Tender Acceptance Letter for Construction and Other Projects

Through a tender document, a business organization invites applications from interested service providers viz. suppliers, contractors, etc, who are willing to take up a project on behalf of that business organization. In consideration of the service provided by such service providers, they receive payment as per the price quoted in their tender application.

Once the interested service providers apply for the tender with their best quotes pricing and other details, the business organization selects one of the tender applicants for their project. And then communicates the selected applicants about the acceptance of their tender application and awards the contract to that selected party.

Use the following templates to prepare the tender acceptance letter.

SAMPLE #1

(Construction Tender Acceptance Letter)

Ref No.: ..............

Date: ...................

To,

(Name of the Contractor)

(Address, Tel. No.)

Sub.: Your tender accepted for Tender no. ............. dated ...............

Dear Sir/Madam,

Congratulations! Your tender has been accepted for the tender document bearing number ........ dated ............... floated by our organization. The tender is accepted at the price quoted/tendered by you for a sum of amount of (............amount in figures) (.......... amount in words), which is …………….% below/above the estimated cost of (............amount in figures) (.......... amount in words).

As required under the clause no. .... of the terms and conditions of the tender document, you are requested to submit the performance guarantee of (............amount in figures) (.......... amount in words) within ...days of the receipt of this letter at your end. The performance guarantee shall be valid for a period of ...years. Kindly use the format of performance guarantee as given in the tender document.

On receipt of the performance guarantee from you, we will initiate necessary process for signing of the contract between us and thereafter we will issue the letter to you for commencement of work. A draft copy of the contract is enclosed herewith for your perusal. Site of work will be handed over to you after issue of commence of work letter.

Let us try to strictly abide by the timeline prescribed under the tender document for completion of the work.

We wish you all the best for a successful performance and completion of the project.

Thanking you!

Yours faithfully,

For and on behalf of (name of the organization),

signature

(Name of the Officer)

(Designation)

SAMPLE #2

(General Tender Acceptance Letter)

Ref: .....................                                                              Dated: ..................

To

(Name of the Organization)

(Office Address)

(Phone No.)

Sub.: Tender acceptance for Tender bearing no. ..............

Ref: Project - (name of the project, location name)

Dear Sir,

We are glad to inform you that your tender has been accepted for Tender no. ............. dated .............. The price quoted by you in the said tender document is approved, hence, the total tendered price is (amount in figures) (amount in words).

You are requested to provide performance guarantee as required to be furnished under the clause ... of the terms of the said tender document at the earliest in order to enable us to provide you the commencement certificate to start the work.

A copy of the draft contract to be executed between us is enclosed herewith for your perusal. I will be coordinating with you for the contract execution process. Please note that this letter of acceptance, along with the copy of the letter of acceptance to be acknowledged by you and the tender document along with its schedules/annexures, form a part of the contract and be binding on both parties.

Another original copy of this letter of acceptance is also enclosed herewith. Please acknowledge the receipt of the letter and return it back to us in order to confirm your acceptance.

Thanking you!

Yours faithfully,

For (Name of the Organization),

signature

(Name of the Officer)

(Designation)

Covering Letter for Bid Submission with Tender Documents

Cover letters are always a sign of good business conduct / etiquette. While submitting bidding documents to the tender-inviting company, the bidder should write an impressive cover letter with it to offer and convey their interest to take the job/project and showcase in brief why they should be the chosen one.

In the following letter - the "Date" at the beginning is essentially the date of the letter drafted and printed and submitted to the officer for signature and the "Date" at the end is the date when the letter was signed by that officer. It is not mandatorily necessary to have both dates in the letter. You can have any one of it as you like.

FORMAT

(To be printed on the letterhead of the bidder)

Ref: ...................                                                Date: .................

To

(Name of the Organization)

(Complete Address)

(Tel. No. / Email)

Kind Attn: (Name of the Officer), (Designation)

Sub.: Our bid/offer submission for the .................... work

Ref: Your Tender specification no. ........... dated .............

Dear Sir/Madam,

We are herewith submitting our Bid documents against the Tender floated by your Company bearing no. ............. dated .............. We are willing to offer our services to carry out the work specified in the said Tender document.

We have gone through the following documents and information made available by you along with the tender document and we hereby agree to abide ourselves with the terms and conditions mentioned therein.

(1) Notice Inviting Tender (NIT)

(2) Price Bid

(3) Contract clauses

(4) General Forms

(5) Letter of Undertaking

(6) Performance Bank guarantee terms
(7) Integrity pact/agreement
(8) Indemnity agreement

We understand and acknowledge that:
(a) Your company reserves the right to reject any or all bids including ours without assigning any reasons for it and we hereby waive our right to challenge the same in future.
(b) Your company is not bound to accept the lowest bid received by you.
(c) If our bid is accepted, we shall be required to execute all the works mentioned in Tender document and comply with the terms and conditions of the contract, a draft of which was attached along with it.

The Tender forms duly filled in and signed by the authorized representatives of our organization are enclosed herewith along with a Demand Draft (DD) towards the Earnest Money Deposit (EMD) for a sum of ...(amount).

We strongly hope that our bid will be considered positively. We are a reputed company, our employees and staff show a great deal of commitment towards the work of our clients.

We look forward to associate with your organization.

Sincerely,

For (Name of the Company),

signature

(Name of the Officer)

(Designation)

(Department Name)

Place: ..................

Date: ...................