GUIDELINES
- 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.
- 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.
- Tell the reader what kind of material you have sent. Briefly, sketch an outline of the contents of this document.
- Discuss the important issues and questions about limitations, deadlines, or design flaws. Explain the advantages of your proposal to win this contract.
- 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
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
We are happy that you have invited our company, Rhodes International, to take part in the bidding for your proposed project regarding the construction of a new wing in your office headquarters. We would be more than happy to participate in the project and as such have prepared and attached a document that highlights our estimate of the total cost it would take if you were to hire us to get the job done.
Because, unlike other companies, Rhodes International can get most of our supplies at a wholesale price, we believe our bids are much lower than our competitors. Not only that, but we always guarantee the high quality of our work and are proud to note that we have always been able to complete our commitments on time. We do, however, offer our clients $300 as a late fee for every single day that we go over the deadline. Our offer is that high because we are confident that this will not happen.
We hope that you can give us a response within this week as it will allow us enough time to prepare, should you award us the project. We are hoping for good news and look forward to working with you.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Transmits a bid, proposal, or quotation. Sample letter.
Further things to consider when writing transmittal letters to business partners
Transmittal Letters
Transmittal letters are letters written to accompany important documents such as financial reports, proposals, security certificates, or any other sensitive information. Such letters are usually sent by businesses, organizations, or individuals to provide information about the corresponding documents. Generally speaking, a transmittal letter explains the document, why it should receive the recipient's consideration, and what he/she should do with it. The recipient reads the transmittal letter to identify the context in which he/she should view the document. Sometimes, cover letters that accompany job applications and resumes are also called transmittal letters.
The main purpose of transmittal letters is to introduce other documents. Therefore, they need to be as neat and clear as possible. State the document name. Give a brief content description and the reason for sending. Include actions the recipient should take like notifying the sender of the document's receipt or forwarding it to another person. Include important deadlines and dates that the recipient should be made aware of. Highlight the major points or sections of the document. Be brief and do not let the letter exceed one page. End with your contact information, statement of thanks, and offers of assistance. Print the letter on the company's letterhead.
Letters to Business Partners
Letters to business partners are letters you write to people with whom you have some degree of involvement with their business dealings. A business partnership is a legal relationship formed when two or more people agree to run a business together are co-owners. When you make such a partnership, you need to write a letter to your business partners to convey your message clearly and strongly, and to keep a legal record of the partnership. The letter should be formal and must contain the partnership offer, names of all the business partners, and the terms and conditions of the partnership.
Letters to business partners should be written with a professional tone. They should conform to all the accepted business letters standards. State the purpose of the letter. Give all the necessary details regarding the partnership as outlined in the contract. Include the name and title of the recipient. Employ the appropriate formal salutations and closings. State the date clearly and mention any document that is enclosed with the letter. Close the letter on a positive note and sign it off with your name and title. Letters to business partners should be printed on the company's letterhead.
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