A Rejection Response Letter is a formal, mandatory cover letter that must accompany the resubmission of a proposal or offer following its prior rejection under the GSA Multiple Award Schedule (MAS) program or other federal contracting opportunities. This letter provides essential context for the resubmission, outlining how the contractor has addressed the deficiencies or reasons cited in the original rejection.
More than just a formality, the Rejection Response Letter is a critical component of the resubmission process. It demonstrates the vendor’s attentiveness to feedback, willingness to comply with GSA or agency standards, and capacity to correct or improve its proposal in a meaningful way. Without this letter, a resubmitted offer may be deemed non-compliant and rejected outright, regardless of its underlying technical or pricing merit.
When a Rejection Response Letter Is Required
The Rejection Response Letter becomes necessary when a vendor:
- Has submitted a proposal under the GSA MAS solicitation (or other federal opportunity)
- Has received a formal rejection notice from a GSA Contracting Officer (CO) or Contract Specialist
- Intends to resubmit the proposal after making corrections or improvements based on that feedback
This requirement is most commonly seen in the context of MAS new offers, but may also apply in contract modifications, option extensions, or other proposal resubmissions where the original action was denied.
The letter should be included as the first page of the revised submission package, uploaded in the designated “Other Documents” section of the eOffer system or other agency portal.
Purpose of the Rejection Response Letter
The Rejection Response Letter serves several important purposes:
- Acknowledgment of the prior rejection and its stated reasons
- Confirmation that the vendor understands the deficiencies that led to the rejection
- Summary of actions taken to resolve the issues identified by the government
- Clarification of updates or improvements made in the revised proposal
- Professional tone and documentation trail that facilitates review by GSA officials
The letter helps the GSA Contracting Officer quickly assess whether the issues that caused the rejection have been adequately addressed. It shows that the contractor has taken the process seriously and is capable of responding constructively to formal feedback.
Common Reasons Proposals Are Rejected
Understanding the most common causes of proposal rejection can help contractors craft a more targeted and effective Rejection Response Letter. Some of the frequent rejection reasons under the GSA MAS program include:
- Incomplete or incorrect documentation, such as missing financial statements, corporate experience narratives, or price proposal templates
- Failure to meet minimum sales or experience thresholds
- Non-compliant pricing structure or inadequate pricing support
- Lack of required certifications, such as Letters of Supply for resellers
- Mismatch between proposed offerings and SIN scope
- Failure to demonstrate past performance or technical capability
Each rejection notice from GSA will typically include a summary of these issues. The Rejection Response Letter must directly address them, point by point, with explanations of how they were corrected.
What to Include in a Rejection Response Letter
While the format may vary, an effective Rejection Response Letter generally includes the following elements:
- Header and Identification
- Vendor name and DUNS/UEI
- GSA MAS Solicitation number and SIN(s) involved
- eOffer tracking number, if applicable
- Date of original submission and date of rejection notice
- Introduction and Purpose
- A concise statement acknowledging the previous rejection
- A statement of intent to resubmit and address the identified deficiencies
- Point-by-Point Response
- A clear list of each issue raised by the Contracting Officer
- A brief explanation of how each issue was addressed or resolved
- References to updated or newly submitted documents, if applicable
- Supporting Clarifications
- Optional clarifications or justifications, such as policy interpretations, updated certifications, or explanation of product/service eligibility
- Closing Statement
- A courteous request for reconsideration
- Reaffirmation of the contractor’s commitment to compliance and partnership with GSA
- Contact information for follow-up
The letter should be written in a professional and respectful tone, free of defensiveness or blame, even if the contractor disagrees with the basis for the original rejection.
Tips for Writing a Strong Rejection Response Letter
Crafting an effective Rejection Response Letter can significantly increase the likelihood of a successful resubmission. Best practices include:
- Be concise but thorough – Address each issue clearly, but avoid unnecessary repetition
- Use bullet points or numbered lists – This helps Contracting Officers process your response more easily
- Be honest and solution-focused – Acknowledge shortcomings and explain how they’ve been corrected
- Maintain a positive tone – Express appreciation for the reviewer’s time and feedback
- Reference specific attachments – When applicable, direct the reviewer to updated documents, page numbers, or filenames
Avoid vague statements such as “we fixed everything” or “we hope it’s acceptable now.” Instead, demonstrate accountability and transparency.
How GSA Uses the Rejection Response Letter
From the GSA’s perspective, the Rejection Response Letter is an efficient way to:
- Verify that the contractor understood and addressed the original issues
- Avoid re-reviewing the entire offer without context
- Track proposal revisions and the contractor’s responsiveness over time
- Make defensible decisions in the event of further rejection, approval, or protest
The letter becomes part of the official contract file and may be reviewed by senior procurement officials or legal counsel if disputes arise. It also serves as a useful reference in pre-award audits or documentation reviews.
What Happens After Submission
Once the Rejection Response Letter and updated proposal are submitted, the GSA Contracting Officer will:
- Review the revised documents in light of the contractor’s explanations
- Compare previous and current versions of the offer
- Determine whether the revisions fully resolve the reasons for rejection
- Proceed with award, request further clarification, or issue another rejection
If the revised proposal still fails to meet the solicitation’s requirements, GSA will issue a second rejection, which may be more difficult to overcome without substantial changes. In some cases, GSA may suggest waiting for a future solicitation refresh to resubmit under new terms or updated requirements.
Strategic Value of the Letter
Beyond the immediate goal of reversing a rejection, the Rejection Response Letter offers long-term value by:
- Demonstrating contractor professionalism and responsiveness
- Creating a clear audit trail of how issues were addressed
- Helping vendors learn from missteps and improve future submissions
- Building trust with GSA officials through transparent communication
In competitive and compliance-heavy programs like MAS, the way a vendor handles feedback is as important as the content of the offer itself.
Conclusion
The Rejection Response Letter is a critical tool for contractors seeking to reengage with GSA after a rejected proposal. Far from being a formality, it represents a second chance — and an opportunity to demonstrate professionalism, accountability, and a clear understanding of government contracting standards.
When prepared thoughtfully and submitted with a revised, fully compliant offer, the Rejection Response Letter can turn a previous setback into a successful contract award.
