Bidding is an important aspect of every big project. It is an initial step in any project or even a final step during the selling of an item or project. It is an essential aspect of project management. The process of bidding is an elaborate process involving various steps. First is gathering of the relevant information, understanding the requirements of the project and timeline for the project. Next is the balancing of the needs of the client with that of the organization and then determining the fair value at which they can bid. The bidding price should be such that their chances of winning the bid are high and at the same time, it does not lead to losses.
It is also necessary to thank the people involved in this elaborate process of bidding. Thanking them will show your formal etiquette and will make the people involved feel noticed. A good way of thanking someone is through thank you emails or letters. You can send a thank you letter to everyone who came for bidding on your project. This thank you note is a formal letter showing your acknowledgement towards all the involved people.
However, writing a thank you note is not an easy task. To ease this task for you, we have prepared a thank you note writing guide. We will cover what a thank you note for bidding on a project is, when it is required, and how to write it.
To help you further, we have also prepared 5 sample letters that you can use to send to your clients.
What is a Thank You Letter for Bidding on Project?
A thank you letter for bidding on a project is a letter of gratitude written to someone who came to bid on your project. It is a formal letter written to clients and companies who are involved in the bidding process. This letter is used to show acknowledgement and express gratefulness for bidding on the project. It reflects your gratitude and thankfulness to the people who have invested time and showed interest in your project. It is a tactful letter through which you can also inform about your acceptance or rejection of a bid.
This can be sent as a thank you letter, or an email. Emails are usually preferred for official purposes so you can send this letter through email. However, you also have an option of sending this thank you letter to the recipients through post. If sending through post, you can also consider a handwritten thank you letter. Handwritten letters can be sent if you want the recipients to notice your efforts and acknowledgement.
When is a Thank You Letter for Bidding on Project Required?
A thank you letter for bidding on a project is required when you have recently had some clients come for bidding on a new project. Bidding thank you letter can be written by the company calling for the bid or the companies coming for the bid. The following people and situations can be considered relevant for writing a thank you for bidding letter.
- When you are the company calling for bids on a specific project, then you should thank everyone who bids on the project through this letter.
- If you have come to bid on a project then you should thank the company that called for the bids to give you an opportunity to bid.
- When you want to thank someone for bidding and inform them about your decision of accepting or rejecting the bid, then you can write this letter.
- When you want to appreciate the bidder for their time and efforts that they invested in the bid, then you can write this letter.
These are some situations when writing a thank you for a bidding letter can be an appreciative move.
Tips for Writing an Effective Thank You Letter for Bidding on Project
Now that we have learnt what a thank you for a bidding letter is and when it is needed, we will now see some tips for writing it. A list of some effective tips and tricks for writing a good thank you for bidding letter is given below.
The first and the foremost thing to consider before starting to write a letter is the format of the letter. You must write this letter in the format of a formal letter. You can use the formal letter format given below.
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You Letter for Bidding on Project _____ (Write the name of the project)
Dear ______ (Name of the Recipient)
(Body of the Letter)
Sincerely,
(Signature)
Sender’s Full Name
- The tone of this letter should also be formal. You should sound straightforward in your letter.
- Do not write unnecessary things in your letter as the recipient might not be interested in reading anything unnecessary.
- Be very specific and mention the project details that the bid was for. This will remind the recipient about the bid as they might be bidding on many other projects too.
- Keep this letter short and crisp. Let it be a concise letter with only the required details.
- You can also accept or reject the bid through this letter. If you want to reject the bid, then do so using polite words and phrases.
- Instead of writing a simple thank you, write a complete sentence stating what you are thanking the recipient for.
- Be humble and write this letter with gratitude and gratefulness. Thank them for investing their time and efforts in bidding on your project.
- End the letter with a formal ending note. You can use ‘Sincerely’ to end the letter and sign it in your name. You can also put your signature stamp.
Following these tips will ensure that your thank you letter is effective and impactful.
