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The Tender Decline Letter is a critical business communication tool used in the Swiss business environment when an organization needs to formally decline participation in a tender process. This document type is particularly important in Switzerland, where business relationships are highly valued and formal communication is expected. The letter must comply with Swiss procurement laws, including the Federal Act on Public Procurement and cantonal regulations, especially when declining public tenders. A Tender Decline Letter typically includes the tender reference, acknowledgment of the invitation, a clear statement of decline, brief reasoning, and professional courtesy for future opportunities. It serves to maintain professional relationships while clearly communicating the decision not to participate, ensuring transparency and professionalism in the procurement process.

1. Letterhead and Date: Company letterhead including full contact details and the current date

2. Recipient Details: Full name, title, company name, and address of the recipient

3. Reference Line: Clear reference to the specific tender invitation including tender reference number and title

4. Salutation: Professional greeting to the appropriate contact person

5. Acknowledgment: Thank the organization for the invitation to tender and show appreciation for being considered

6. Decline Statement: Clear and direct statement declining participation in the tender

7. Brief Reason: A concise, professional explanation for declining the tender invitation

8. Future Interest: Expression of interest in future opportunities, maintaining good business relations

9. Closing: Professional closing statement with signature block including name and position