application letter for tender documents

Tender Cover Letter: 4 Free Templates

Preparing a tender cover letter is a vital step when submitting a proposal for a project or contract. This guide will walk you through the process, offering insights to ensure your message is clear, compelling, and tailored to the specific requirements of the tender.

Let’s embark on this journey together, aiming to present your company’s capabilities and commitment in the most persuasive and professional manner.

Table of Contents

What to Write in a Tender Cover Letter:

When crafting a tender cover letter, it’s crucial to include the following elements:

• Begin by addressing the recipient or the organization inviting the tender. Use formal salutations and ensure that names and titles are accurate.
• Clearly express your company’s interest in the tender opportunity. Briefly highlight why your company is well-suited for the project.
• Provide a concise overview of your company, emphasizing its strengths, capabilities, and relevant experience. Focus on key achievements and competencies that align with the tender requirements.
• Demonstrate a thorough understanding of the project by referencing specific details from the tender document. Highlight how your company’s offerings align with the project’s goals and specifications.
• Clearly articulate the unique value that your company brings to the table. This could include specialized expertise, innovative approaches, or cost-effective solutions.
• If relevant, consider including references or testimonials from previous clients or partners. This provides evidence of your company’s track record and reliability.
• Address any compliance requirements outlined in the tender document. Provide assurances that your company will adhere to all stipulated terms and conditions.
• Outline a realistic timeline for project completion and detail the specific deliverables that will be provided.
• Clearly provide contact information for the designated point of contact within your company. This ensures ease of communication for any queries or clarifications.

How to Write a Tender Cover Letter:

• Customize each tender cover letter to align with the specific requirements, objectives, and preferences outlined in the tender document.
• Keep the letter clear, concise, and focused on the key points that demonstrate your company’s suitability for the project.
• Emphasize experience, qualifications, and successes that directly relate to the tender. This builds confidence in your company’s ability to deliver.
• Maintain a professional tone throughout the letter. Avoid jargon or language that may be unclear to the reader.
• Before finalizing the tender cover letter, ensure it is free of any spelling or grammatical errors. A well-proofread letter reflects attention to detail.

By following these steps and tips, you’ll be well-prepared to compose a compelling Tender Cover Letter that effectively communicates your company’s strengths and suitability for the project. Your letter will serve as a crucial component of your tender submission, showcasing your company’s capabilities in the best possible light.

Letter Template: 1

Tender Cover Letter

James Brown

238 Broadway

United States

The HR Manager

XYZ Company

354 F 63 rd Street

Subject- Tender cover letter. 

We at (Mention the name) Builders are glad to submit our proposal for your consideration in response to Tender Notice No.(Mention  the numbers) for the construction of pedestrian footbridges on major (Mention the name) highways, which is due on (Mention the day/month/year).

We are certain that we are the best company for the contract after carefully reading the tender’s requirements. In the building industry, we have (Mention the numbers) years of expertise and a solid reputation for producing constructions of the highest caliber.

We have completed multiple successful construction projects over the past (Mention the numbers) years, and as a result, our contracting business has developed a reputation as a top trader. (Mention the company name), and (Mention the company name). Are a few of our clients. 

We have successfully finished building roads and bridges during the past ten years. For people, businesses, and governments including the (Mention the name of the department), and (Mentions another department name), (Mention the name) Builders has been a leading and effective trader in the execution of planned developments.

Please find the technical and commercial bids attached. An opportunity to take part in this tender would be an honor.

my sincere thanks

[Handwriting signature]

[Mention the contact details]

[Mention here, if there is any post note to be given]

Download Template : ( pdf, docs, ODT, RTF, txt, HTML, Epub, Etc )

Letter Template: 2

We are glad to submit our proposal for your tender project(Mention the company name), proposed on (Mention the date/month/year), due on (Mention the date/month/year), with tender notice number (Mention the notice numbers).

In the execution of planned building, we, (Mention the name) Builders, are a reputable organization as efficient and successful merchants. We are certain that we are the best company for the tender after carefully reading and researching the specifications and the tender’s rules. We have (Mention  the numbers) years of experience working with people, significant businesses, and governments to deliver high-quality construction projects on schedule.

We have successfully finished several high-profile building projects over the past (Mention the numbers) years. As one of (Mention the country name)’s top contracting companies, (Mention the company name) has taken the lead in carrying out a variety of building projects for private citizens, the government, and big businesses.We have completed multiple successful construction projects over the past (Mention the numbers) years, and as a result, our contracting business has developed a reputation as a top trader. (Mention the company name) , and (Mention the company name). are a few of our clients. Here is a copy of our corporate profile that includes more details about our achievements.

For your consideration, please find our technical and commercial offers attached. We are interested in learning more about what we can do to help the project succeed.I appreciate the chance to participate in this tender.

Yours Sincerely,

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Covering Letter for Tender Submission

A covering letter for tender submission is a written document that accompanies a company’s bid for a specific project or contract. It serves as an introduction to the bid and provides additional context and information that supplements the formal tender document. The letter provides an opportunity to make a positive impression and demonstrate the company’s ability to deliver on the project requirements. It typically includes details on the company’s relevant experience, capabilities, and qualifications, as well as its approach to the project and any unique strengths that set it apart from other bidders. The covering letter for tender submission is a crucial component of the bidding process and helps to increase the chances of a successful outcome.

Importance of Covering Letter for Tender Submission

Showcases your company’s strengths and experience The cover letter provides an opportunity for you to showcase your company’s strengths and experience to the tender committee. By highlighting your company’s expertise and previous successful projects, you can demonstrate that you have the necessary skills and knowledge to complete the project successfully.

Demonstrates your understanding of the project requirements and objectives The cover letter is also a chance to demonstrate your understanding of the project requirements and objectives. By providing a clear summary of the key aspects of the project and outlining your proposed approach and methodology, you can show that you have carefully considered the project requirements and have a solid plan for completing the project successfully.