You can check out our next section to have a look at a few sample templates for thank you letters. These templates can be used as it is or can be edited also.
Sample Thank You Letter for Bidding on Project
Some sample thank you letters for bidding on a project are given below.
Template #1 Thank You Letter for Bidding on Project
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You Letter for Donation to _____ School (Write the name of the school)
Dear ______ (Name of the Recipient)
I am writing this letter to thank you for bidding at the ______ project of the _____ Company (Write the name of the project and the company). We appreciate the time you devoted to bidding for this project.
We would also like to inform you that we are willing to accept your bid. Your bid covered everything that was listed on our project requirements so we would like to go ahead with it. We would like to have a meeting with you at our office on the coming Monday. I will share the meeting details with you soon.
We are glad to be associated with you and are willing to carry on our association further.
Sincerely,
(Signature)
Sender’s Full Name
Template #2 -Thank You Letter for Bidding on Project
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You Letter for Bidding on Project _____ (Write the name of the project)
Dear ______ (Name of the Recipient)
I am writing this letter to thank you for bidding on our _____ Project (Write the name of the project). We are grateful to you for taking out time to bid on our project. Thank you for considering our project to place a bid on. We appreciate the efforts you made for this bid.
However, we would like to inform you that we will not be able to accept your bid this time. The high quality of your proposal indicates the time and efforts you have invested. But due to some circumstances and requirements, we will not be able to go ahead with your bid.
We sincerely appreciate your comprehensive and high quality proposal. Once again, we thank you for placing a bid on our project and are willing to see you at the future bids too.
Sincerely,
(Signature)
Sender’s Full Name
Template #3 -Thank You for Bidding on Project Letter
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You Letter for Bidding on Project _____ (Write the name of the project)
Dear ______ (Name of the Recipient)
We thank you for giving us the opportunity to bid on ____ project (Write the name of the project). We are really excited about this project as it interests us.
We wanted to tell you a bit more about our company. We are a _____ company based in _____. We have been in the business since ____. We have worked with a number of high profile clients including _____ and _____. We will soon be expanding our company and will also be working on ______.
If you accept our bid, you will be introduced to an amazing team of people who will make sure your project is on point. We will be delivering the best at the most reasonable price. We hope our bid gets accepted and we get a chance to work on your project.
I will also be standing by my team and assisting them in ensuring each detail is perfect. If you would like to get any more details about our company, feel free to reach out to our Sales Manager on ______. Once again, thanks for giving us this opportunity.
Looking forward to hearing from you soon.
Sincerely,
(Signature)
Sender’s Full Name
Template #4 -Thank You for Bidding on Project Letter
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You Letter for Bidding on Project _____ (Write the name of the project)
Dear ______ (Name of the Recipient)
We would like to thank your company for bidding on our ____ Project and presenting your proposal. We sincerely appreciate the efforts and the time that you have given to this proposal.
Thank you for presenting the lengthy proposal and we are impressed by all the details. We would like to inform you that we are willing to accept your bid. Your proposal reflected your sincerity for the project and we were looking for a sincere vendor to support our project. The overall cost of your bid is also suitable for us. Thus, we would like to go ahead with your bid.
We are looking forward to meeting you soon.
Sincerely,
(Signature)
Sender’s Full Name
Template #5 -Thank You for Bidding on Project Letter
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You Letter for Bidding on Project _____ (Write the name of the project)
Dear ______ (Name of the Recipient)
We would like to extend our sincere thanks for giving us the opportunity to present our bid on the _____ project of your company on 15th October 2021. The high quality of the project shows the time and efforts invested in it and we would be grateful if we get to be a part of it. We have studied the project details and have a thorough understanding of the same.
We have been associated with a number of high profile construction projects in the last 20 years of being in the field. Some of our clients include _____ and ____.
Thank you, once again, for the opportunity. We will be pleased to be associated with your company. Looking forward to a positive response from your side.
Sincerely,
(Signature)
Sender’s Full Name
