Many bid proposals are handed over to an organization, out of which based on certain preferred reasons, the top one is selected.
When you find a bid proposal to be truly engaging you think of starting with that particular company or client as soon as possible but before that, you write a letter showing your acceptance of the proposal sent to you.
In order to help you write the best one, I have come up with the ideal sample letter, and by referring to it you will be able to create yours conveniently.
Template: 1
Bid Acceptance Letter
[Name of the sender]
[Mention designation of the respective person]
To,
[Name of addressee]
Subject: letter to accept the bid proposal
Respected sir/madam,
It is with great pleasure I inform you that [mention company name] has chosen to accept your bid for installing a new heating and cooling system at our office [mention your own reason in your own words].
We carefully reviewed all the bids submitted to us but found yours was the perfect balance of budget and results. We also found your references to be good and found your portfolio outstanding.
With the few changes in terms and conditions please find the bid proposal attached with this letter. There is also a copy of the product/services list with a few alterations as per our advisers by the department. Please complete the initial requirements of the bid so that we can sign the contract and get that back to your office as soon as possible.
As you know we were looking to start the project no later than [mention date and months] with planned completion by the second week of [mention particular month]. So we need to get this paperwork done as quickly as possible. Please find the attachment for your reference and complete the needful for the bid.
If any further queries are left, do let me know you can reach me at [mention phone number] or through an email [mention email address].
Sincerely,
[Sender Name]
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(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)
Letter Template: 2
Bid Acceptance Letter
[Name of the sender]
[Mention designation of the respective person]
To,
[Name of addressee]
Subject: letter to accept the bid proposal
Respected sir/madam,
It is really a matter of happiness and pleasure for us to inform you that [ mention company name] has taken the decision to choose the bid offered by you for the purpose of installing new heating and cooling system at its respective premises.
In recent days, we had actually discovered the need of installing a heating and cooling system for regulating air passage. We have been feeling suffocated while working in the office. Some of our office colleagues are diabetics and have heart problems. One of our staff members is also suffering from asthma.
We do believe that by installing heating and cooling system in our office premises, we definitely see improvement in the environment of our office. We do expect that there will be an adequate air supply in our indoor premises through ventilation with filtration and thermal comfort.
Though we have verified all the bids, yet we have found your bids quite suitable for us as per the budgets. It is indeed a perfect balance of budgets and results.
The references that you have given to us is excellent and your portfolio information quite unique.
There have been few alterations done in the terms and conditions for the bid proposal. You can verify them. The information has sent with this attached letter. You will find another document attached with this letter. You will find the information of products and services enlisted with few alterations. Such changes have been made as per the discussion with the advisors.
I would like to inform you to complete the necessary formalities of the bid. It would be convenient for us for signing the contract and receive that to your office as quick as possible.
We are planning to start the project very early. It will be initiated on [ mention date and year] with organized completion by the third week of [month ] and [ year].
It is our earnest request to finish the paperwork as quick as possible. You will find the attachment for your reference and complete the needful.
Please do contact us for further information related to this matter through [ mention contact number ] or send an email to [ email].
We will surely assist you.
Sincerely,
[Sender Name]
Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)
Letter Template: 3
Bid Acceptance Letter
[Name of the sender]
[Mention designation of the respective person]
To,
[Name of addressee]
Subject: letter to accept the bid proposal
Respected sir/madam,
I [ mention your name] working in the position of [design] in [ mention company name] would like to inform you that [ mention company name] has taken decision to approve your bid for inserting a new heating and cooling system at its indoor premises.
Quite recently, we have felt the need of installing the new heating and cooling system at the respective office. One of our colleagues had suffered a heart attack while working in the office. It is because there is no proper ventilation system in the office. There are some genuine cases of heart problems and asthma.
There is a requirement of adequate air supply in the ground floor to 3 rd floor including the basement area. With the installation of the new heating and cooling in the indoor premises of [ mention company name], air will be regulated easily.
All the staff members and colleagues will no more suffer from any kind of discomfort while working in the office. We do believe that you will be able to install the Heating and Cooling systems properly. It would definitely help in improving the quality of air through sufficient ventilation with filtration and thermal comfort.
Though several bidders have submitted their applications for installing heating and cooling systems, but we have found your bid quite suitable as per our budget.
We have checked your profile and found it quite appropriate and excellent.
You will find certain alterations in the terms and conditions related to the bid proposal that have been sent to you along with this letter attached.
You can check the changes that have done for the products and services enlisted in the document sent with this letter.
There is a need to fulfilll the initial requirements of the bid. Both the parties will be signing the contract for the completion of the project.
We hope to meet you soon and discuss the details regarding starting the project on a specific date.
Please do not hesitate to call us on [ contact number ] or send an email to [ email id ] for further discussion related to this matter.
Sincerely,
[Sender Name]
Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)
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