Sets the tone for your proposal The cover letter sets the tone for your proposal and can influence how the tender committee evaluates your submission. By creating a professional and compelling cover letter, you can make a positive first impression and increase your chances of winning the tender.

Expresses your commitment to the project’s success The cover letter is an opportunity to express your commitment to the project’s success. By highlighting your company’s project management processes and quality assurance procedures, and explaining how these will be used to ensure that the project meets or exceeds the tender committee’s expectations, you can demonstrate that you are dedicated to delivering a high-quality project that meets the project goals.

Provides a means of communication Finally, the cover letter provides a means of communication between your company and the tender committee. By providing your contact information and indicating your availability for a follow-up meeting or discussion, you can ensure that the tender committee has the necessary information to reach out to you with any questions or concerns.

Purpose of Covering Letter

The purpose of a covering letter for tender submission is to introduce your company and proposal to the tender committee and provide a brief overview of your submission. The covering letter serves as an opportunity to make a positive first impression and showcase your company’s strengths, experience, and commitment to the project.

In addition, the covering letter serves to:

Provide context: The covering letter sets the context for the proposal and provides the tender committee with a summary of the key aspects of the project. This helps to ensure that the tender committee has a clear understanding of the project requirements and objectives.

Demonstrate understanding: The covering letter is an opportunity to demonstrate your understanding of the project requirements and objectives. By providing a clear summary of the project and outlining your proposed approach and methodology, you can show that you have carefully considered the project requirements and have a solid plan for completing the project successfully.

Showcase strengths: The covering letter provides an opportunity to showcase your company’s strengths and experience. By highlighting your company’s expertise and previous successful projects, you can demonstrate that you have the necessary skills and knowledge to complete the project successfully.

Express commitment: The covering letter is a chance to express your commitment to the project’s success. By highlighting your company’s project management processes and quality assurance procedures, and explaining how these will be used to ensure that the project meets or exceeds the tender committee’s expectations, you can demonstrate that you are dedicated to delivering a high-quality project that meets the project goals.

Provide contact information: The covering letter provides a means of communication between your company and the tender committee. By providing your contact information and indicating your availability for a follow-up meeting or discussion, you can ensure that the tender committee has the necessary information to reach out to you with any questions or concerns.

The inclusion of both dates in the letter is optional. You may choose to include only one date.

Ref:__________ Date : __________

To [Name of Organization] [Office Address] [Phone Number] [Email Id]

Kind Attn: [Name of Officer], [Designation]

Sub .: Our Bid Submission for [Work Description] Ref : Your Tender Specification No. [Number] dated [Date]

Dear Sir/Madam,

We are submitting our bid documents in response to your Tender No. [Number] dated [Date]. We are eager to offer our services for the work outlined in the Tender document.

We have thoroughly reviewed the following documents and agree to comply with the terms and conditions mentioned therein:

• Notice Inviting Tender (NIT)
• Contract Clauses
• General Forms
• Letter of Undertaking
• Performance Bank Guarantee Terms
• Integrity Pact/Agreement
• Indemnity Agreement

We understand and acknowledge that:

• Your organization reserves the right to reject any or all bids, including ours, without giving a reason and we waive any future rights to challenge the same.
• Your organization is not obligated to accept the lowest bid.
• If our bid is accepted, we will execute all the works specified in the Tender document and comply with the terms and conditions of the contract, a draft of which was attached.

The Tender forms, filled and signed by our authorized representatives, are enclosed along with a Demand Draft for the Earnest Money Deposit (EMD) in the amount of [Amount].

We have confidence in our bid and our company’s commitment to delivering quality work for our clients. We look forward to the opportunity to partner with your organization.

For [Name of Company],

[Signature] [Name of Officer] [Designation] [Department Name]

Place: _________ Date: ______

Enclosed: As Mentioned Above

Tips for writing effective covering Letters

Introduction The introduction should be brief and to the point. Begin by introducing yourself and your company, and express your gratitude for the opportunity to submit a tender. State the name of the project and the tender or request for proposal (RFP) number, and provide a brief overview of the contents of your submission.

Company Overview and Experience The second section of the covering letter should focus on introducing your company to the tender committee. Provide a brief history of your company, including the number of years in operation and any notable achievements or awards. Highlight your company’s expertise and experience in the relevant field, and provide examples of previous successful projects that are similar in scope and complexity to the project being tendered.

Understanding of Project Requirements In this section, demonstrate your understanding of the project requirements and objectives. Explain how your company’s experience and expertise align with the project goals, and provide a brief summary of the key aspects of the project. It is important to convey a clear understanding of the project requirements to demonstrate that you have the necessary skills and knowledge to complete the project successfully.

Proposed Approach and Methodology The fourth section of the cover letter should outline your proposed approach and methodology for completing the project. This section should demonstrate how your company plans to achieve the project goals, including the strategies, tools, and resources that will be used. Provide a brief overview of your project timeline, and explain how your proposed approach aligns with the project requirements and objectives.

Commitment to Project Success In this section, express your commitment to the project’s success. Explain why the project is important to your company, and how you plan to ensure that the project is completed on time and within budget. Highlight your company’s project management processes and quality assurance procedures, and explain how these will be used to ensure that the project meets or exceeds the tender committee’s expectations.

Appreciation and Availability for Questions The final section of the covering letter should express your gratitude for the opportunity to submit a tender, and your willingness to answer any questions or provide additional information as required. Provide your contact information, including phone number and email address, and indicate your availability for a follow-up meeting or discussion.

Summary of Key Points

In summary, a cover letter for tender submission is an essential component of the proposal and serves the following purposes:

Provides context for the proposal and summarizes the key aspects of the project.

Demonstrates understanding of the project requirements and objectives.

Showcases the strengths and experience of your company.

