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Bidding format letter
January 01, 2019 Anniversary Wishes No comments

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.

Contract Bid Rejection Letter

Construction Bid

Formal Rejection

Project Bid Letter

How to Write a Bid Rejection Letter

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.

What to Include in a Bid Rejection Letter?

  • Notify the company that made the bid that their proposal did not meet your expectations.
  • Briefly explain the reason behind the rejection.
    • It could be that the proposal’s expenses are more than how much your company is willing to spend.
    • It could also be that the delivery of materials took too long.
    • Or it could also be that a proposal from a better and more experienced company was chosen.
  • Name, designation, address, and contact details of the person who issued the rejection.

You can pick out from various formats with our templates, chooserejection letter in PDF format for templates in high-resolution PDF format.

Bid Rejection Response

Rejection of Bid Contract

All Bids Rejection

Bid Letter to Company

Tips for Handling a Bid Rejection

  • Reacting negatively is normal since even after all the efforts made, your bid was still not accepted.
  • Rationalize well about the possible reasons why your proposal failed to meet the company’s expectations.
  • Getting your proposal rejected is not the end of the world. Get back up and try again.
  • Take this rejection as something that you should learn from.
  • Ask for feedback or criticism from other people.

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.

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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.

Reject a Bid or Proposal

bidding format letter

Replying to an ITT: A reply to tender invitation sample letter

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.

[Insert date]

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.

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Get the Job

bidding format letter

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.

Where it is used?

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.

Preview and Details of Template

File: Word (.doc) 2007+ and iPad 
Size 24 Kb   | Download

File: OpenOffice (.ods) Writer [Writer]
Size 16 Kb   |  Download

License: ENERGY  (General Use)
(Distribution) by Kate Elizabeth(CEO)

Construction bid acceptance letter

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
Contact Number
Company Name

Construction contract acceptance letter

Dear ‘Name’,

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
Department Name
Company Name

Vendor proposal acceptance letter

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
Department Name
Company Name

REPLY to tender acceptance letter

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]’.


Position Title
Company Name

research professionals involved in the Project k) Technical Bid l) Financial Bid m) Technical Evaluation Format n) Tender Acceptance Letter. (Manoj Kumar Jha).

13+ Bid Proposal Examples in PDF | Google Docs | Pages | Word

bidding format letter

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.


Elements of a Tender Cover Letter

  • A short introduction thanking the organisation for inviting your company to tender.
  • A unique reason why you should be given the job. It should be specific and not contain general statements, and should reinforce the theme in the general document.
  • A commitment statement to making the contract a success.
  • An administrative note on some aspect of the tender can be included. For example, you may be tendering as a joint venture.


Tender Cover Letter Rules

  • It should be placed after the title page and should be on your company’s letterhead.
  • It should only be one page or two at most. However, if it’s a combined cover letter and executive summary, you can stretch it to three or four pages.
  • It is often addressed to the contact person mentioned in the document you are responding to. If you are in doubt, you can address it to the senior-most person.
  • The cover letter should be signed by a person of similar stature, status, and responsibility in your company. However, if they have little to do with the response, you can supply a contact person to field any questions.


Tender Cover Letter Sample 

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.



[Auth. Signatory]


5 Tender Tips

1. Can you do the job?

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.

2. Is your tender compliant?

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.

3. Provide evidence of your competence

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. 

4. Fill the price or cost schedule

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.  

5. How will you fill the skills gaps?

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.

bidding format letter
Written by Daisida
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