The Email To Vendor Not Selected is a critical communication document used in Canadian procurement processes when informing unsuccessful vendors about tender or contract decisions. This document serves as an official record of the procurement decision and must comply with Canadian federal and provincial procurement guidelines, including the Federal Procurement Policy and Treasury Board Contracting Policy. It is typically used following the completion of a formal evaluation process and selection of a successful vendor. The email must balance transparency requirements with confidentiality considerations, providing sufficient feedback to unsuccessful vendors while protecting sensitive information about other bids. The document should maintain professional relationships with vendors while ensuring compliance with legal requirements for procurement communication and documentation.
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1. Subject Line: Clear indication that this is regarding the procurement decision - should be professional and neutral
2. Greeting: Professional salutation addressing the vendor's representative by name
3. Appreciation: Thank the vendor for their participation in the procurement process and acknowledge the time and effort invested
4. Decision Statement: Clear and direct statement about the non-selection, stating the decision professionally and unambiguously
5. Basic Feedback: High-level, constructive explanation of why their proposal was not selected, without disclosing confidential information about other bids
6. Next Steps: Information about any available debriefing sessions or appeal processes
7. Future Opportunities: Encouragement to participate in future procurement opportunities
8. Closing: Professional closing statement with contact information for any questions
1. Specific Evaluation Scores: Include when permitted by procurement policy and when sharing scoring information is appropriate for transparency
2. Winning Vendor Information: Include when public disclosure of the selected vendor is permitted and appropriate
3. Detailed Selection Criteria: Include when sharing specific selection criteria would be helpful for transparency and is permitted by procurement rules
4. Debriefing Session Details: Include when offering a detailed debriefing session to discuss the decision in more detail
5. Appeal Process Details: Include when there is a formal appeal process available and relevant to this procurement
1. Evaluation Summary: Optional attachment showing the vendor's evaluation results in permitted areas
2. Debriefing Process Guide: Optional attachment explaining the debriefing process and how to schedule it
3. Appeal Process Guidelines: Optional attachment detailing the formal process for appealing the decision if applicable
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