Expresses your commitment to the project’s success.

Provides a means of communication and contact information for the tender committee.

By creating a professional and compelling covering letter, you can make a positive first impression and increase your chances of winning the tender.

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How to Write a Tender Cover Letter That Wins Construction Bids

The tender process is a relatively straightforward series of stages – from issuing the tender documents to awarding the contracts. However, in the construction industry, tendering can be incredibly competitive for building projects. It’s not enough to simply offer the lowest price; the key is to provide the best value and demonstrate that you are the top contractor for the job, based on quality, price, and service.

Whether it’s corporate clients or government agencies, you need to attach a construction cover letter when you submit your tender document to gain an edge right at the onset. It’s not a requirement, but it can highlight the main reasons why you should be awarded the contract, especially if you can show your success on similar projects.

Our Top Tips for Winning Construction Bids

In this blog post, we’ll go through what a tender cover letter is and how to craft a one-page proposition that makes an impact.

What is a Tender Cover Letter?

A tender cover letter is an expression of interest in a tender notice. It is printed on the company’s letterhead and inserted after the title page of the tender being submitted. It’s often just one to two pages long and gives a brief preview of a company, its capacity to deliver the requirements of the project, and its success on previous projects similar to the one it is bidding for.

By furnishing a tender cover letter, you give the client a glimpse of your accomplishments that substantiate your ability to meet the requirements they have set. It paints a good picture of your company that impacts their decision-making. 

How To Write a Tender Cover Letter

Start with a short introduction:.

Firstly, thank the organisation for their invitation to tender. Then, give a brief introduction to your company. Include how long you’ve been in the industry, your main services, and what you stand for. Ideally, try to keep this to just one paragraph – short, sharp and to the point. You can attach a copy of your company profile and executive summary after the cover letter to give the client more information about your company.

Enumerate specific reasons why you should be awarded the contract:

State your unique business proposition. What is that distinct feature you have that sets you apart from other companies? Don’t make general statements rife with empty promises or inflated qualifications – they’ll see right through it . List down specific reasons why you are the best contractor for the project.

Go through the specifications and rules of the tender, then explain how you can meet those requirements. If you have previous projects that provide proof of your competence and experience , mention them in this part.

Include administrative notes and other relevant details:

If you’re tendering as a joint venture, mention it in the cover letter. Add any administrative note relevant to certain aspects of the tender. There’s no need to indicate your quote at this point, but if you have specialised estimation and quoting processes , you can point out this advanced feature that boosts your efficiency.

Write a captivating commitment statement:

Win the award by assuring the client that you are fully committed to making the project a success. Craft a captivating commitment statement that guarantees your utmost service and promises to adhere to the contract and deliver successful outcomes. 

Tender Cover Letter Example

There’s no standard template for a tender cover letter. Your cover letters can be tailored to suit the tone that matches your brand image – this helps you stand out from the crowd . They should also include unique details that make you the best choice for the specific project you’re submitting a tender for , as well as your contact details.

To give you an idea of how to craft one, here’s a tender cover letter example. 

Cover Letter for Tender Proposal (Example)

ABC Builders

_____________

Parks and Recreation Authority

Sub: Application for [Tender Notice No.]

Dear Sir/Madam,

We at ABC Builders are pleased to respond to your request for tender on the CONSTRUCTION OF A RECREATIONAL FACILITY FOR [project] with [Tender Notice No.] dated [day/month/year] due on [day/month/year].

Upon thoroughly reviewing the tender’s specifications, we are confident that we have the capacity to successfully deliver the construction project requirements.

As one of the country’s leading contracting firms, ABC Builders has been collaborating with various organisations for the successful completion of construction projects for private individuals, government institutions, large corporations, and other entities. Over the last 10 years, we’ve completed several high-profile projects for prominent clients, including [famous individual], [corporate client], and [government agency].

Our expertise, experience, and reputation in the construction industry make us a suitable company for this tender. Our team is comprised of experts who are highly skilled in all phases of construction. We are also reputed for consistently providing efficient, timely, and on-budget services for every project we undertake.

Enclosed is a copy of our company profile and executive summary for further information about our company. Also attached herewith are our commercial and technical bids for your consideration.

We thank you for the opportunity to participate in this tender. It would be a great honour to work with you on this project. If you have any questions or need more information, please do not hesitate to contact me directly.

Yours sincerely,

Make Your Tender Cover Letter Stand Out

Your tender cover letter is the pretty packaging that makes your tender stand out from all the rest. It’s essential to take time to craft one that highlights your capacity to deliver successful outcomes. Strive to make a connection that fosters a reliable partnership with other stakeholders.

Tendering for contracts can be highly competitive, and it’s crucial to provide the best value for clients by demonstrating the quality, price, and service of your company. To gain an edge over competitors, submitting a tender cover letter can highlight your accomplishments, previous success, and unique value proposition. Crafting a captivating commitment statement that assures clients of your full commitment to delivering successful outcomes can make all the difference. By following our tips mentioned above, you can create a tender cover letter that stands out and increases your chances of being awarded the contract!

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Covering Letter for Bid Submission with Tender Documents

When submitting a bid for a project or product, it is always good business practice to include a cover letter. The cover letter should express your interest in the job/project and briefly explain why you should be chosen. This shows the company that you are serious about the opportunity and willing to make the extra effort to make sure your bid is noticed. 

It is important to remember that a cover letter is not just a formality – it is an opportunity to sell yourself and your company. Therefore, you should take the time to write a well-crafted letter that will grab the reader’s attention and make them want to learn more about you. 

Similar Post: Cover Letter To Agreement For Services (Sample)

Covering Letter for Tender Submission: A Comprehensive Guide

In today’s competitive business landscape, submitting a compelling cover letter and your tender proposal is crucial to stand out. A well-crafted cover letter introduces your business to potential clients, highlights your unique selling propositions, and convinces them of your capabilities. This comprehensive guide will delve into the intricacies of writing a winning cover letter for tender submission, providing valuable insights and sample formats to help you succeed in the competitive bidding process.

