[Sender’s Address]

 [Date of sending the letter]

[Receiver’s Name]

[Receiver’s Address]

Dear Mr. / Mrs. / Ms. [name of whomsoever it is concerned to]

 SUBJECT: Letter to Decline the Invitation to Bid

Greetings of the day!

I was very excited to have been invited to be a part of [ Insert the name of the
bidding event] that is going to be held on the day [ Insert the date of the
event]. 

I know that this event is very important to you and your institution (mention
details) and I am really thankful to you for your thoughtfulness, which you
have shown us by inviting us to attend this special bidding event.

Unfortunately, we have to attend another program regarding (mention the

details) scheduled on the same date of your event. For this very reason, I am
very sorry to inform you that I will not be able to attend this special occasion
of the bidding event.

I really wanted to take part in this bidding event, if it weren’t for this situation
which I cannot avoid, I would have been really happy to be a part of this
event organized by you. I hope you would be able to understand my situation
and support me. I convey my best wishes and regards to you and also to the
success of the event. 

I really thank you once again for the invitation.

With Regards,
[Full Name of the Sender]

[Name of the Organization the sender represents]

[Contact Details]