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The Project Rejection Letter serves as a formal communication tool in the Dutch business environment to decline project proposals, tenders, or bids. It is essential when organizations need to professionally communicate their decision not to proceed with a proposed project while maintaining compliance with Dutch legal requirements, including the Civil Code and, where applicable, the Public Procurement Act 2012. This document should be used following internal evaluation processes and needs to balance clear communication of the rejection with maintaining professional relationships. The letter typically includes acknowledgment of the proposal, a clear rejection statement, and may contain brief explanations or feedback when appropriate. In the Netherlands, such communications must adhere to principles of good faith and fair dealing, while also considering data protection requirements under the GDPR/AVG.

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

2. Subject Line: Clear identification of the project or proposal being rejected

3. Greeting: Professional salutation to the appropriate contact person

4. Acknowledgment: Thank the recipient for their time and effort in submitting the proposal

5. Rejection Statement: Clear and direct statement of rejection, written professionally and tactfully

6. Brief Explanation: A concise, general reason for the rejection without going into specific details that could create liability

7. Professional Closing: Courteous closing statement, signature block with sender's details