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Letter to customer offering pricing on bid proposal

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Letter to customer offering pricing on bid proposal
March 17, 2019 Wedding Anniversary Wishes No comments

28+ Quotation Formats · 31+ Sample Business Proposal Letters Price Offer Quotation Letter Price Quotation Request Letter Quotation letters are written by a bidding organizer to a couple of businesses or companies in order to ask them.

When a company that sells materials wants to gain a new customer to provide materials for, the company creates a proposal. A proposal is a written document that contains the details of the proposed arrangement and states the types of materials provided, when and how they will be delivered and the costs for the material and delivery. A good proposal informs the reader of all details needed to make the decision to accept the proposal or not. Although there is no required length for the proposal, expect it to range from two to 10 pages or more, depending on your business. Basically, the more complex or varied your materials are, the longer the proposal should be.

Create a Compelling Introduction

Write an introduction, which is a brief summary of what the proposal is about. It explains the problem, the proposed solution and the benefits the reader receives by agreeing to it. For this type of proposal, the company writing it should explain that the products and materials the reader uses are available through this company. It should also state benefits the customer will receive, such as lower prices and faster delivery, if he chooses to accept the proposal.

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Be Detailed in Your Proposal

Tell the reader what, how, when and how much in the body of the proposal. For a materials supply proposal, all details relating to the materials should be included, and it should state the exact type of materials to be sold, the delivery methods and the costs. The reader must fully understand the costs of the materials after reading the proposal. Tell the reader how often the materials will be delivered and whether the customer must reorder or if it is reordered automatically.

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Emphasize the Benefits

Conclude the proposal by emphasizing the benefits the customer will receive by accepting the offer. It should be encouraging to the reader and should display confidence in the company making the proposal. Explain the quality of the products and include any statistical information available regarding customer satisfaction. This step of the proposal is the last attempt made to convince the customer to agree to the proposal so it is important to include facts that help your company stand out from others.

We've been in the mail business for decades, and have found that our products will save you time and money to focus on other aspects of your business. In fact, 95 percent of our customers report a significant savings in their mailing costs by using our monthly service. We look forward to discussing some options with you.

Deliver the Proposal

Sign the proposal and deliver it to the potential customer. Include any deadlines and offer to answer any questions or concerns the customer has. Include a blank on the proposal for the customer to sign and date when the proposal is accepted.

After a client accepts your proposal, provide excellent ongoing customer service. Stay aware of his needs as they change. Promptly alert him of any new supplies you carry that may benefit him. Be honest and do not oversell what you cannot deliver in order to develop prosperous business relationships and possibly gain leads.

In order to attract clients, it is necessary to know how to write up a bid for a contract. At any rate, show in the price breakdown how you can offer a great product.

Transmit a Bid, Proposal, or Quotation

letter to customer offering pricing on bid proposal

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.

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The Top 5 Items to Include in a Business Proposal

letter to customer offering pricing on bid proposal

The hard truth of the day: the janitorial industry is known for contractors who compete primarily on price.

They swoop in with their promises of being the best / the greenest / the most reliable, then they underbid on the contract, and underperform on the job.


This means that janitorial companies like yours — who work hard, pay their employees well, and keep happy customers — need to bake your unique awesomeness into every aspect of your sales process to win the contract without lowering your bid.

In other words, your efforts to impress a potential client can’t stop when you leave the walk-through.

The good news is that a cleaning services proposal is a great tool for driving home how your company is different from the competition — and it’s one many janitorial businesses don’t use to its full potential.

In this article, we’ll look at how to write a commercial cleaning services proposal that allows you to seal the deal, without lowering your price.

We’ve divided this article up into one major “DON’T” and a few key “DO’s”.

First, let’s get that “don’t” out of the way:

Don’t focus too much on cleaning

Say what?!

That’s right. If you got as far as sending your potential new customer a cleaning services estimate, then they trust that you have the proper supplies and equipment and that your staff knows how to clean.

And believe it or not, the average person isn’t all that interested in commercial cleaning (strange, I know).

Instead, your business proposal should focus on a few key things that make you stand out to get the prospect excited to hire your team.

Side note: I know the client getting excited about their cleaning company sounds unlikely, but when Swept CEO Mike Brown ran a janitorial business he had a client tell him his company was “cool.” A cleaning company? Cool? Mike thought he misheard the person.

But the lesson here? That is exactly the kind of comment you should aim for!

So now that we have the “don’t” out of the way, here are six things your company should communicate in every cleaning services proposal, introduction letter, quote, or any other communication you have with your sales lead.

1. Communicate why you do what you do

If you’re a business owner and have never heard Simon Sinek talk about starting with “why”, it’s worth the 18 minutes.

