GUIDELINES
- If the expected contract is quite small, explain the requirements on the contents of the letter. If you want the contract to be comprehensive, include a cover letter together with the complete list of requirements. There are times when requests or bids or estimates are called as "Requests for proposals" and "Requests for Quotations." Setting aside the size of your expected contract, explain in details all things that will be included in your total cost; everything including materials, specifications, quantities, types, colors and model numbers. This is to be sure that no details will be overlooked, use a possible contract as your guide in writing the letter.
In order not to make misunderstanding, ensure that all agreements are written, If a bid is made through a phone call, secure a written confirmation as soon as possible. - Refrain from the contract to submit a bid or estimate.
- Describe clearly and entirely the bid or estimate's specifications. The more detailed you write your request, the accessible it is to compare to other offers.
- Explain certainly the deadline for submitting the bid or estimate, and the deadline for the delivery of the finished product or work. In the end, explain in details how the bid should be aggregated
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],
Zoe Corporation is presently looking for bids on the setup and maintenance of a web page for the purpose of showcasing the corporation's new software products. The proposals should consist of a test page that shows the company logo, the descriptions of four sample products shown on the enclosed pages, suggested icons for each of the products, and trial "hot buttons" showing additional information, downloading software samplers, as well as ordering each product. Kindly see the enclosed specifications for more details on our requirements.
Zoe Corporation is looking forward to obtaining your bid by Wednesday, February 28. By May 1, the website must be all set for testing, and it should be completely operational by June 1. We will be eagerly waiting for your response.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter to request bids for a web page setup and maintenance.
Further things to consider when writing request letters to vendors
Request Letters
Request letters are letters written to ask formally or politely for something. Any matter that requires a humble and polite appeal can be put forward using a request letter. It could be a job interview, a promotion, or a favor; a request letter will get the job done. A request letter can be formal or informal depending on the recipient. If you are requesting a friend to do a task for you, for instance, you can choose to go informal. But if you are requesting your manager for a promotion, the letter has to be formal. Either way, a request letter must be sent early enough to give the recipient ample time to process and respond to the request.
When writing request letters, you need to be brief and direct, avoiding any auxiliary information that might weaken the message you are conveying. State exactly and clearly what you are requesting for giving reasons for it. If you are requesting for a raise, for example, explain in details why you think you deserve one. Maintain a polite tone throughout the letter. Close the letter by thanking the recipient in advance and expressing your anticipation for his/her consideration.
Letters to Vendors
Letters to vendors are letters written to people or companies offering goods for sale. These letters could be written to inquire information about a product, terminate a contract with a vendor, or to inform a vendor of relocating of business. If you own a company, writing to your vendors is important as it provides you and the recipient with proof that you actually requested something or took action regarding an issue. It is also an effective way to communicate sensitive information that may not be communicated on the phone.
Letters to vendors must be written in the standard business letter format and should use an official letterhead. Start the letter with a statement that informs the recipient of the purpose of your letter. Explain the letter in details providing all the important information. For instance, if you are writing to terminate your contract with the recipient, mention the date when you want to effect the change. However, if your letter is to inform the recipient of your business relocation, you should provide the new business location and address. Be brief and use a professional tone. Finish on a positive tone and sign the letter with your full name.
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