Procurement Templates

Invitation to to Tender Letter

How To Write A Tender Invitation Letter

Below is a template on how to write a  tender  invitation letter

INVITATION TO TENDER FOR THE PROVISION OF [SUBJECT MATTER OF THE CONTRACT]

Dear Sirs

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 tender invitation letter:

 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 the 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 the 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]

Email version 1

Writing a compelling tender invitation email requires clarity, professionalism, and persuasive language. Here’s a step-by-step guide on how to craft such an email:

  1. Subject Line: Create a concise and attention-grabbing subject line that clearly indicates the purpose of the email. For example, “Invitation to Tender: [Project Name]”.
  2. Salutation: Begin your email with a polite greeting. Use the recipient’s name if you know it, or a general greeting such as “Dear [Company/Team]”.
  3. Introduction: Start by introducing yourself or your organization and briefly explain the purpose of the email. Mention any previous interactions or connections to establish credibility.
  4. Overview of the Tender: Provide a brief overview of the tender, including the project name, description, and key details. Clearly state what you are inviting tenders for and why.
  5. Eligibility Criteria: Outline any specific criteria that potential bidders must meet to participate in the tender process. This could include qualifications, experience, or certifications required.
  6. Submission Guidelines: Clearly specify the deadline for submissions, along with instructions on how to submit tenders. Include any required documents or information that bidders need to include in their proposals.
  7. Evaluation Process: Briefly explain how the submitted tenders will be evaluated and the criteria that will be used to select the winning bid. Transparency in this process can help build trust with potential bidders.
  8. Benefits of Participation: Highlight the benefits of participating in the tender process, such as potential business opportunities, partnerships, or contracts. Make it clear why bidders should be interested in submitting a proposal.
  9. Contact Information: Provide contact details for any queries or clarifications regarding the tender. Encourage potential bidders to reach out if they have any questions or need further information.
  10. Closing: Close the email with a polite thank you message and a call to action encouraging recipients to submit their tenders. Express appreciation for their interest and participation.
  11. Signature: End the email with your name, title, and contact information. This adds a personal touch and makes it easy for recipients to follow up if needed.
  12. Proofreading: Before sending the email, carefully proofread it to ensure there are no spelling or grammatical errors. A well-written and error-free email reflects professionalism and attention to detail.

Here’s a sample template for a tender invitation email Email 2:

Subject: Invitation to Tender: [Project Name]

Dear [Recipient],

I hope this email finds you well. My name is [Your Name] and I am [Your Position] at [Your Organization].

I am writing to invite you to participate in a tender for [Brief Description of Project]. We are seeking proposals from qualified vendors who can [Brief Description of Project Requirements].

Key details of the tender are as follows:
- Project Name: [Project Name] - Description: [Brief Description of Project] - Deadline for Submission: [Deadline Date] - Submission Instructions: [Instructions for Submitting Tenders]

To be eligible to participate, vendors must meet the following criteria: [Eligibility Criteria].

Our evaluation process will focus on factors such as [Evaluation Criteria], and we will select the proposal that best meets our needs.

Participating in this tender offers numerous benefits, including [Benefits of Participation].

If you have any questions or require further information, please don't hesitate to contact me at [Your Contact Information].

Thank you for considering this opportunity. We look forward to receiving your proposal.

Best regards,
[Your Name] [Your Position] [Your Organization] [Your Contact Information]

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