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A Sample Tender Cover Letter

The tender cover letter is an important yet underused tool. Though not always a requirement when applying for tender, a great cover letter will give you an edge over other applicants.

It enables you to highlight reasons why you should be awarded the project, by providing information on your company’s previous successes that are relevant to the requirements you are bidding for. Persuasive writing, backed by evidence, demonstrates to the buyer why they should award the tender to your company.

Here is an example tender cover letter and tips to help you write your own.

Elements of a Tender Cover Letter

• A short introduction thanking the organisation for inviting your company to tender.
• A unique reason why you should be given the job. It should be specific and not contain general statements, and should reinforce the theme in the general document.
• A commitment statement to making the contract a success.
• An administrative note on some aspect of the tender can be included. For example, you may be tendering as a joint venture.

Tender Cover Letter Rules

• It should be placed after the title page and should be on your company’s letterhead.
• It should only be one page or two at most. However, if it’s a combined cover letter and executive summary, you can stretch it to three or four pages.
• It is often addressed to the contact person mentioned in the document you are responding to. If you are in doubt, you can address it to the senior-most person.
• The cover letter should be signed by a person of similar stature, status, and responsibility in your company. However, if they have little to do with the response, you can supply a contact person to field any questions.

Tender Cover Letter Sample 

ABC Pty Limited

Cover Letter for Tender Proposal

Co. Ref Letter No:

30 th August 2017.

Sub: Tender Notice No. SE/BCPRES/B/ 2017/030 Dated 15.10.2017 Due on 15.11.2017

We are pleased to present our proposal for your review against Tender Notice No SE/BCPRES/B/2017/030 Dated 15 th October 2017 Due on 15 th November 2017.

We have studied the tender and now have a better understanding of the construction project requirements.

For the last ten years, we have completed a number of high-profile construction projects and achieved great success. As one of the leading contracting firms in Australia, ABC Pty Limited has been at the forefront in execution of a wide array of construction projects for individuals, government, and large corporations.

Some of our clients include; [Corporate Clients] [Government Agencies] [Institutions] [Individuals].

The three separate envelopes enclosed consist of EMD, Part ‘A’ Technical Bid and Part ‘B’ Commercial Bid, for your consideration.

Thank you for the opportunity to participate in this tender. If you have any questions, please don’t hesitate to get in contact with me directly.

[NAME]  

[Auth. Signatory]

5 Tender Tips

1. can you do the job.

Do you have a chance of winning the tender? Determine if you have the required human and capital resources to undertake the job. This ensures that you don’t waste resources by tendering for jobs that exceed your capacity.

2. Is your tender compliant?

Confirm the client’s requirements by carefully reading the specifications, rules, and addendums in the request for tender. You can prepare a tender checklist to ensure your bid addresses all the criteria. Ensuring that your tender is submitted in the right format increases your chances of success.

3. Provide evidence of your competence

Avoid making empty claims on your suitability for the project. Back your claims with case studies of similar projects you have completed successfully, because your client needs evidence to award the job.  

4. Fill the price or cost schedule

Sometimes filling a price or cost schedule for the items you are tendering is required. You need to clearly indicate how all the costs are arrived at and make sure you clarify if your tender prices are inclusive or exclusive of GST.    

5. How will you fill the skills gaps?

If you don’t have all the required skills in-house, you should explain how you intend to fill the skills gaps. If you plan to subcontract your subcontractors should have an input in the tender.    

To download your free and customisable cover letter template, as well as two other easy-to-use Word document templates, click the image below.

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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 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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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. 

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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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