1. Introduction

The cover letter serves as the first impression of your business to the tendering authority. It is essential to start with a solid, engaging introduction that captures the reader’s attention. Begin by addressing the recipient with a courteous salutation and briefly mention the purpose of your letter. For example:

“Dear [Recipient’s Name],

We are delighted to submit our tender proposal for [Project Name] and, at this moment, present our cover letter to provide a concise overview of our organization, expertise, and commitment to delivering exceptional results.”

2. Background and Expertise

This section demonstrates your understanding of the project requirements and showcases your organization’s relevant experience and expertise. Clearly articulate how your skills align with the tender specifications and why your company is the ideal choice. Highlight key projects you have undertaken in the past that demonstrate your ability to deliver similar projects successfully. Consider including the following information:

• Company background: Provide a brief overview of your organization, its history, and core competencies.
• Expertise: Describe your company’s knowledge and its relevance to the tender. Emphasize any unique or innovative approaches that set you apart from competitors.
• Project highlights: Share success stories or case studies illustrating your company’s ability to deliver outstanding results. Include specific details, such as project size, challenges overcome, and client satisfaction.

3. Unique Value Proposition

Clearly communicate your unique value proposition to differentiate your tender submission from others. Explain what sets your company apart and why the tendering authority should choose you over the competition. Consider addressing the following points:

• Competitive advantages: Identify your company’s unique strengths and competitive advantages, such as cutting-edge technology, industry accreditations, or specialized expertise.
• Innovation and creativity: Highlight any innovative or creative solutions your organization can bring to the project, demonstrating your ability to think outside the box and deliver exceptional outcomes.
• Added value: Describe any additional benefits or value-added services your company can provide, such as ongoing maintenance, training programs, or extended warranties.

4. Project Approach

In this section, outline your proposed approach to the project, demonstrating your understanding of the tender requirements and your ability to deliver the desired outcomes. Clearly articulate your methodology, processes, and timelines, addressing the following aspects:

• Project management: Explain your approach to project management, including how you plan to coordinate various activities, allocate resources, and ensure effective communication.
• Team composition: Introduce critical members of your team who will be involved in executing the project, emphasizing their relevant qualifications and experience.
• Milestones and deliverables: Provide a detailed timeline with key landmarks and deliverables, highlighting your commitment to meeting project deadlines.
• Risk management: Address potential risks and challenges associated with the project and mitigation strategies to ensure smooth project execution.

5. Financial Considerations

While the cover letter primarily focuses on showcasing your expertise and value proposition, it is essential to address financial aspects briefly. Provide an indicative pricing structure or cost estimate to give the tendering authority an idea of your pricing strategy. Avoid being too specific, as the formal tender document typically includes detailed financial information.

(To be printed on the letterhead of the bidder)

Ref: ………………. Date: ……………..

(Name of the Organization)

(Office Address)

(Phone Number)

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 want to offer our services for the _____ (name of the project) tender that your company has put out. We have gone through the requirements in detail and are confident we can provide the best possible solution for your needs.

I am attaching our bid submission document along with this covering letter. Our team is very excited about this opportunity to work on such a prestigious project, and we hope you will give us a chance to prove our worth.

If you have any questions or concerns, please do not hesitate to contact us at _____ (contact information). Thank you for your time and consideration.

We look forward to associating with your organization.

Thanking you,

For (Name of the Company),

    (Signature)

(Name of the Officer)

(Designation)

(Department’s Name)

Place: …………….

Date: ……………..

In conclusion, crafting a compelling cover letter for tender submission is critical in securing new business opportunities. Following this comprehensive guide’s guidelines and sample formats, you can create a winning cover letter that effectively communicates your organization’s strengths, expertise, and unique value proposition. Remember to tailor your cover letter to the specific tender requirements, highlighting relevant experience, successful projects, and innovative approaches. Clearly outline your project management methodology, team composition, and proposed timelines to demonstrate your ability to deliver exceptional results. Additionally, provide a brief overview of your pricing structure to give the tendering authority an indication of your cost considerations. Investing time and effort into developing a solid cover letter can position your organization as a standout contender in the competitive bidding process. Good luck with your tender submissions!

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Tender Cover Letters

A basic tender cover letter is a useful tool that is used by people to win the competition. There are many people competing with you in a standard tender process. Although tender cover letters are not always required, they can be an important thing to create.

When should be included in the tender cover letter?

It is important to know what a tender cover letter should cover. Here are the main items of this document :

• Information about the recent achievements of the company.
• Reasons why the company applying for tender should be given the tender.
• Highlight the main aspects of the company.

How to write the tender cover letter

• Write the introduction of the company in a brief way. The qualification of the company, in accordance with the requirements of the client, should be mentioned in the introduction section. 

It is important to give the introduction in a persuasive manner so that the client can be convinced to give tender. It should be explained that why your company should be chosen to give the tender. Make sure that you must personalize the tender cover letter in order to tailor it for the project the client is giving the tender for.

2. By writing the tender cover letter, you are actually making an offer to your client. In this letter, you can tell the client the benefits he will be able to get after accepting your offer.

3. Keep the tender cover letter in a simple way. Keeping the letter simple does not mean that you compromise on the quality of the language and content. Write the tender cover letter in a sophisticated language. Make sure that you add all the relevant content in the letter. Also, add some additional services such as customer care services.

4. After getting the tender, you will have to work in partnership with the client. The client might be insecure about working in partnership with you. So, mention your approach towards working with anyone in partnership. The client should be made clear about your prerogative about the partnership

5. Mention the key benefits of giving tender to you

Sample Letters

Name Address

Dear Mr. John,

With reference to your tender notice [X] advertised on 14 th November 2019, with the due date of 15 th December 2019, we are pleased to present our proposal.

