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:
We have put together this bundle so you can get all related documents, and buying them together provides even better value [Over 50% Off], as shown below.
Included - 20 Tendering Steps Guideline Document | 20 Step Tendering Process Graphic | Tender Interview Agenda Example | Tender Interview Question Examples | Prequalification of Tenderer Document Template | CxA Request for Proposal [RFP] Template | CxA Scope of Work [SOW] Template | Acknowledgment of RFP/RFQ | Request For Information [RFI] Template | Request For Information [RFI] Tracker/Log.
We have been asked several times to create a complete document package covering everything we have uploaded to the site.
So it's taken some time, but here it is....126No. Documents for you to download in Microsoft Word, Microsoft Excel & PDF Formats.
CLICK THE BUY HERE TO SEE/DOWNLOAD A FULL LIST OF DOCUMENTS INCLUDED...