The Regret Letter To Unsuccessful Proposal is a crucial document in Indonesian business and government procurement processes, governed by Presidential Regulation No. 16 of 2018 and related procurement laws. It is used following the evaluation of proposals or tenders to formally communicate rejection decisions to unsuccessful bidders. The document serves multiple purposes: it provides closure to the bidding process, maintains transparency, helps prevent procurement disputes, and preserves professional relationships for future opportunities. In government tenders, it must include specific elements required by Indonesian procurement regulations, while in private sector use, it follows general business communication best practices while adhering to anti-monopoly and fair business practice laws.
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1. Letter Header: Company letterhead, date, reference number, and recipient's complete contact details
2. Subject Line: Clear reference to the specific proposal or tender being addressed
3. Appreciation: Thank the participant for their time and effort in submitting the proposal
4. Decision Communication: Clear and direct statement about the unsuccessful outcome
5. Brief Explanation: General, non-controversial reason for the decision without going into specific details that could create liability
6. Future Opportunities: Encouragement to participate in future opportunities
7. Contact Information: Details of whom to contact for any questions
8. Closing: Professional closing and signature block with relevant authority's details
1. Specific Feedback: Brief constructive feedback about the proposal, used when required by procurement rules or when feedback might help future submissions
2. Appeal Process: Information about appeal rights and procedures, included when required by procurement regulations
3. Selection Criteria Summary: Brief overview of the selection criteria used, included in formal procurement processes where transparency is required
4. Successful Bidder Information: Details about the winning bid when required by procurement rules or public tender regulations
5. Proposal Return Details: Information about returning submitted materials, included when physical materials need to be returned
1. Evaluation Summary: Basic scoring or evaluation summary if required by procurement regulations
2. Tender Statistics: General statistics about the tender process (number of participants, price ranges etc.) when appropriate for public tenders
3. Feedback Form: Detailed feedback form when formal feedback is required or requested
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