- 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
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
In behalf of Zoe Corporation, I am inviting you to submit your estimate for a security system for our company's new headquarters in Wellington, Alabama.
Enclosed are specifications of our request as well as the building layout. We prefer to have a complete estimate of your security system by October 1, together with the guarantee that the system can be fully installed within a month from the contract signing.
Thank you very much.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to request estimates for a security system.
Further things to consider when writing request letters to vendors
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.