HOW TO WRITE AN INVITATION TO TENDER in English?

OFFERS, TENDERS, AND BIDS

Offer

is the general term used to describe what the salesperson is willing to give, and at what price.
Salesperson: We have sent our offer in the post.
Purchaser: We have received four offers from different suppliers.

TENDER or BID

The terms tender and bid can often be used interchangeably. Purchasers send out an invitation to tender (often shortened to a tender) when they want to receive offers from different suppliers. This can also be called a request for proposal. Salespeople file or submit a tender, often in competition with other suppliers, when they make their formal written offer to supply goods or services at a specific price and under specific conditions.

VERBS USED WITH TENDER or BID


Salesperson: We have sent in our tender/bid.
Salesperson: We have been invited to tender/bid.
Purchaser: We should make a call for tenders/bids for this product.
Purchaser: We have already put out a tender/bid for this product.
Purchaser: We would like to invite you to make a tender/bid.

If you as a comany want to invite to tender, you have to produce 'an invitation to tender’ for a given product or service you require. Below you’ll find a template you can customise to your specific needs and projects.

INVITATION TO TENDER – TEMPLATE

[Your Company Letterhead]
[Your Company Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]

Subject: Invitation to Tender for [Project/Service Name]

Dear [Recipient’s Name or „Sir/Madam”],

We are pleased to invite your company to submit a tender for the provision of [describe the goods/services required] as detailed in the attached documents.

Project/Service Details:

  • Project/Service Name: [Project/Service Name]
  • Scope of Work: [Briefly describe the work or services required]
  • Duration: [Estimated start date and completion date]
  • Location: [Project location if applicable]

Submission Requirements:

Your tender submission should include the following:

  • A detailed proposal outlining how you plan to meet the requirements.
  • A breakdown of costs associated with the project.
  • A timeline for project completion.
  • Information about your company’s relevant experience and qualifications.
  • References from previous clients for similar projects.

Submission Deadline:

All tenders must be submitted by [Submission Deadline Date and Time] to the following address:
[Your Company Name]
[Your Address]
[City, State, ZIP Code]
Or electronically via [Email Address].

Evaluation Criteria:

Tenders will be evaluated based on the following criteria:

  • Compliance with the scope of work.
  • Competitive pricing.
  • Relevant experience and qualifications.
  • Project timeline.
  • References and past performance.

Additional Information:

Please direct any inquiries or requests for additional information to [Contact Person’s Name] at [Contact Email Address or Phone Number]. All inquiries must be received by [Inquiry Deadline Date].

We look forward to receiving your tender and thank you for your interest in working with [Your Company Name].

Yours sincerely,

[Your Name]
[Your Job Title]
[Your Company Name]

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