We have developed our proposal after getting a comprehensive understanding of your company’s and the project’s requirements. We understand that you need this building to be one of its kind, with unique architectural design.

ABCD Limited has been serving the market with a team of expert architects for 25 years. We have been offering our services to many renowned national and international names, including ABC, XYZ, etc. Over the years, we have not only developed architectural experience but also, have established how to understand the client’s demands and satisfy them. We believe in uniqueness and quality at an affordable price.

Enclosed with this letter, we are submitting our detailed proposal and the relevant documents. All the details and information has been provided. If you need any more information or want any changes in the project proposal, please feel free to contact me at [X].

Once again, we thank you for giving this opportunity to us.

Emily Johns.

Dear Ms. Jennifer,

We are pleased to present our proposal against your tender notice [X], which was advertised on 5 th October 2019. Although the due date for the proposal is 3 rd December 2019, we are submitting it beforehand, so that any required changes can be incorporated in a timely manner. 

After understanding your requirements, we believe we can be the best company to serve you for your electric spare parts. We have been supplying spare parts to this market for more than 7 years, and have developed an understanding of the customer requirements. You can also get the benefit out of our knowledge of the customer demands and identify the spare parts with high demand. As we import the spare parts from all over the world, we can serve a quality product at the most reasonable and competitive price, which is your main concern as well.

We have provided all the relevant details in the attached proposal. Let us know at [X] if any changes are required in the proposal. As we will be serving you for the first time, we are offering a 10% discount for the first year of our contract.

Thank you for this opportunity. We hope to serve you the best.

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Home » Tenders » How to write a cover letter for tender submission?

How to write a cover letter for tender submission?

by Swati Deshpande | Tenders

Have you written a cover letter for your tender submission. Although it is not mandatory, it is a good practice to include a cover letter with your tender application. While there is no one cover letter template that you should follow, the idea is to let the tendering authority learn the key highlights about your company and understand why you will be a good fit for the tender. Here we look at how you can write a tender cover letter professionally.

Table of Contents

Meaning and elements of a cover letter for tender submission, do’s and don’ts for the cover letter.

Gone are the days when tender procurement happened through a bunch of papers and lot of paperwork was involved. Traditionally, a tender cover letter was an unavoidable part of tender response. Nowadays, most of the tendering process in India takes place through an e-tendering system for tender management. As a result, there is a limited scope for attaching a cover letter along with your tender response.

However, it is considered as a good business practice to have one. This article will discuss the importance of a cover letter for tender submission and its elements. Let’s begin with the defining cover letter for cover letter for tender proposal.

Let us begin by understanding ‘what is a tender cover letter?’

The cover letter is a letter that provides additional information about your company and explains why the contract should be awarded to your company. If you plan to write a covering letter along with your bid document, the letter should contain following elements:

• Short introduction : The letter should contain a brief introduction with information/highlights about your company.
• Reason for contract awarding : Mention what your unique selling point is and the unique advantage the buyer would get if the contract is awarded to you.
• Your commitment : The letter can include your commitment and brief pricing range. You can include how you can provide value for money service.
• Get the heading, subject line and address right : First, mention all details right. Mention the tender request number, address it to the right person and, include all required details such as address of the business, date, etc. Mention the tender number in the subject line to highlight it.
• Acknowledgement of request for tender: In the body of the letter, you can start with acknowledging the fact you have read and understood the requirement of the buyer. Additionally, you can also mention that you are eligible and capable of fulfilling the requirements mentioned.
• Company introduction: In the later part, you can give a brief introduction of your company. In case the tender pertains to manufacturing you can highlight capabilities and capacities of your manufacturing unit. You can also mention advanced technologies that you may be using that can help you fulfil this order if you win.
• Value for money : This is one of the crucial parts of the letter. You need write about pricing of tender and explain how you are providing value for money. You can touch upon the aspects such as quality, timely delivery, adherence to the compliances, etc.
• Attachments : List down the attachments you are enclosing. Give proof of your competence and attach other mandatory documents that have been asked by the buyer. Additionally, attach copies for certifications. You can also include proof of previously delivered orders.
• Keep the letter short. Do not exceed it more than one-or-two pages. Use the company’s letter head and include proper authority’s signature towards the end.
• Make sure your company is eligible and capable of carrying out this job is you win the contract.
• Do not include unnecessary information. Although brief introduction of your company is necessary, keep it short and crisp.
• Mention your competence and relevant projects undertaken previously. Do not mention about the projects that are not relevant or similar to this order. Back it up with evidence in attachment.

To sum it up

Although cover letter is not a necessary document while submitting a tender, it is good have one that gives the buyer gist about your company capabilities and competence. Besides, it depicts professionalism. Hence, if you get an opportunity, do include a cover letter.

Swati is a passionate content writer with more than 10 years of experience crafting content for the business and manufacturing sectors, and helping MSMEs (Micro, Small and Medium Enterprises) navigate complexities in steel procurement, and business services. Her clear and informative writing empowers MSMEs to make informed decisions and thrive in the competitive landscape.

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How to write a tender: The Complete Guide

9th april 2020.

Table of Contents

The complete guide on how to write a tender

Last updated: Mar 17, 2022 @ 3:56 pm

It’s safe to say that tendering for contracts is a great opportunity to develop your business, providing services for the public sector . With over 150 tenders uploaded to our 11 portals each day, there is an opportunity for every business – including yours.

Once you’ve found your opportunity, you’re going to want to make sure you maximise it. So, in this blog, we’re going to run through how to write a tender properly.  

Don’t just jump in

One of the more exhaustive, yet essential processes before writing a tender is to make sure you know what you’re writing about – not to mention this process is often overlooked by many taking on tendering for the first time.

