SAMPLE RESTRICTED BIDDING LETTER OF INVITATION TO BID. Name of Commission, Ministry, Corporation etc Address (Street or Community located).
Sometimes, for a business to grow, we would need to coordinate with other businesses and their projects by offering proposals or bids. These proposals would involve us providing them with our services and them paying us in return. But a bid may not always be accepted after we tender it; sometimes it gets rejected.
And that’s where a rejection letter comes into play. It is a formal document that one company who is initiating the project sends to another company who is making the proposal. There are many factors behind the rejection. Continue reading on to learn more about bid rejection letters.
Similar to other formal business letters, follow standard business format. Indicate the recipient’s name, address, and contact details on the topmost portion of the letter, then make your greeting by using “Dear Mr./Ms. or Mrs.” followed by their name.
Start the main body by thanking the company for making a proposal. Then in a positive and professional manner, mention that their bid did not fit the planned project and that you went for another bid that was more suitable to your project.
In the last part of the letter, let the company know that you are still willing to accept more proposals in the future. And then close the letter by politely signing off.
To make things easier for you, you may use the rejection letter templates that we are offering, we even have other types of rejection letters such as Job Applicant Rejection Letters that you can use.
You can pick out from various formats with our templates, chooserejection letter in PDF format for templates in high-resolution PDF format.
Aside from the PDF format mentioned earlier, we also have fully editable rejection letter in .doc format. And for even more rejection templates to choose from, also check out our collection of Offer Rejection Letter Templates.
Appendix B - Sample Letter of Invitation to Tender (for Projects where advertising on Tenders must be in the format prescribed in the Form of Tender/Tender.
So far, we have only covered one side of the invitation to tender process, and that's the side focused on issuing the invitation to tender and owning the project i.e the asset owner and operator.
On the other side of the coin, general contractors, subcontractors and suppliers obviously need to respond to the invitation to tender letter.
In most cases, these companies can pretty quickly consider and weigh up the invitation to tender. If there is no red flags and the company has adequate resources, then the company will send a reply to tender invitation letter like the sample below - and then spend their time properly assessing the project and assembling a good quote.
Dear [Insert recipient name],
Thank you for your request for our tender on [Insert project name].
This letter is to acknowledge our receipt of said request and to advise you that we will be submitting our proposal on or before [Insert confirmation of deadline].
[Insert letter writer's name]
As you can see from the above reply to tender invitation sample letter, and as touched on above, this reply letter can be really short and concise.
The ITT issuing party just needs an acknowledgement that you are going to submit a tender, so that they know how many vendors will be submitting tenders, and so that they have their project bases covered.
As you can see from the invitation to tender examples and sample letters above, the invitation to tender process is the easiest and most straight forward part of the tendering and procurement process.
In saying that, managing ITT's across many concurrent projects and reconciling a bunch of incoming replies from contractors can be a headache. So in addition to making sure that you have a clean, comprehensive and understandable letter format or document you can rely on for communicating the invitation to tender, you also want to make sure that the entire process is managed smoothly as well.
Start your projects as you mean to go in with a strong and professional invitation to tender letter. What seems like a simple part of project management can have a flow on effect on all of your project communications and outcomes.
A bid acceptance letter is a source of communication between a company and a vendor, an independent contractor or freelance worker. The letter figures the services or products the freelancer or vendor is able to deliver and what will be the cost of the services or products delivered by them. The letter also includes a particular time frame or a date for completion.
Before drafting bid letters, the company’s requirements should be understood completely. The chances of successful bids are increased when a proposal is tailored to the specific request. It is essential for the bidder to meet the deadlines and to handle all the aspects of the given assignment. If there is no deadline in the proposal request then the bidder should set a specific delivery date.
A bid acceptance letter contains the firm name, the delivery date and the product or service requested, the due date of the bid proposal, the formal statement of a request for the bid and the method of submission. An important part of bid letter is marketing and is referred to as a bid proposal.
In bid acceptance letter everything starts from the left-hand side. The name and address of the receiver are written down and the date is written after leaving some space and after that, the name and the address are written of the sender. Our website offers a readymade format of bid acceptance letter.
