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Tender Decline Letter

Tender Decline Letter Template for United Arab Emirates

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Key Requirements PROMPT example:

Tender Decline Letter

"I need to draft a Tender Decline Letter for a UAE government infrastructure project (reference: TEN-2025-4589), explaining that our company cannot meet the technical specifications while maintaining the possibility of future collaborations."

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Document background
The Tender Decline Letter is a crucial business communication tool used in the United Arab Emirates when an organization decides not to proceed with a tender submission. This document type is governed by UAE Federal Law No. 8 of 2017 on Public Procurement and must comply with both federal and emirate-specific procurement regulations. The letter is used when a company needs to formally withdraw from or decline participation in a tender process due to various reasons such as strategic misalignment, resource constraints, or technical requirements. A properly structured Tender Decline Letter maintains professional relationships, protects the company's reputation in the UAE market, and keeps future business opportunities open. It should incorporate appropriate cultural sensitivities and business etiquette specific to the UAE while clearly communicating the decision not to proceed.
Suggested Sections

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

2. Subject Line: Clear reference to the specific tender number and title

3. Acknowledgment: Thank the organization for the opportunity to participate in the tender process

4. Main Message: Clear and direct statement declining to submit a tender

5. Brief Explanation: A concise, professional reason for declining (without going into unnecessary detail)

6. Future Interest: Expression of interest in future opportunities

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

Optional Sections

1. Specific Feedback: When requested by the tender issuer or when constructive feedback about the tender requirements would be valuable for future reference

2. Alternative Proposals: When declining due to specific requirements but offering alternative solutions or approaches

3. Resource Constraints: When declining due to current commitments or capacity issues, including timeframe for when these constraints might be resolved

4. Confidentiality Statement: When the tender involves sensitive information or when required by the tender terms

Suggested Schedules

1. Return of Tender Documents: If physical documents were provided and need to be returned

2. Confirmation of Deletion: When required to confirm deletion of electronic tender documents or confidential information

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok³ÉÈË°æ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co
Relevant legal definitions










Clauses










Relevant Industries

Construction

Information Technology

Oil & Gas

Healthcare

Education

Transportation

Defense

Infrastructure

Telecommunications

Professional Services

Manufacturing

Real Estate Development

Energy

Government Services

Relevant Teams

Legal

Procurement

Business Development

Commercial

Operations

Bid Management

Sales

Corporate Communications

Executive Leadership

Contract Administration

Relevant Roles

Chief Executive Officer

Managing Director

Business Development Manager

Tender Manager

Procurement Director

Commercial Director

Legal Counsel

Bid Manager

Operations Director

Project Director

Sales Director

Contract Manager

Business Unit Head

Regional Manager

Industries





Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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