ACKNOWLEDGMENT OF RFP/RFQ | with Simple Letter and Email Template

When a [RFP] Request for Proposal or [RFQ] Request for Quotation is received requesting a Service Provider to provide a cost on a package of works, one of the first things the tenderer will need to do is to acknowledge receipt of the proposal, and confirm that they will or will not provide a bid for the works.

The best way to do this is to issue an ‘RFP / RFQ Acknowledgement Letter’; the letter should focus on the following points:

• Title – usually be the project title or project reference number,
• Who – include who the acknowledgment is addressed,
• A Statement – noting  the receipt of the RFP/RFQ,
• Conflicts – note if there are or are not any conflicts of interest,
• Confirmation – if you will or will not provide a proposal,
• Reason – if not providing a cost, offer a high-level explanation as to why,
• Scope – statement that upon initial review of the documents, you can meet the requirements
• Return of documents – if not providing a proposal, state how will the documents be managed,
• Return of letter – include information about where the letter was/is to be sent,
• General Information – include particular information on the person issuing the letter, for example, name, title, address, telephone number,

Below we explain a little more about the above.

Who is Responsible for Creating the Acknowledgement Letter?

The letter can be created in a couple of ways:

• As a template created by the client to standardize the format and information required, if this is not provided, then,
• As a general letter made by the vendor/contractor, using their internal layout.

When should the Letter be Issued?

Within the overall tender package, there will usually be a table detailing the expected dates for completion of the tendering steps.

Usually, this letter will be written and issued within a few days of receipt of the tendering documents.

If you would like to understand more on the Tendering Process, please see our article 'TENDERING PROCESS | How to Complete in 20 Steps' for a detailed explination and downloads.

Where should the Letter be Sent?

You will need to review the RFP / RFQ, as there will be details of how and where the letter will be sent. Methods could be:

• Emailing to a specific project address,
• Posting to a physical address, or less commonly nowadays,
• Faxing to a dedicated fax number.

If you would like to understand more on RFP/RFQ's, please see our article 'REQUEST FOR PROPOSAL | [RFP] How to write and format' for a detailed explination and template.

RFP / RFQ Acknowledgement Letter / Email Format [MS Word]

We have created the template letter below that can be purchased and used for issuing in either ‘Letter’ or ‘Email’ formats:

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