It is used to request bids on any upcoming projects from different contractors. Acceptance of a bid letter can be used to do the jobs.
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(Distribution) by Kate Elizabeth(CEO)
Dear ‘Name of Client’,
Thank you for the application submission for ‘Name of Project’.
We gladly inform you that your proposal bid for our new project has been accepted. Therefore, we invite you to ‘Meeting Location’ on ‘Date’ in order to discuss the project. Please contact ‘Name’ on ‘Telephone number’ for confirmation. Once the negotiations have been discussed we will the contract.
If you have any queries please contact us on the provided numbers.
Name of Employee
We would like to confirm that we have received the contract. Please address this letter as the acceptance letter for the contract.
After reading the contract we would like to confirm that there is no need for revisions and are completely satisfied with the details discussed and stated.
Looking forward to doing business with you.
Name of Employee
Dear ‘Name of Vendor’,
This letter is being sent to inform you that we have received your proposal letter. After reading through your proposal, our company would like to discuss the terms and conditions on which the contract will be produced. Therefore, your presence is requested at ‘Location’ on ‘Date’. Please contact ‘Name’ on the provided contact number [Contact] to confirm your attendance.
Looking forward to our meeting.
Name of Employee
Dear ‘Name of Employee,
First of all, we would like to thank you for accepting our proposal. Please address this letter as a confirmation of our attendance at the meeting on the ‘Date’.
We look forward to working with you. If you have any questions, you can contact us at [Contact] or email ‘[email protected]’.
research professionals involved in the Project k) Technical Bid l) Financial Bid m) Technical Evaluation Format n) Tender Acceptance Letter. (Manoj Kumar Jha).
The tender cover letter is an important yet underused tool. Though not always a requirement when applying for tender, a great cover letter will give you an edge over other applicants.
It enables you to highlight reasons why you should be awarded the project, by providing information on your company’s previous successes that are relevant to the requirements you are bidding for. Persuasive writing, backed by evidence, demonstrates to the buyer why they should award the tender to your company.
Here is an example tender cover letter and tips to help you write your own.
ABC Pty Limited
Cover Letter for Tender Proposal
Co. Ref Letter No:
30th August 2017.
Sub: Tender Notice No. SE/BCPRES/B/ 2017/030 Dated 15.10.2017 Due on 15.11.2017
We are pleased to present our proposal for your review against Tender Notice No SE/BCPRES/B/2017/030 Dated 15th October 2017 Due on 15th November 2017.
We have studied the tender and now have a better understanding of the construction project requirements.
For the last ten years, we have completed a number of high-profile construction projects and achieved great success. As one of the leading contracting firms in Australia, ABC Pty Limited has been at the forefront in execution of a wide array of construction projects for individuals, government, and large corporations.
Some of our clients include; [Corporate Clients] [Government Agencies] [Institutions] [Individuals].
The three separate envelopes enclosed consist of EMD, Part ‘A’ Technical Bid and Part ‘B’ Commercial Bid, for your consideration.
Thank you for the opportunity to participate in this tender. If you have any questions, please don’t hesitate to get in contact with me directly.
Do you have a chance of winning the tender? Determine if you have the required human and capital resources to undertake the job. This ensures that you don’t waste resources by tendering for jobs that exceed your capacity.
Confirm the client’s requirements by carefully reading the specifications, rules, and addendums in the request for tender. You can prepare a tender checklist to ensure your bid addresses all the criteria. Ensuring that your tender is submitted in the right format increases your chances of success.
Avoid making empty claims on your suitability for the project. Back your claims with case studies of similar projects you have completed successfully, because your client needs evidence to award the job.
Sometimes filling a price or cost schedule for the items you are tendering is required. You need to clearly indicate how all the costs are arrived at and make sure you clarify if your tender prices are inclusive or exclusive of GST.
If you don’t have all the required skills in-house, you should explain how you intend to fill the skills gaps. If you plan to subcontract your subcontractors should have an input in the tender.
To download your free and customisable cover letter template, as well as two other easy-to-use Word document templates, click the image below.
This invitation to tender letter sample (and the examples) are used in the construction industry, and can be used as your own professional ITT template.