{"id":"sales-rfp-decline-email-polite-door-open","audience":"sales","category":"sales-work","technique":"tone","track":"sales","level":"intermediate","title":"Decline an RFP politely without promising a roadmap","free":false,"task":"Write a plain-text email from Marcus to Elena Ruiz (Procurement, Summit Schools) declining to bid. Under 90 words. The first sentence states the decision. Give the on-premise requirement as the only reason. Say you will not submit by the Nov 20 deadline. Offer to stay in touch. Do not promise a future on-premise product or criticize the RFP.","materialLabel":"Your notes (attached to your prompt automatically)","material":"RFP SUMMARY - Summit Schools District, student-records platform, due Nov 20, 2026, 5 p.m.\nRequirement 4.2 (mandatory): \"The system must be deployed on the district's own servers (on-premise). Cloud-hosted solutions will not be considered.\"\nOur product: cloud-only. No on-premise version exists. Product has said an on-premise option is \"not planned\"; one sales engineer once said \"maybe in 2028.\" (unofficial)\nThe RFP contact is Elena Ruiz, Procurement. Our rep is Marcus Bell.\nOur win history with school districts: 6 customers, all cloud. (Do not mention in the email.)\nInternal view: the RFP scoring weights seem to favor an incumbent. (opinion; do not mention)\nWe have a security whitepaper on cloud hosting available on request.","rules":[{"type":"plainText"},{"type":"maxWords","max":90}],"mistakes":[{"title":"Promising a roadmap","why":"The AI says 'we're exploring on-premise options'.","fix":"Add: \"Do not promise or hint at a future on-premise product.\"","checks":["r1"]},{"title":"Criticizing the RFP","why":"The AI hints the scoring favors an incumbent.","fix":"Add: \"Give the on-premise requirement as the only reason; no criticism.\"","checks":["r1"]},{"title":"Burying the decision","why":"The AI starts with thanks and appreciation for a paragraph.","fix":"Add: \"The first sentence states the decision.\"","checks":["r0"]},{"title":"Long reply","why":"The AI adds a pitch about cloud benefits.","fix":"Add: \"Plain text, under 90 words, signed Marcus.\"","checks":["r2","plainText","maxWords"]}],"promptHints":[{"label":"Decision first","patterns":["first sentence","decision","declin"]},{"label":"Only reason","patterns":["only reason","on.premise"]},{"label":"No roadmap","patterns":["do not promise","roadmap","future"]},{"label":"Stay in touch","patterns":["stay in touch","door open"]},{"label":"Plain text and cap","patterns":["plain text","under 90 words"]}],"hint":"State the decision first, give one reason, and rule out roadmap promises and criticism.","rubricLabels":["The first sentence states the decision to decline to bid; the email says the company will not submit by the Nov 20 deadline","Gives the on-premise requirement as the only reason and does not mention the incumbent opinion, the win history, or a possible future on-premise product (including \"maybe 2028\")","Offers to stay in touch, is signed Marcus, and is plain text under 90 words"]}