How to Say No to tender opportunity - Without burning bridges

Deciding not to respond to a Request for Proposal (RFP) is one of the more uncomfortable parts of tendering - but it’s also an important one.

Running a proper go / no-go process is best practice. Sometimes that process leads to a clear decision not to bid, even when an RFP has been sent to you directly.

At that point, the challenge becomes how to decline.

Saying no to an RFP isn’t as simple as opting out. Done poorly, it can frustrate the issuer or damage a relationship. Done well, it can actually build trust and credibility.

Why saying no needs care

If a client has specifically invited you to respond, they have invested time and expectation in your participation.

Even if you suspect you were invited to “make up the numbers”, declining without care can:

• Reflect poorly on your professionalism

• Damage your client relationship

• Stop you from being invited to future opportunities

It’s also worth remembering that someone still has to read every submission. Submitting a bid with no realistic chance of success wastes both your time and theirs.

Handled properly, declining an RFP can be a respectful, relationship-building decision.

Ways to say no to an RFP (and maintaining a positive relationship)

This is rarely a comfortable conversation, but in many cases, honesty is appreciated more than a weak or rushed submission.

1. Explain your decision early and clearly

Timing matters.

Letting the issuer know the day before the deadline that you’re not responding sends the wrong signal. It can suggest poor planning or lack of organisation.

Instead:

• Decline as early as possible

• Thank them for the opportunity

• Be clear and concise about your reasons

Acceptable reasons might include:

• Insufficient resourcing to deliver the work properly

• Insufficient time to prepare a quality response

• The scope falling outside your core services or experience

Avoid:

• Saying you “can’t win”

• Being vague or non-committal

If the service isn’t a strong fit for your business, say so. It’s far better to be upfront about where your strengths lie than to submit a response that doesn’t reflect your capability.

Early, honest communication also gives the issuer time to invite another supplier if needed.

2. Pick up the phone and talk it through

A phone often goes a long way into building a positive relationship.

A brief conversation:

• Adds a personal touch

• Allows the issuer to ask questions

• Reduces the risk of misunderstanding

In some cases, the discussion may even change your decision. In others, it simply confirms that declining is the right call for both parties.

A good approach is to:

• Prepare your reasons in writing first

• Use them as a reference during the call

• Send a follow-up email immediately afterwards confirming the discussion

This keeps the message consistent and professional.

3. Decline but offer insights

Saying no doesn’t have to be the end of the conversation.

Where appropriate, consider whether you can:

• Suggest another suitable provider

• Offer insight that may help the project succeed

While it may feel counter-intuitive to suggest another supplier, issuers often see this as a positive. It shows you are acting in good faith and supporting their process, not just your own interests.

In some situations, you could also offer:

• A short, no-obligation workshop

• High-level advice in an area where you do have expertise

For example:

• You may not cover the full scope of the RFP

• But you could share insights that help shape a successful outcome

Even if the offer isn’t taken up, it is usually appreciated and remembered.

Still need further guidance? Get in touch and we can help!

It starts by contacting us for a free consultation and a quote. Reach our team on enquiries@kiwibidsupport.co.nz or use our online enquiry form.