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

July 23, 2022 |

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:

RFP-RFQ Acknowledgment Letter
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  • Description:

    We have put together this bundle so you can get all related tendering documents at once, providing even better value.

    Covering - 20 Tendering Steps Guideline Document | 20 Step Tendering Proces Graphic | Tender Interview Agenda Example | Tender Interview Question Examples | CxA Request for Proposal [RFP] Template | CxA Scope of Work [SOW] Template | Acknowledgment of RFP/RFQ | Request For Information [RFI] Template.


  • Impact of Purchase:
    Please do not underestimate the impact your purchase can have on this site; it allows us to re-invest in more content/resources, keeping those annoying banner adverts away.
Description:

Here is our ACKNOWLEDGMENT OF RFP/RFQ TEMPLATE Document in [MS Word] that can be bought for your Editing and Use, based upon our article.

Impact of Purchase:
Please do not underestimate the impact your purchase can have on this site; it allows us to re-invest in more content/resources, keeping those annoying banner adverts away.
Best Value
Description:

We have put together this bundle so you can get all related tendering documents at once, providing even better value.

Covering - 20 Tendering Steps Guideline Document | 20 Step Tendering Proces Graphic | Tender Interview Agenda Example | Tender Interview Question Examples | CxA Request for Proposal [RFP] Template | CxA Scope of Work [SOW] Template | Acknowledgment of RFP/RFQ | Request For Information [RFI] Template.


Impact of Purchase:
Please do not underestimate the impact your purchase can have on this site; it allows us to re-invest in more content/resources, keeping those annoying banner adverts away.

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