Rejection Letter Template for Indonesia

A Rejection Letter is a formal written response that declines a proposal, application, or request. In Indonesian business practice, these letters play a crucial role in maintaining professional relationships while clearly communicating negative decisions, especially in procurement processes under Presidential Regulation No. 16/2018 on government purchasing.

These letters must explain the rejection reasons clearly, follow proper business etiquette, and protect organizations from potential legal disputes. Good rejection letters keep doors open for future opportunities while documenting the decision-making process, which is particularly important when dealing with public tenders or job applications under Indonesian labor laws.

Send a Rejection Letter whenever you need to formally decline a business proposal, job application, or tender submission in Indonesia. This document becomes essential during government procurement processes, when responding to unsolicited business proposals, or after completing job candidate evaluations under Indonesian labor regulations.

Key moments to issue a Rejection Letter include after reviewing tender submissions that don't meet requirements set by Presidential Regulation No. 16/2018, when declining vendor proposals that fall short of specifications, or after interviewing job candidates who aren't selected. Prompt communication helps maintain professional relationships and provides clear documentation of your decision-making process.

• Business Proposal Rejection Letter: Used to decline vendor or partnership proposals, focusing on professional courtesy and maintaining future business relationships
• Interview Failed Thank You Letter: Respectfully informs job candidates of non-selection while preserving employer brand reputation
• Email To Vendor Not Selected: Specifically crafted for procurement processes, addressing tender requirements and compliance factors
• Job Refusal Letter: Formal response to job applications, emphasizing constructive feedback and future opportunities
• Regret Letter: General-purpose rejection format suitable for various business contexts, maintaining diplomatic tone

• HR Managers & Recruiters: Draft and send rejection letters to job applicants, ensuring compliance with Indonesian labor laws and maintaining professional standards
• Procurement Officers: Issue formal rejections to vendors during tender processes, following Presidential Regulation No. 16/2018 guidelines
• Business Development Teams: Communicate partnership or proposal rejections while preserving potential future business relationships
• Legal Departments: Review rejection letter content to ensure proper documentation and risk mitigation
• Company Directors: Sign off on significant rejections, especially for high-value contracts or strategic decisions
• Administrative Staff: Handle the distribution and filing of rejection letters, maintaining proper records

• Basic Details: Gather recipient's name, title, company, and complete contact information for proper addressing
• Decision Context: Document the specific reasons for rejection, referring to selection criteria or requirements not met
• Legal Requirements: Review relevant Indonesian regulations, especially for government tenders or employment situations
• Timing Check: Confirm any regulatory deadlines or internal policies about response timeframes
• Documentation: Collect supporting materials that justify the decision, maintaining clear records
• Template Selection: Choose appropriate format from our platform's legally-vetted templates based on rejection type
• Tone Setting: Plan constructive feedback and maintain professional courtesy in Indonesian business culture

• Letterhead: Official company details including registered address and contact information
• Date and Reference: Clear identification of when the rejection was issued and any relevant reference numbers
• Recipient Details: Full name, title, and complete business address of the rejected party
• Clear Decision Statement: Explicit rejection language that leaves no room for misinterpretation
• Reasoning Section: Brief but specific explanation aligned with Indonesian business practices
• Legal Compliance Note: Reference to relevant regulations or tender requirements if applicable
• Signature Block: Authorized signatory's name, title, and company stamp where required
• Documentation Notice: Statement about record retention and data handling policies

A Rejection Letter differs significantly from an Acceptance Letter in both purpose and legal implications. While both documents formalize business decisions, they create opposite outcomes and require different approaches under Indonesian law.

• Purpose and Tone: Rejection Letters focus on diplomatically declining proposals while maintaining relationships; Acceptance Letters establish new obligations and commitments
• Legal Implications: Rejection Letters typically end potential relationships or obligations, while Acceptance Letters create binding agreements and start new legal relationships
• Required Content: Rejection Letters must explain reasons for decline and protect against claims, while Acceptance Letters outline terms, conditions, and next steps
• Documentation Requirements: Rejection Letters need clear decision records for compliance, while Acceptance Letters require more detailed terms and mutual obligations
• Follow-up Actions: Rejection Letters often close processes, while Acceptance Letters trigger new procedures and implementation steps