Not every RFP request is the right fit. Pursuing the wrong opportunities can drain resources, stretch teams thin, and reduce win rates. Knowing when to politely decline an RFP while keeping the door open for future business is a crucial skill for revenue teams.
A well-crafted no-bid letter ensures your company remains professional, maintains strong relationships, and leaves a lasting impression—even when you choose to pass. Unlike traditional relational database-driven RFP tools, Iris’s generative AI and agentic automation help teams make smarter bid/no-bid decisions by analyzing past wins, response effectiveness, and opportunity alignment.
Here’s how to craft a no-bid response that strengthens future opportunities rather than shutting them down.
The sooner you communicate your decision to decline, the better. Companies issuing RFPs often operate on tight deadlines and appreciate early notice when a vendor opts out. Delayed responses can harm relationships and damage credibility.
Acknowledge receipt of the RFP or security questionnaire quickly.
Be clear and concise about your decision.
Offer a brief, professional explanation without unnecessary detail.
A simple, well-structured no-bid letter maintains credibility while leaving room for future engagement.
Avoid generic responses like “we are unable to participate at this time.” Instead, provide a thoughtful, specific reason—but keep it brief.
Misalignment: The opportunity doesn’t fit your AI-powered RFP automation capabilities.
Resource Constraints: Your team’s current bandwidth prevents a high-quality response.
Budget Considerations: The expected investment isn’t aligned with your business model.
If applicable, mention any future scenarios where you might reconsider bidding.
Just because you’re declining now doesn’t mean the door is closed. A well-crafted no-bid letter should leave a positive impression and keep you top-of-mind for future projects.
Express gratitude for the opportunity.
Show continued interest in working together in the future.
Offer an alternative, such as a meeting to discuss potential alignment down the road.
An effective no-bid response builds goodwill and keeps your team in consideration for future deals.
Subject: Thank You for the RFP Opportunity
Dear [Client Name],
Thank you for considering [Your Company] for [Project Name]. We appreciate the opportunity to review your RFP/security questionnaire and the time your team has invested in sharing details with us.
After careful consideration, we have decided not to submit a proposal at this time due to [brief reason—e.g., current priorities, project alignment, or resource constraints]. However, we remain highly interested in supporting [Client’s Company] in the future and would love to stay in touch about upcoming opportunities.
We truly value our relationship and appreciate the chance to collaborate in other ways. Please don’t hesitate to reach out if there’s an opportunity to discuss future projects.
Best regards,
[Your Name]
[Your Position]
[Your Contact Information]
[Your Company Name]
With Iris’s generative AI and agentic automation, teams can make smarter bid/no-bid decisions based on data-driven insights, past performance, and opportunity alignment. By leveraging AI for RFP responses, businesses can focus their resources on high-value opportunities and optimize proposal strategies.
Looking to streamline your RFP process and make smarter decisions? Visit heyiris.ai to see how AI-driven RFP automation can transform your workflow.