Request For Tender Letter Template


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How to draft a formal Request For Tender (RFT) for Procurement of Goods? We provide a perfectly written Request For Tender that fits your needs!


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Business Entreprise RFQ purchasing achat buying achat to whom it may concern à qui cela concerne tender soumissionner procurement approvisionnement bid offre request for quote demande de citation

How to draft a formal Request For Tender for Procurement of Goods? We provide a perfectly written Request For Tender that fits your needs!

The way you present your company is important and should always get your utmost attention. There are many rules to follow when writing a formal Request For Tender, and these are the essential rules to follow:

Step 1: Audience
Make sure you address the audience in a proper way, for example: to "whom it may concern". If you want to address it to a specific person, then type the recipient's personal title and full name in the salutation, one line after the recipient's address, flush left, followed by a colon. Leave one line blank after the salutation. Hereby a suggestion: use the recipient's full name unless you usually refer to the individual by a first name. 

Step 2: Type the date
Type the date, in the format: month, day, and year on one line below your address and telephone number, flush left. 

Step 3: Compose the RFT letter
In the first paragraph of the letter's body, you state the purpose of the letter: which is the Request for Tender for Procurement of Goods. In the paragraphs following, you can further explain the conditions that are important and that you need the bid to comply with. In the final paragraph, you need to summarize the purpose of your letter again and suggest a suitable course of action to follow, for example: to reply if they accept to reply on the bid. Do not indent the paragraphs. But instead, leave an empty line between each paragraph.

Every submission will be reviewed by a tender evaluation panel. While other criteria may be used which are more specific to each tender, the following are examples of commonly used criteria in an assessment:

  • operational capability
  • quality
  • price
  • technical and methodological assessment
  • financial capacity to undertake tender
  • duration or time requirements
  • occupational health and safety assessment
  • environmental and sustainability considerations

The tender evaluation panel will examine all tenders for compliance with the conditions of tendering, including completion of all the relevant tender forms. Each tender submission is read in detail and its strengths and weaknesses are assessed and recorded. The submissions are then scored against the advertised criteria and ranked.

Step 4: Close the RFT letter
Close the letter without indentation, leaving three or four lines for your signature between the closing and your typed name and title. 

As you know, communicating in a professional manner will get you respect and will bring you new opportunities in life and business. Therefore, we support you by providing this Request For Tender template and you will see you will save time and increase your effectiveness. Please note this template is provided for guidance only. Letters and other correspondence should be edited to fit your personal situation.

Download this formal Request For Tender template now.



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