GUIDELINES

  1. If you get an invitation or a request to make a bid or proposal, you will send a quote, proposal or bid. You will identify the contents of the package you sent in this letter. That's how the reader will know what to do with it.
  2. You should give the details of the context for your bid by specifying the invitation or request to which you are responding. Give the reason for sending the document.
  3. Tell the reader what kind of material you have sent. Briefly, sketch an outline of the contents of this document.
  4. Discuss the important issues and questions about limitations, deadlines, or design flaws. Explain the advantages of your proposal to win this contract.
  5. Request a response within a particular time. Tell the reader what do you expect him/her to do about your suggestion. If it seems appropriate, ask him/her to acknowledge your quote.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

We are enclosing in this mail a copy of the contract between Floyd, LLC and Jules Smith. Kindly read through everything in agreement with the rules and make corrections, if any, directly on the copy. Kindly return it on Friday. If you still find the need for necessary revisions after that, you just email or send it to me by fax. Thank you for assisting.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -