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Gone are the days when tender procurement happened through a bunch of papers and lot of paperwork was involved. Traditionally, a tender cover letter was an unavoidable part of tender response. Nowadays, most of the tendering process in India takes place through an e-tendering system for tender management. As a result, there is a limited scope for attaching a cover letter along with your tender response.
However, it is considered as a good business practice to have one. This article will discuss the importance of a cover letter for tender submission and its elements. Let’s begin with the defining cover letter for cover letter for tender proposal.
Meaning and elements of a cover letter for tender submission?
Let us begin by understanding ‘what is a tender cover letter?’
The cover letter is a letter that provides additional information about your company and explains why the contract should be awarded to your company. If you plan to write a covering letter along with your bid document, the letter should contain following elements:
- Short introduction: The letter should contain a brief introduction with information/highlights about your company.
- Reason for contract awarding: Mention what your unique selling point is and the unique advantage the buyer would get if the contract is awarded to you.
- Your commitment: The letter can include your commitment and brief pricing range. You can include how you can provide value for money service.
How to write a cover letter for tender submission?
- Get the heading, subject line and address right: First, mention all details right. Mention the tender request number, address it to the right person and, include all required details such as address of the business, date, etc. Mention the tender number in the subject line to highlight it.
- Acknowledgement of request for tender: In the body of the letter, you can start with acknowledging the fact you have read and understood the requirement of the buyer. Additionally, you can also mention that you are eligible and capable of fulfilling the requirements mentioned.
- Company introduction: In the later part, you can give a brief introduction of your company. In case the tender pertains to manufacturing you can highlight capabilities and capacities of your manufacturing unit. You can also mention advanced technologies that you may be using that can help you fulfil this order if you win.
- Value for money: This is one of the crucial parts of the letter. You need write about pricing of tender and explain how you are providing value for money. You can touch upon the aspects such as quality, timely delivery, adherence to the compliances, etc.
- Attachments: List down the attachments you are enclosing. Give proof of your competence and attach other mandatory documents that have been asked by the buyer. Additionally, attach copies for certifications. You can also include proof of previously delivered orders.
Do’s and don’ts for the cover letter
- Keep the letter short. Do not exceed it more than one-or-two pages. Use the company’s letter head and include proper authority’s signature towards the end.
- Make sure your company is eligible and capable of carrying out this job is you win the contract.
- Do not include unnecessary information. Although brief introduction of your company is necessary, keep it short and crisp.
- Mention your competence and relevant projects undertaken previously. Do not mention about the projects that are not relevant or similar to this order. Back it up with evidence in attachment.
To sum it up
Although cover letter is not a necessary document while submitting a tender, it is good have one that gives the buyer gist about your company capabilities and competence. Besides, it depicts professionalism. Hence, if you get an opportunity, do include a cover letter.
Swati is a passionate content writer with more than 10 years of experience crafting content for the business and manufacturing sectors, and helping MSMEs (Micro, Small and Medium Enterprises) navigate complexities in steel procurement, and business services. Her clear and informative writing empowers MSMEs to make informed decisions and thrive in the competitive landscape.