If you don’t have 18 minutes, here’s the Coles Notes version:

Most businesses understand the need to communicate what they do.

Example: Janitorial services in Philadelphia.

Some businesses talk about how they do it.

Example: Quality services dedicated to meeting all client expectations.

Very few businesses communicate why they exist.

Example: To create meaningful jobs where cleaners feel valued, recognized as individuals, and that their work impacts the lives of others.

Sinek lays this out in what he calls, “The Golden Circle”:

What Sinek shows is that shifting the conversation to talk about your ‘why’ can have a huge impact on a customer’s perception of your business.

Using this approach, the what you do is simply the proof of what your company believes — your why.

So the question becomes, what is your why?

The best place to describe your ‘why’ is in the introduction letter at the beginning of your proposal. For a great example of an introduction letter, check out this cleaning services proposal template created by Proposify.

2. Communicate how you’re different from the competition

This is probably the most important “do” on the list. How you’re different from the competition shouldn’t live in just one specific section, five pages in. It shouldn’t be subtly hinted at, as if you’re afraid someone might notice you do things differently.

Your differentiation should be woven throughout your whole business proposal, loud and clear.

As I eluded to earlier, so many companies refer to themselves as ‘the best.’ Hopefully, I don’t need to explain the problem with every business owner and their dog using that title.

As long as you know that ‘the best’ isn’t a great way to make yourself stand out, we can move on to more unique qualities you can highlight for prospective customers.

If you’re not sure what makes you different, think through the various processes in your business that impact customer satisfaction.

  • Do you have low cleaner turnover rates because you treat your employees so well? That certainly benefits the customer, although if this is the first time they’ve hired a cleaning company you may need to explain how you make it a great place to work.
  • Do you use a unique strategy for ensuring a certain standard of quality? We’ve heard of companies who go into each location they service and hide a small coin or object, and the cleaner who finds it while working receives a prize!
  • Do you use innovative technology? When asked if the use of technology to improve communication and quality by a cleaning company would influence their decision to hire one company over another, 96% of business owners said yes!

3. Communicate what your clients think about your services

The fact that you think your company is the bee’s knees is good (confidence is crucial!), but what’s even more important is what others think about your cleaning company.

That’s why every good cleaning service proposal has social proof sprinkled throughout. Social proof is when you use the opinions or actions of people to influence behaviour, so like reviews, case studies, ratings, endorsements, and number of customers or products sold (Think McDonald’s – “Over 99 billion served”).

This is where customer testimonials come in.

Businesses in some industries might be able to get away with generic testimonials from any Joe Schmo, or even go the other direction and quote a client with some level of celebrity status.

You know, like Betty White endorsing Snickers:

But the janitorial industry is way too competitive for irrelevant testimonials to have an impact, and it doesn’t exactly lend itself to celebrity endorsements, either.

Your best bet is to have testimonials on hand from a variety of existing customers so that you can choose the ones that are from clients who are most like the business you’re selling to.

For example, if the proposal you’re working on is for a dentist’s office, choose a testimonial from another dentist office that you clean, if possible. If not, try to look for a testimonial that speaks to the same pain point your prospective client described to you in the walk-through.

4. Communicate how your services will impact their organization (or life!)

As a B2B (business to business) salesperson, it’s easy to forget that even though you’re selling your services to other businesses, it’s a real human being deciding to hire you, and signing the cheque.

In a large organization, the impact of a fresh, clean space could improve team morale, result in fewer sick days, or even increase productivity if employees are otherwise left to do the cleaning themselves.

In a smaller organization, the impact could be more directly on one person, such as the administrative staff responsible for ensuring the space makes a good first impression on clients who come into the office.

Be specific enough that your potential client can picture what that improvement will look like. For instance, at a daycare, a cleaner space means fewer runny noses and feverish kids — something every child care worker (and parent!) loves to hear.

5. Communicate your commitment to them

This one can be tricky.

How do you get across just how serious you are about customer satisfaction to someone?

When the founders of Swept ran their own cleaning company (before transitioning into janitorial software) they told clients this:

We’ll pay you to fire us.

Yup, you read that right.

They offered to pay the bill for their client’s last month of services if they wanted to find a new cleaning company.

A bold statement, but guess how many times they were taken up on that offer? None.

No matter what your schtick, clearly communicate what the customer can expect when they hire your commercial cleaning company.

6. Communicate the next steps

This is less about selling and more about ensuring your first few interactions in your new relationship as client-contractor are positive — that you start off on the right foot.

The most important thing to outline here is how and when you’ll collect payment so that there are no surprises.

Hint: A word of advice — especially to those of you just starting out — bill at the beginning of the month, not the end. It often takes customers two, three, even four weeks to pay you. Best practice is to charge them on the day you begin working so that you have the cash to pay your cleaners for that period of time.

