This letter template can be used when a company wishes to decline a bid request but wants to keep the door open for future projects.
Thank you for the invitation to bid on your Widget Factory parking lot project. Unfortunately, my company will not be able to submit a bid at this time.
We are booked up with projects well into the fall. Moreover, we have found that one-off paving jobs do not scale given that we must retain subcontractors for several aspects of such projects.
Please keep us in mind in the future, especially for concrete, brick, and stucco projects.