Tips and Tricks in Writing a Proper Bid Acceptance Letter
If your company requires some goods or products, you might accept some bids from few suppliers. Once you have chosen a supplier that is suitable for your company, you will have to write and create a bid acceptance letter. How to create this kind of letter properly? There are a few things that you have to pay attention to so you do not make any mistake in accepting the bid. Since this type of letter is a legal document that you have to create and send to the supplier, all the details that you are going to mention in the letter must be precise, clear, and correct.
Just like creating any type of letter that is issued by the company, you will have to include the company’s letterhead first. This is to show the supplier any contact details and information of your company. After that, you can start with an opening statement to let the supplier know that the company has accepted their bids and you are going to order some of the goods or products that you need from them with the price that has already been negotiated. For the content of the letter, you will need to specify in detail all the goods that you are going to purchase with the deadline date of when you want the goods to be delivered.
You will also have to include the company’s full contact details (for delivery & contact person information purposes). Since a bid acceptance letter is a formal letter issued by the company, you will have to make sure that there is no grammar or spelling mistake too. At the end of the letter, you can add the contact information along with the signature of the person in charge of the order. You will also want to make sure that the letter’s content is precise and firm but not pushy even though you are giving them a date as their deadline to send you the goods along with an invoice so you can pay them correctly too. At the bottom of this page, you can download an example of this type of letter for free as well.
Bid Acceptance Letter Template | Word – download