The Rejection Letter For Vendor is a crucial business document used in Austrian commercial contexts when a company needs to formally decline a vendor's proposal, bid, or application. It serves multiple purposes: documenting the decision for internal records, maintaining professional relationships, and ensuring legal compliance with Austrian business laws and regulations. The letter typically follows after a formal procurement process where a vendor has submitted a proposal or participated in a tender. Under Austrian law, particularly the UGB (Commercial Code) and ABGB (Civil Code), such communications must maintain certain professional standards and may have legal implications. The document should be carefully drafted to avoid potential disputes while preserving business relationships and ensuring compliance with anti-discrimination laws and data protection requirements under GDPR.
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1. Letter Header: Company letterhead, date, and recipient's contact details
2. Reference Line: Clear reference to the specific tender, proposal, or application being addressed
3. Salutation: Professional greeting to the vendor's representative
4. Acknowledgment: Thank the vendor for their time and effort in submitting the proposal
5. Decision Statement: Clear and direct communication of the rejection decision
6. Brief Explanation: A concise, professional explanation for the decision without going into excessive detail
7. Professional Closing: Courteous closing statement and signature block with contact information
1. Specific Feedback: Include when constructive feedback might be valuable for the vendor's future proposals
2. Future Opportunities: Include when you want to maintain a relationship with the vendor for future business opportunities
3. Appeal Process: Include when required by procurement policies or when dealing with public sector contracts
4. Comparative Analysis Summary: Include when transparency about the selection process is required or beneficial
5. Confidentiality Statement: Include when sensitive information or evaluation criteria are mentioned in the letter
1. Evaluation Summary: Optional attachment providing a brief overview of the evaluation criteria and scoring (if appropriate and requested)
2. Feedback Form: Optional attachment if detailed feedback is being provided or requested from the vendor
3. Future Opportunities Notice: Optional attachment with information about upcoming procurement opportunities or vendor registration processes
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