Tender Submission Letters – Introducing the Potential Supplier to the Buyer
Posted: September 28, 2016
A frequently asked question from our clients is what to include in a Tender Submission Letter, so in this blog we will provide a simple guide to writing an effective tender submission letter to help ensure that you can make a positive first impression with the Buyer.
Always remember if you aren’t successful in winning specific work with the Buyer, overall writing a tender can often ensure that you learn for future bids, feedback will be provided on your submission from the Buyer so it is always useful you get this to help improve for bid submissions for other opportunities you prepare for.
Formats of a Tender Submission Letter do vary and should be tailored specifically to what the Buyer is looking for and what your company wants to highlight.
Below gives a guideline and indication on what should be covered before submitting:
Dear [Buyer’s Main Contact Name],
Firstly, let me thank you for inviting [Supplier Name] to tender. We welcome the opportunity to provide [Buying Organisation Name] with the enclosed proposal for [Title of the requirements / project that the Tender is for].
- Highlight the reasons why you should be awarded the Tender. Provide background information on your company and previous successes you have had that are relevant to the requirements you are bidding for. This doesn’t need to be really long, but you need to demonstrate the benefits of the Buyer selecting your organisation against other competing organisations. Persuasive writing in this area is therefore key, and back up any points with evidence.
- If our proposal is accepted, our aim is to start the project on [enter date] and expect it to take [x amount of time]. Our plan of action includes [enter several points on what you will be doing]. This will summarise what is included in the tender, it may be best to summarise in what order this is included (like the following) – Page 1 = [x] Page 2 = [x] (a brief list of these allows the reader to easily know where they are looking).
I believe that our proposal covers all the areas of our service that we hope to provide to you if [Supplier Name] are selected.
If you have any question or queries relating to the enclosed proposal, please don’t hesitate to contact me I have provided my contact details below, so we can arrange a time to discuss this in more detail if required:
[Insert contact details].
Thank you for considering our proposal.
As the above demonstrates, a Tender Submission Letter doesn’t need to be overthought, and should be kept as a brief summary of what is included in your overall submission. It should outline the key characteristics and advantage of appointing your organisations and highlight the strengths of your tender submission. However, this doesn’t mean that the importance of the cover letter should be reduced, the quality of this letter can be reflective of the quality of the tender submission by the Supplier, and helps provide a positive first impression. Make sure you put time into your letter, follow a simple structure, similar to the above, and add some value to your submission by ensuring the Buyer knows exactly what they are about to read.
If you have any questions in regards to writing tenders, or want to enquire about the bid management services we offer at Apsiz, please email us at: email@example.com
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.
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.
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