Below is a template on how to write a sample tender letter
INVITATION TO TENDER FOR THE PROVISION OF [SUBJECT MATTER OF THE CONTRACT]
You are hereby invited by [insert company] (the Authority), to tender for the provision of [subject matter of the contract] specified in the tender pack available in [insert location].
It is the responsibility of all Tenderers to ensure that their tender is delivered not later than [insert date and time]. The Authority will not consider tenders received after that time. Tenderers should note that that the delivery of tender documents should be via [insert procurement portal].
The Authority /company is not bound to accept the lowest priced or any tender and shall not be bound to accept the Contractor as a sole supplier.
Please acknowledge receipt of this Invitation to Tender and its accompanying documents confirming your intention to submit a tender as requested. Participants are required to note that if they wish to withdraw from this invitation the further competition formality shall remain the property of the authority] must be returned on demand.
Yours faithfully[Insert name]
Or use the version below:
INVITATION TO TENDER LETTER
Dear [insert name]
INVITATION TO TENDER (ITT) for …….[insert a general description of the tender]
Your organisation along with others is invited to offer a tender for provision of the above, to the specification outlined in the attached documents. Enclosed are:
Document 1 Instructions and information on the tendering procedures.
Document 2 Specification of the Requirement.
Document 3 List of attachments.
Document 4 Declaration and information to be provided by tenderer.
(amend list of documents as necessary)
Please read the instructions on the tendering procedures carefully. Failure to comply with them may invalidate your tender which must be returned by the date and time given below.[Insert number of tender copies you want] copies of your tender must be received by [insert name and address of the person to whom the tender should be sent] no later than [insert time and date]. Late tenders will not be considered.
If having read the enclosed specification you decide not to submit a tender, I would be grateful if could send your reasons (though you are under no obligation to do so) to [insert contact name], at the above address marked ‘No Tender’.
Please contact me if you have any questions about the tendering procedure. The enclosed Document also contains details for providing you with further information or clarification of the [insert company]requirement.
I look forward to your response.
Yours sincerely[insert name]