Regret Letter

When your bid doesn't win, you'll receive formal written notification—and this isn't just a courtesy. According to Supply Manual Section 7.45, regret letters serve as the standard written debriefing mechanism for unsuccessful bidders, informing them who won the contract and preserving their right to challenge the outcome through official channels.

How It Works

After a contract is awarded or a standing offer is issued, contracting authorities must send these notifications to everyone who didn't make the cut. The DND Procurement Authority Manual puts it plainly: "Post contract award, the contracting authority must send a Regret Letter to each unsuccessful bidder." Pretty straightforward.

Here's what you'll find inside: the name of the successful bidder, the contract value, and—most importantly—an explanation of why your bid wasn't selected. Maybe you missed a mandatory requirement. Perhaps your pricing didn't align with the evaluation criteria. Or your proposal simply didn't demonstrate the best fit against the stated evaluation factors. The Office of the Procurement Ombudsman notes that these letters must also alert you to recourse mechanisms available through either the OPO or the Canadian International Trade Tribunal (CITT), depending on the procurement's value and scope.

The format varies with complexity. PSPC provides model templates for simpler procurements like Temporary Help Supply Arrangements, but departments handling more complex contracts are encouraged to develop customized letters that properly reflect their specific evaluation approach. Sample letters are available in Supply Manual Annex 7.1 for reference.

Key Considerations

• Timing matters—a lot. Once you receive a regret letter, strict deadlines kick in for filing complaints with CITT or OPO. You can't afford to let these notifications sit in your inbox.

• Not all departments send them consistently. OPO practice reviews have flagged compliance issues. A 2022 follow-up report on the National Research Council specifically recommended establishing processes to ensure regret letters actually get sent to unsuccessful suppliers within required timeframes.

• The explanation quality varies. While the letter should clarify why you weren't selected, the level of detail differs by department and procurement complexity. You always have the right to request a more detailed debriefing if the initial explanation doesn't give you enough insight.

• These aren't optional. Trade agreements and internal policy govern both the timing and content requirements. Departments that skip this step or delay sending notifications risk procurement challenges and OPO findings.

Related Terms

Debriefing: The broader feedback process that regret letters initiate. Contract Award Notice: The public announcement that typically accompanies regret letters. Procurement Ombudsman: One avenue for challenging decisions after receiving notification.

Sources

• Supply Manual - Section 7.45 Debriefing and Regret Letters

• Office of the Procurement Ombudsman - Debriefing Requirements

• Procurement Practice Review - Department of National Defence

If you're bidding regularly, track when you receive these letters and use them to improve future proposals. The feedback loop only works if you actually close it.