When you or your company need to get the best product or service for the best price, you may look for a variety of bids from suppliers. Once you have chosen the winning bid, you will need to write a formal bid acceptance letter to the supplier, letting them know that they have been chosen and when they ought to deliver. It is important to know how to represent your company properly with a great letter, so here is a helpful guide that will teach you how to write effectively and successfully.
Format and Content
To create an effective and professional bid acceptance letter format, start out on your company’s official letterhead and compose about three paragraphs. Open with a simple statement notifying the supplier that you have accepted their bid. Give the details about the required product or service and the exact date that the supplier should deliver. Include your contact information and express your appreciation to the supplier. Remember to pay close attention to your spelling and grammar and put the date and your signature in the correct areas, as will be shown below in an example letter.
If you are not sure how to best represent your company when notifying a supplier that their bid has been accepted, you may find an example letter to be full of helpful ideas. Here is a bid acceptance letter from a large firm, notifying a paper company that their bid to become the firm’s main paper supplier has been accepted. It clearly gives the basic terms of the bid acceptance as well as the expected delivery date and the firm’s contact information.
123 Broadway Street
Columbus, OH 43266
Ellis A. Stone
ABC Paper Company
123 Main Street
Columbus, OH 43266
December 1, 2014
Dear Mr. Stone,
I am writing to notify you that we at Smith Communications have accepted ABC Paper Company’s bid to become the main supplier for all of our paper needs. We feel that not only do you have the largest range of products at the best prices, but you also provide better customer service than your competitors. Therefore, our directors have unanimously agreed to accept ABC Paper Company’s bid for this product supply.
We are looking forward to placing our order with you as soon as possible. Please find our order outlined more clearly in the packet enclosed with this letter. We hope to meet with you soon to finalize our contract. To discuss this matter further, please contact me at (555)555-5555 or [email] Thank you for your prompt response to this letter.
We at Smith Communications are glad to have found our new paper supplier to meet all of our specifications. We appreciate the time and effort that you have put into making the bid and are pleased to do business with you. Thank you for your consideration in this matter.
Deanna L. Norris