How to Write a Tender Acceptance Letter

Tender acceptance letter is a common form of commerce and business through which one business enterprise offers responsibility or liability to another business enterprise for completing a certain task against an agreed amount. This letter is issued by a corporation if they are pleased and satisfied with the terms and conditions offered by the concerned contractor or sub-contractor. It should simply contain confirmation about the deal with the contractor, along with the tender documents attached such as price estimation or quotation. The writer or sender of this letter has to ensure that the letter is well written, appropriate and free of every kind of errors whatsoever. Remember that such a letter goes a long way in building your reputation in front of other companies and organizations you are working with.

Instructions

  • 1

    Company’s Information

    Usually the tender acceptance letters are written on the company’s letter head so there is hardly any need of mentioning contact details. However, if the letter is on a plane paper, then you should start by writing your name followed by the company’s address and other contact details at the top left.

    (Sender’s Name)
    (Designation)
    (Company’s Name)
    (Company’s Address)
    (City, State and Zip Code)
    (Company’s Email)
    (Official phone number)

  • 2

    Date

    Leaving one line space after mentioning the sender’s address is the date that you are writing the letter on.

  • 3

    Contractor’s information

    This should simply contain the name of the receiver along with his designation, followed by name of the company and complete contact information.

    (Receiver’s Name)
    (Receiver’s Designation)
    (Company’s Name)
    (Company’s Address)
    (Company’s Phone Number)
    (Company’s Email)

  • 4

    Salutation

    Here you will address the receiver by simply mentioning Dear Mr./Ms/Mrs. You should always mention the last name while addressing the receiver. Often one sends this letter to a company as a whole by mentioning its name in the form of,  "MS- ABC Enterprises."

  • 5

    Body of the Letter

    As you move to the main body of the letter, straight away get to the point by informing the candidate or contractor that his/their tender has been accepted. Besides, you may let the party know if you need any more supporting documents for the tender to be finalized. It is always good to ask the party to have a formal meeting arranged so as to discuss all the matters pertaining to the tender.

  • 6

    Help & Support

    A contractor whose tender is approved will always have a number of questions going through his mind. You should facilitate by letting him know about the person they can coordinate with (along with his contact number and other details) if there is a query.

  • 7

    Concluding the Letter

    Just like other formal letters, you end the letter by a courteous statement that should not be more than one line followed by "Yours Sincerely" or "Yours Faithfully" with your signature and name under it.

  • 8

    Sample Tender Acceptance Letter



    Peter Edwards
    Human Resource Manager
    Eagle Group of Companies Pvt. Ltd
    235 East Wetmore Street, Block - J, Lane 75,
    Manteca, CA, USA
    Zip code - 95227
    george.bolton@e-mail.com
    Contact Number - (913) 327 5326

    28/03/2012

    Anthony James
    Chief Executive
    Zebra Technologies Pvt. Ltd
    960 South Broadway, 15 Gun field Lane,
    Breese, IL, USA

    Dear Mr. James,

    We are pleased to inform you that the tender of Zebra Technologies Pvt. Ltd, submitted on March 15, 2012, as a contractor of the newly launched technology products has been accepted. For your convenience, a catalogue of the products is attached with this letter.

    We shall be looking forward to have a meeting on a date and time that suits you. The meeting will be between the concerned departments of both the companies for further discussion regarding working terms and conditions. You are advised to bring legal and other supporting documents that are mentioned in the Appendix attached with this letter. They can also be mailed to us on the address listed above.

    For any concerns and queries, feel free to contact us on the official telephone number or email at queries@eaglegroup.com.

    We look forward to a successful and fruitful business experience with you.

    Yours Sincerely,

    Peter Edwards

  • 9

    Template Tender Acceptance Letter



    (Sender’s Name)
    (Designation)
    (Company’s Name)
    (Address)
    (City)
    (Zip Code)
    (Email)
    (Phone Number)

    Date

    (Contractor’s Name)
    (Designation)
    (Company’s Name)
    (Company’s Address)
    (City & Zip Code)

    Dear Mr. /Ms. /Mrs.

    We are pleased to inform you that the tender of _______________________________, submitted on ________________________ , as a contractor of ______________________________ has been accepted. For your convenience, the catalogue of the products is attached with this letter.

    We shall be looking forward to have a meeting on a date and time that suits you. The meeting will be between concerned departments of both the companies for further discussion regarding working terms and conditions. You are advised to bring ____________  mentioned in the Appendix attached with this letter. They can also be mailed to us on the address listed above.

    For any concerns and queries, feel free to contact us on ____________ or email at ______________.

    We look forward to a successful and fruitful business experience with you.

    Yours Sincerely,

    (Name & Signature with Stamp)

Leave a Reply

Your email address will not be published. Required fields are marked *


+ one = 6

You may use these HTML tags and attributes: <a href="" title=""> <abbr title=""> <acronym title=""> <b> <blockquote cite=""> <cite> <code> <del datetime=""> <em> <i> <q cite=""> <strike> <strong>