organization needs to formally communicate its decision to reject a bid or tender submission. This document must comply with the Nigerian Public Procurement Act 2007 and other relevant legislation governing business communications and fair competition. The letter typically includes the tender reference details, a clear statement of the decision, and may optionally include brief feedback or encouragement for future participation. It serves multiple purposes: providing official notification to unsuccessful bidders, maintaining a record of the procurement decision, ensuring transparency in the process, and preserving professional relationships with the supplier community. The document is particularly important in public sector procurement but is also widely used in private sector competitive bidding processes.

1. Letter Header: Company letterhead, date, reference number, and recipient's address details

2. Tender Reference: Clear identification of the specific tender being declined, including tender number and title

3. Acknowledgment: Thank the company for their participation and effort in preparing the bid

4. Decision Statement: Clear and direct statement that the tender/bid has not been successful

5. Professional Closing: Courteous closing statement, signature block with authorized signatory details