Some final thoughts…

At the end of the day, bidding on cleaning jobs is hard work.

It requires you to identify the prospective client’s daily challenges and needs, the reason they’ve decided to hire a new contractor, and how your company can fill that gap.

From time to time you’ll spend several hours speaking with a customer, walking through their space, and writing a proposal — only to have them go with the lowest bidder.

While this can be incredibly frustrating, (you know as well as I do they won’t be satisfied with the lowest bidder’s services in two months time) it’s often better to dodge those bullets altogether than to invest more time into the relationship.

If you take nothing else from this article, know that each quote you deliver should be wrapped up in a well designed, well thought-out proposal.

It takes time to communicate each of the things we’ve listed above, but doing so will often mean the difference between winning a commercial cleaning contract at the rate you quoted, being bartered with, or worst of all, losing the bid to a competitor.

And the good news is, by using Proposify’s cleaning services template you’ll only need to do most of this work ONCE.

About Sarah

Lover of travel, chocolate milk, and the Oxford comma, Sarah is the Education Lead at Swept. She has a background in PR and digital marketing, a healthy addiction to Helvetica Light, and a firm belief in the power of high-fives and frequent snacking.

Quick! Grab this proposal guide before your competitors do.

Download “The Closer’s Guide to Winning Proposals” for free and gain the edge.

Yes, send me the free ebook!

Writing bids that win business is not easy – especially your first. For example, are they more concerned about customer service or cost savings? the more likely it will be that they'll see your proposal as offering the right solution for them.

No bid letter example

letter to customer offering pricing on bid proposal

The following are the ‘nuts and bolts' of writing a good tender response.

Use the templates or formats provided

Tender specification documents will probably include a response template that has sections for you to fill in. These sections may have word limits and require certain file formats.

By accurately following all of the requirements in the response template, you will make it easy for the tender review panel to consider your offer.

Structure your tender document clearly

If the tender specification documents haven't asked for a particular format or structure, keep your tender response document clear, logical and well organised. Include a clear and persuasive introduction that states the purpose, rationale and central proposition of your bid. If you don't know how to begin developing your tender response, use our tender development checklist as a guide.

It can also help to use diagrams as your develop your tender response. This can be an effective way to break up blocks of text and communicate to the reader complex propositions.

Provide all relevant details

As with quotes, tenders must include certain information in order to be considered, including:

  • your ABN
  • a company profile and capability statement
  • whether you propose to subcontract
  • the price for each product or service you propose, and an indication of whether these are fixed or variable (e.g. based on exchange rates or consumer price index variations)
  • any conditions affecting the price
  • delivery details and charges
  • a proposed schedule indicating milestones or delivery dates
  • whether goods or services are periodic or recurrent
  • GST and other taxes
  • applicable insurances
  • intellectual property rights where relevant
  • a description of any variations you propose in meeting the conditions of the contract.

Address the selection criteria

Closely follow the criteria in the tender request. Make sure your proposed offer precisely meets the buyer's needs. Describe the benefits the buyer will receive from your products or services.

Provide specific examples of how you meet the selection criteria rather than simply stating that you do. It is important to highlight your credentials and provide verifiable experience, as well as explaining how your approach to delivering the tender will meet the buyer's needs. Identify the requirements that are most important to the buyer and cater for this in your tender response.

Choose the right referees

Another key part of delivering a successful tender response is choosing the right referees.

Use referees that know your products or services. Make sure you get permission to use referees before including them in your response. Brief them on the highlights of the request so they can target their comments to the job specifications.

Proofread your tender

Use spell check and, if possible, ask someone outside of the tender development process to read your tender response and give feedback. Ideally, get a professional copy editor or proofreader to carry out this task. If several authors have contributed to different parts of the tender response, ensure that one person reads the entire tender response document for consistency.

Submit your tender in time

Late or incomplete tender responses are usually excluded from consideration barring exceptional, pre-agreed circumstances.

If you are submitting online, do not leave your tender submission until the last minute in case you have computer, internet or network issues. If your tender response is to be posted, make sure you allow time for delays. Consider using ‘same day delivery' for courier services or hand-delivering your tender response (if allowed).

Read more about checking and submitting a bid.

Also consider...

  • Last reviewed: 11 May 2016
  • Last updated: 11 May 2016

Write an introduction, which is a brief summary of what the proposal is about. It should also state benefits the customer will receive, such as lower prices Include any deadlines and offer to answer any questions or concerns the customer has. How to Word Contractor Estimates · How to Do a Bid Proposal for a Cleaning.

letter to customer offering pricing on bid proposal
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