Yes, it’s easy to quickly jump in and try and answer the question in front of you without a moment’s hesitation, but this can quickly snowball into missed requirements and drafting something that doesn’t answer the question.

More often than not, those who are new to tendering can often end up ensconced in their own echo chamber – putting down the answer to the question they think the evaluator should be asking, not what they’re actually looking for.

This approach to writing tenders will, more often than not, score poorly.

Know what you’re writing about

Before you start writing bids – make sure you can actually fulfil the criteria as set out in the specification, avoiding wasted time. Consider:

• Do you meet the minimum financial criteria ?
• Can you feasibly meet the requirements of the buyer?
• Do you have the required accreditations and memberships?
• Do you possess the relevant experience to undertake the contract?

From here, you can make a bid/no-bid decision – if you can’t meet the likes of the above, you’re likely to be excluded from the process altogether or end up scoring poorly.

So now we can get into the fundamentals of how to write a tender. So, we’ve evaluated the specification, and now we’re ready to tackle the submission.

PQQs or pre-qualification questionnaires (or sometimes referred to as selection questionnaires ) typically ask questions regarding what you have done in the past previously and are used as the first stage of selection, as part of the restricted tender procedure – open procedure tenders seldom use PQQs.

As discussed in the previous point, we are going to want to explain how our experience makes us suitable for delivering the contract.

Typically, completing a PQQ involves:

• Filling in basic company information, such as registration numbers
• Confirming that you haven’t breached legislation, or became a James Bond villain overnight
• Technical and professional ability – or case studies (see next section)
• A declaration and contact details

Some PQQs are different than others, however, this is the typical process. Some PQQs, such as PAS91s in the construction sector, consist of several additional sections, which often entails a far more detailed, evidence-based approach.

Case studies

Normally included in the PQQ section under ‘Technical and Professional Ability’, case studies ask you to describe 2-3 contracts of a similar nature that you have completed, or are currently undertaking, in the past five years.

These case studies are an opportunity to sell yourself and demonstrate previous successes, and how you can bring similar results for buyers.

With word counts typically within the 500-word mark, you could consider:

• What is the scale of the contract? For example, how many properties do you renovate within a given period?
• What is the nature of the relationship? How did this start?
• How did we mobilise and deliver the contract?
• Have you had any key challenges, and how have we learnt from them?
• To summarise, what are the results? Did you finish on-time and within budget, and has the contract been renewed or extended?

ITT section

Now we move to the ITT section . This is where knowing how to write a tender will come in handy, as this is the proposal section. This is what we WILL do.

Typically, questions in a tender may cover the likes of:

• Quality management
• Health and safety
• Environment and sustainability
• Social value
• Mobilisation
• Service delivery
• Complaints handling
• Continuous improvement
• Supply chain and subcontractor management

Deconstruct the question

Tender questions are often made up of several key points which a buyer will want you to address, with marks distributed equally across each section. Consequently, to maximise your marks, you should always deconstruct the question in such a way that all points are addressed. You can’t know how to write a tender without first breaking down the individual elements of the tender questions. Let’s look at this example:

The principal contractor must provide details of how you propose to manage your sub-contractors and supply chain (including placement of orders to ensure appropriate lead times ).

In your response, please include details on the below:

• Provide 2 examples of a problem which occurred completing similar work and how did you overcome this ?
• Provide 2 examples of problems you have faced with sub-contractors in the past and how did you overcome this ?

So – let’s deconstruct this one. The bold sections are the mini-questions, shall we say, which should inform our structure. Note, the buyer has been kind to us on this one also, with some bullet points to point out some other points they want to see covered.

We could, therefore, adopt the following headings and subheadings:

• Management of our subcontractors and supply chain
• Placement of orders to ensure appropriate lead times
• Problems occurring during similar work
• Problems with subcontractors

As such, this clearly highlights to the buyer that we have addressed each point of the question, making their life easier. Not to mention it makes sure we cover the points they’re asking!

Make life easier for the buyer: be concise

Buyers will, potentially, have hundreds of tender submissions to evaluate, and as such, you want to write content that is easy-reading and clearly highlights conformance with the specification. Some pointers to make your submissions as easy reading as possible include:

• Use headings matched to the deconstructed parts of the question
• Don’t use filler or fluff content, this doesn’t add anything of value, and instead could frustrate an evaluator
• On a similar note, be to the point – if you can say something in fewer words, do it
• Bullet points are your friend – they are easy to read, and can often allow you to say a lot more with tight word counts

You still want to make sure that, even when you’re being concise, that what you’re writing both:

• Is coherent, makes sense and answers the question
• Is grammatically correct, free from colloquialisms and mistakes

The above will leave a negative impression with the evaluator; we’re all human, so we don’t want to put them in a bad mood. An unhappy evaluator is one that is more likely to deduct marks.

Avoiding filler content

This idea of being to the point is especially important when we consider word counts. It’s not uncommon to see these restricted to as little as 200 words, for example, whilst asking for several things to be covered in a response. Here, being concise and avoiding ‘filler’ or ‘fluff’ content is vital – see the example below:

‘Here at Tendering Company Ltd, we are passionate about quality and strive to implement quality into all we do’

This is a particularly empty statement which doesn’t answer the question, especially in the context of a short response. Think about it – this is 19 wasted words, nearly 10% of the word count saying absolutely nothing. No company is going to say they don’t care about quality, right?

Review and proofreading

So, once you’ve written your response, you should always make sure it has been proofread. After all, spelling and grammatical errors reflect badly on your submission, highlighting a lack of attention to detail.

Ask a colleague, a manager or director – an additional pair of eyes will always prove useful when:

• Identifying mistakes, such as sentences that do not make sense
• Contradictions or points which may come across negatively
• Additional content or points that could be fed in

For example, here at Hudson Succeed , we use a three-stage checking process for all tender responses:

• The writer will conduct a self-review before sending it for proofreading
• This will be passed to another member of our bid team for review
• Our Head of Bid Management, or Bid Manager , will review the content before finalising

Tender submissions can be requested by buyers through a variety of means:

Email submission

Postal submission, uploading to a procurement portal.

