Invitation Letter for Tender Advertisement

A tender invitation is generally regarded as an open invitation to people who want to buy or sell various types of goods. Some people also regard it as a tender ad. When people are invited to a tender advertisement, it means they are invited to a bid.

Who writes the invitation letter for a tender ad?

People who want different vendors or service providers to come forward and make a bid are often needed to write this letter. In this letter, they not only welcome them for making a bid but also let them know what procedures and guidelines they are required to follow to be able to submit a tender successfully.

What information is important to be added?

If you are not sure what information you should add, read below to know about it:

Details of the company:

Since you are writing on behalf of your company, let the reader know about your company. You should mention the name, type of business, and other details depending on your personal preference.

Invite for the tender ad:

After giving details of your company, invite the reader to submit the tender ad. When you invite, make sure that you share all the necessary instructions with the reader regarding the submission of the tender advertisement.

Give the deadline:

Inform the reader about the last date by which the tender ad should be submitted. Also, mention the name of the newspaper where they should be submitted.

Read two sample letters given below for understanding how to invite people to tender advertisements

Sample letter 1:

Subject: Invitation for a tender ad for [X]

I hope this letter finds you in the best health and spirit. I am Mr. James writing on behalf ABC Company Private Limited. Our company is well-known in the textile industry. Due to this, our customers trust the company. Last week, we happened to visit your company. Recently, we have realized that your company needs specialized textile machines that will help you in making products as per the needs of your customers.

We would like to invite you to submit an advertisement in The News newspaper and some other platforms as we are offering used machines in the best working condition. After seeing the advertisement, we will be able to know the requirements of your company and help you procure machines accordingly.

You are invited to submit the advertisement by 20th September 20XX. Please clearly articulate your requirements in the advertisement. If you want to know more about this invitation, you can feel free to contact us on our official numbers. We are looking forward to a quick response from your side.


Subject: Invitation for a tender advertisement

Respected sir,

This letter is being written to invite you to publish a tender advertisement in the marketing platform that you find feasible for your company. We have come to know that your company is looking for bidders to run the cafeteria of your school. ABC Catering Company is a big name in the food and catering industry.

We have been working in this field for more than 10 years. We have worked with many companies and always tried to ensure that our customers are happy with the type of services we provide.

We are pleased to inform you that we are ready to make a bid. However, the requirements of your company are yet to be known. Therefore, we would like to invite you to submit an ad and make your requirements and demands clear to us.

We will be able to provide you with the best services if we come to know about your demands. For any query, you can contact our general manager at (mention the phone number).

Thank you so much for your consideration. We look forward to hearing from you soon.