How to Write a Bid Acceptance Letter

In most businesses, bidding is an everyday activity to acquire goods or services provided.  Once the bid submitted by a company is accepted, it becomes imperative to officially inform the concerned party about the acceptance by sending them a bid acceptance letter. Hence, a bid acceptance letter is a kind of official correspondence that not only shows the company’s acceptance of the bid submitted, but also brings it on the record. Besides, these letters also show the nature of buying and selling that is going to take place between the two parties. As soon as the letter is received by the other party, a formal, legally binding contract is signed. Since a bid acceptance letter is a formal letter, so the format followed for it will be that of formal letters. This guide will explain the whole process in the below given steps.

Instructions

  • 1

    Letter head:


    Ensure that the acceptance letter is written on the company's letter head.

  • 2

    Sender’s Information:

    Start with sender’s information on the top left hand corner of the letter after leaving 1/6th portion and include the following:

    Sender’s Name
    Sender’s Address
    Sender’s Phone Number

  • 3

    Date:

    After the sender’s information, leave a one line space and write the date of writing the letter. This should be in the following format;


    dd/mm/yy.

  • 4

    Recipient’s Information:


    After mentioning the date, give a space of one line and mention the recipient’s information including:


    Receiver’s Name
    Receiver’s Address
    Receiver’s Phone Number

  • 5

    Salutation:


    Next is salutation which comes after a space of one line. This is where you will address the recipient with Dear Mr/Mrs/Ms followed by his/her last name.

  • 6

    Main Body:


    In the very opening sentence of the letter, inform the bidder that his bid has been accepted. Remember to mention any important dates; for example the date on which the bid was accepted, and the date on which the goods or services should be delivered. Also mention the nature of the trade; if the trade is of some kind of goods then it is important to mention the quantity of goods that are going to be delivered. Also, you should discuss the reason that makes the company accept the bid.

  • 7

    Closing:


    After a space of one line, close the letter by writing ‘Yours sincerely’ and then give a gap of four lines so that the sender can put his/her signatures with ease. Don’t forget to type the sender’s name after the signatures.

  • 8

    Sample Bid Acceptance Letter:

    Joe Adams
    149-A, Suite No 3
    Tek Furniture's
    5th Avenue
    London
    606-8867676

    12/06/2012

    Anne David
    44, Suite No 2,
    Main Boulevard
    A& M Co
    London

    Dear Ms. David,

    We are pleased to inform you that the bid sent by A& M Co. on 20/5/12 has been accepted on 15/06/12. The reasonable prices and assurance of delivering high quality helped us in reaching this decision.


    Please note that we should receive the supply of 500 chairs as mentioned in the original bid offer by 15/7/2012.

    We look forward to signing a contract with your company at the earliest. We also hope to turn this opportunity into a mutually beneficial endeavour.

    Yours Sincerely,

    Signature of Joe Adams

    Joe Adams

  • 9

    Template Bid Acceptance Letter:

    Sender’s Name
    Sender’s Address
    Sender’s Phone Number

    (date of writing the letter)

    Receiver’s Name
    Receiver’s Address
    Receiver’s Phone Number

    Dear (receiver's name),

    We are pleased to inform you that the bid sent by (company's name which sent the bid) on (date on which the bid was sent) has been accepted on (date on which the bid was accepted). The reasonable prices and assurance of delivering high quality helped us in reaching this decision.


    Please note that we should receive the supply of (quantity and name of items)  as mentioned in the original bid offer by (deadline of receiving the items).

    We look forward to signing a contract with your company at your earliest. We also hope to turn this opportunity into a mutually beneficial endeavour.

    Yours Sincerely


    Signature of the sender

    Name of the sender

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