The latter is, by far the most common. To mitigate the chance of any potential IT errors, it’s always best to ensure you handle the submission in advance – usually days – to eliminate the chance of any last-minute mistakes and stress. Late submissions – even by 1 second – are often disregarded and won’t be evaluated. So, plan ahead, and get it submitted in good time. We always try to get tenders submitted at least a day prior to the submission deadline.

Sit down with our Managing Director, Jill Hudson

Jill has over 20 years’ experience with Tender Writing. She knows how lonely it can get when you see rejection in the early days.

I quite quickly went from a success record of <15% in my very early days of tender writing to >70% just by spending the time needed to digest feedback and eliminate silly mistakes. Mistakes I seemed to be making all the time without evening realising I was doing it.”

The thing you need to realise very early on is that feedback is the route to success.

No one really likes  reading the feedback  of how they’ve missed the point of the  tender document. The response didn’t hit the mark – at all , or you’ve forgotten to proofread and your response to a question is littered with mistakes. Queue – kick yourself under the table and put the kettle on. It’s important to get back to the ‘Tender Basics’ every time you’re  writing a bid .

However, without this feedback, you will continue to make these mistakes. The most common mistake you will make is not understanding the time it takes to respond to a bid correctly. Assuming you’ll write a winning submission in 2-hours is unrealistic whilst ABC Ltd are using all their resources.

Tender Basics:

You need to quickly realise that the only way you will start to win is to get back to the tender basics:

• Believe you can win it – ensuring you have the right credentials.
• Do your homework – research is key.
• Spend the time needed to  write a winning  submission.
• Don’t leave it until the last minute – this is how mistakes happen.  Time Management when tendering  is key.
• Ensure you understand the  point scoring mechanisms   to ensure you are maximising your answers to the questions asked.
• Answer the question with the information they have requested, not the information you believe they should know about your business.

We’re sure you’ve established that our main piece of advice over the many blogs we have written, is to  be sensible with your expectations.   If you turnover around £100,000 per annum, you’re not going to win a £2,000,000 contract. Nor should you want to put all your eggs in one basket like that. So, if this is the course of action you’re taking you will continue to receive the rejection letters.

Tender writing is an art form. It isn’t for everyone but you will reap the rewards if you spend the time learning and assessing what you need to in order to win.

Jill states  “I’m a firm believer that the only person you should ever be in competition with is yourself. That way you will always get better.”

Eliminate the noise and … focus!

The 6 most common mistakes made when tendering

Throughout our 60 years of bidding experience, we have seen many mistakes made by suppliers who don’t understand how to write a tender. We want to share these with you to ensure that you never fall into these traps.

Not answering the question that is asked

Many companies answer a question based on what information they think the tendering company should know about their business, their processes and their experience.  Instead of what they’ve actually asked for.  If you are being asked to submit a response to a question, double check you’ve answered what they’ve asked of you.

Not doing your research

Research is king! The tendering organisation will want to see that you’ve taken the time to do your homework.  Your tender response will be stronger for it.

Not taking the time to submit your best response

If you’re not going to give it your all, it’s pointless  submitting a bid .  Someone else will put all of their company efforts into winning this work, and is it really the impression you want to leave for your business?  We’ve all been there when we’ve seen the tender response 24 hours before its due, but sometimes it really is best to pass than to enter a response that isn’t your best work.

Missing the deadline, but sending it anyway

This shows a lack of respect for the tendering process , making it look like you can’t or won’t achieve the deadlines.  Your tender response would be disregarded anyway, so if you’ve made a mistake and missed the deadline, don’t send in your response and use it as a learning experience.

Ignoring the requirements of the Invitation to Tender 

Many  tender documents will ask you to complete the tender documents in a specific way.  Don’t ignore these requests.  If the ITT asks for you to submit your response using their pre-defined questionnaire, don’t ignore this, use it.  The client may fail your response for not following the guidelines provided.  It’s a lot of work to get your tender dismissed.

Bidding for absolutely everything 

So many businesses make the mistake of tendering for absolutely every piece for work and wonder why they don’t win anything.  You’re so much better off responding to five tenders extremely well, then 15 tenders quickly and rushed.  Create a tender checklist that gives you an understanding of the tenders you would like to win, can deliver well, and stick to it.

Need Support?

Using these tips and pointers, you should be well on your way to figuring out how to write a tender properly and take control of your Bid Management . If you’re struggling with writing tenders and need a bit of help – we offer four  tender writing services .

Our Success

Bidding for tenders is a vital process for securing new contracts and growing your business. Depending on your industry, it is likely that your competitors are bidding for the contracts they’re securing. As well as other strategies such as marketing, tendering is one of the most effective ways to grow your organisation.

Hudson Succeed  is a Durham-based business development consultancy. We were founded by husband and wife team, Jill and John Hudson. Jill has been supporting global organisations with their business growth efforts for almost two decades. Hudson was founded based on her experiences of tendering and procurement.

Across the   Hudson Group , our mission is to make tendering a fairer and more transparent playing field for all businesses.

Whilst working with the 700+ businesses that we support, we noticed a common misconception from SMEs in particular. It seems that some SMEs are under the impression that they are too small to tender for work. This is not the case.

Our Head of Bid Management, Daniel Hall, said:

“You have to be realistic when making your  bid/no-bid decision . You should always consider the contract value and assess the experience requirements before bidding.   

However, there are advantages to being an SME when tendering for work. For example, the UK government has a target to spend £1 in £3 with SMEs. This means that public sector organisations want to work with smaller companies.

