Answer:
Dear Mr. Johnson,
Thank you for your interest in our company and for submitting your proposal for the new project. We appreciate the time and effort that you put into creating the proposal.
After careful consideration, we regret to inform you that we will not be able to move forward with your proposal at this time. Our team has reviewed the proposal thoroughly and we have determined that it does not align with our current business objectives.
We understand that this news may be disappointing, but please know that we value our relationship with you and appreciate the opportunity to review your proposal. We hope that you will continue to consider working with us in the future.
In the meantime, we would like to offer some feedback on your proposal. While it did not meet our current business objectives, we were impressed with your attention to detail and your innovative ideas. We encourage you to continue developing your proposals and we look forward to seeing more of your work in the future.
Thank you again for considering us for this project.
Best regards,
[Your Name]
Explanation of the inductive outline:
The inductive outline is a structured approach to delivering bad news in a way that is respectful and maintains a positive relationship with the recipient. The outline consists of five main steps:
Opens with a neutral idea that leads to refusal or bad news - In this bad-news message, the opening sentence thanks the recipient for their interest in the company and for submitting a proposal. This is a neutral statement that leads to the bad news that follows.
Presents facts, analysis & reasons for refusal or bad news - The second sentence presents the bad news that the proposal was not accepted. The following sentence explains that the company reviewed the proposal and determined that it does not align with their current business objectives.
States bad news using a positive tone & de-emphasis technique - The third sentence uses a positive tone and de-emphasis technique to soften the impact of the bad news. The sentence acknowledges that the news may be disappointing but emphasizes the value the company places on their relationship with the recipient.
Provides counterproposal or "silver lining" idea when possible or appropriate - In this message, a counterproposal is not provided but feedback is given on the proposal. This feedback highlights the positive aspects of the proposal and encourages the recipient to continue developing their ideas.
States ideas in a closing that shift focus away from refusal or bad news & indicates continuing relationship with receiver - The closing sentence thanks the recipient again and reinforces the company's interest in working with them in the future. This sentence shifts the focus away from the bad news and maintains a positive relationship with the recipient.