A Tender is a formal offer to supply goods or to do a particular job, provide a product or a service. A tender has the statement of the price that the company is going to charge for providing the product or the service. If a contract is put out to tender, formal offers are invited. A company shows its interest in the tender by placing a bid which gives information about what the bidding party is providing. If a company wins a tender, their offer is accepted.
It takes a huge amount of difficulty in writing an effective and a winning bid proposal or letter. But, writing a winning bid letter is very important to grab a tender. Hence, knowing how to write a successful bid letter becomes a prerequisite for placing bids. A well-shaped Bid letter makes the bidding company stand out against the competing firms and gets the company a step closer to getting the tender. Writing a bidding letter requires a lot of creativity. It needs to be precise yet professional.
There are some points that need to be followed in order to write that tender winning letter. The letter must contain an opening paragraph or a cover letter that gives a response to the tender.
Introduce yourself and your company giving details that are sufficient to convince the tender company that your company is apt and fit to take up the project. It is very important on your side to make them realize that you understand their requirements in order to move ahead with doubt free communication and service. Understanding the requirements of a tender is of prime importance. Make sure you quote your prices in a convincing way. Keeping them low all the time doesn’t always work in favor of the bidding company.
Mention the history of your company and the number of years your company has been in the market. Mention the total cost bid in a detailed manner by providing sub categories and explaining the costs as well.
Make sure your bid contains facts and figures that speak for you. Cite examples that speak of your credibility. Include references of clients that you have worked with previously and their feedback, if possible.
Always check the grammar of the letter before drafting or submitting it. Check and make sure that all the cited figures are correct. Also, take special care that the bid letter targets the tender in all possible dimensions. It shouldn’t wander from the tender. Always have hard copies of the tender and the bid letter with you for future references.
The last and most important point to follow is to submit the bid letter on time.