SMEs also have the advantage of not competing with industry giants on smaller projects. Larger businesses tend not to bid for contracts with smaller values, therefore increasing your chances of winning.”

Since launching our Hudson Succeed suite of  bid writing services , we have been thrilled to work with businesses around the world. However, as a company with strong roots in the North East, it is always a pleasure to support local businesses.  

Securing 4-years’ income for Imagine You Can UK

Imagine You Can UK is a leading provider of the National Citizen Service (NCS) in Redcar and East Cleveland. They also work across the North of England, delivering opportunities for personal development and employability skills for young people.

The company’s Director approached the Hudson Succeed team and enquired about our bid writing services. They required support with the submission of a tender for the provision of additional delivery partners to provide capacity for delivering an NCS programme.

Challenges  

When bidding for tenders, there will inevitably be challenges that you didn’t foresee. With experience, these obstacles become easier to mitigate. Due to the nature of this tender, we knew that we would encounter challenges with sensitive information. The work required detailed information regarding Imagine You Can UK’s safeguarding and data management procedures.

Tight deadlines also posed an issue to our time management. As the company was a new client, we did not have a bank of information at hand, as we do with returning organisations. This meant that the team had to extract the necessary information in a short timeframe to ensure maximum quality marks.

A detailed communication procedure was therefore created to obtain the information needed. The team then underwent a thorough bid plan, outlining the necessary activity for both parties.

Due to the deadline of the tender, work was allocated across our team of bid writers. They proactively took charge of each response and produced high-quality, well-researched and detailed tender responses.

Our team produced 5,000 words within a little over 24 hours of the work being commissioned.

As a result, Imagine You Can UK were successful with their endeavour and they were accepted onto the framework. This secured them sustainable, ongoing income for the next four years. Due to this success, we have developed an excellent relationship with the company, and we look forward to working with them in the future.

“Daniel and the team gave me excellent instructions on the content they needed to complete this tender. The whole process was seamless and I’m glad to say we were accepted onto the framework. It was a pleasure to work with Hudson and we look forward to collaborating in the future.”  – Dave King, Director at Imagine You Can UK.

Find more case studies.  

Winning a DPS place for APM Cleaning Ltd  

APM Cleaning provides commercial and domestic cleaning services on a national scale. The company contacted Hudson Succeed for support after identifying a tendering opportunity. They expressed concerns with developing the quality responses and providing the evidence required to win a place on the framework.

After our initial consultation with APM Cleaning, the Hudson team found another contract opportunity using our  Facilities Tenders   portal. The team made the client aware of the second opening which was a Facilities Management DPS with Prosper Housing.

Once the work was agreed upon, our team began working on both tenders for the client.

The deadlines were very close together which meant that both submissions needed to be developed in tandem, necessitating splitting the workload between two bid writers. This, combined with ongoing tenders we were already compiling for other clients, posed a challenge to our time management.

APM was also a new client with Hudson Succeed which meant that required company details needed to be extracted.

Through the creation of Hudson’s staple bid plan, a communication procedure was implemented between us and the client. The two assigned bid writers collaborated effectively to ensure no overlapping in requests for information from APM.

Once completed, the tender response underwent a thorough, internal review process. Our Head of Bid Management took the lead on all stages of content development.

Both tenders were signed off and submitted four days ahead of the deadline.

As a result of our team’s combined efforts, we successfully secured APM a place on the second DPS. We were successful in all the LOTs applied to.

We are still awaiting the results of the initial tendering opportunity.

Due to this success, we are pleased to say our working relationship with APM Cleaning has continued. We have since supported the submission of four more tenders. One has been successful. We’re awaiting the results for the others. We also look forward to working with the client on a future bid, later this year.

“The Hudson team was very reactive in their ways of working and handled all communications very effectively and efficiently. This partnership is credit to the recent win for the Prosper DPS for Facilities Management, which we were successful on all LOTs applied. We would recommend Hudson to any company who require bid support of any kind!”  – Samantha Reid, Director at APM Cleaning Ltd.  

Find more testimonials.

Advice for SMEs

We understand that bidding for contracts can seem daunting during a pandemic. However, it is important to remember that businesses are still actively seeking suppliers.

Understandably, some   SMEs don’t know how to tender for work. The practice is more prevalent in some industries than in others. In construction, for example, most businesses are either actively tendering or have been involved in the process before.

However, bidding for tenders does carry   advantages . For example:

Public sector contracts guarantee pay

It might seem strange to sign a contract and not be guaranteed pay. Unfortunately, we hear of this happening in the private sector more often than we would like.

The Crown Commercial Service’s Prompt Payment Code means that this won’t happen in the public sector. The code stipulates that invoices must be paid within 60-days. This gives suppliers peace of mind, knowing that income is guaranteed, and the profit can be accounted for.

Build your experience

If you’re a relatively new business, building a portfolio of experience is crucial before you go after the big contracts. By securing smaller value projects, you can demonstrate relevant and impressive experience when the time comes to “bid bigger”.

Also, building a portfolio of experience means building a bank of contacts. Bidding for tenders helps to connect you with buyers that you may not have had access to previously.

Frameworks can help your sustainability

Winning places on long-term frameworks increase your chances of securing contracts sustainably. Some frameworks can last up to 10-years or more. You don’t want to miss the opportunity to bid for this work as the projects are published.

So, time to get cracking

Our team of experienced bid writers and managers are on-hand to provide whatever level of support you require with your qualitative submissions, from writing bids , to help with the tending process. 

Call  or  email  us for a free quote and find out how we can help your business grow.

Find more helpful tips and advice in our blogs. We cover topics including:

• How to win a tender
• The tendering process
• Writing winning bids
• 7 tips for tendering for contracts
• Tips for bid management
• Bid writing services
• The types of tendering procedures
• Writing bids
• Writing tenders
• Bid writing consultants
• Submitting a tender response
• And many more .

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