Tender Request Letters

What is a tender request letter?

A tender request letter is a formal document prepared by the client to send to the supplier in order to request him to submit a bit for supplying products and services. When you write the tender request letter, you must have your goals cleared in your mind and your budget well-defined.

As a matter of fact, the request letter of any type is written with a little hesitation in mind because the fear of getting the request turned down is always there. However, some people write this letter confidently because they know that their request can be approved if they have a better offer for the supplier than other businesses.

How to write the tender request letter?

Many people don’t know how to draft the tender request letter. Due to this, they end up writing the letter leaving out many important sections. People are uncertain about the information they have to add to the tender request letter. It is always advisable to write a brief and concise tender request letter with appropriate information so that the request for submitting the bid can be accepted. Here are the basic tips that you can follow:

  1. The tender request letter is a formal document which is a combination of both requests and proposals. You should provide all the details regarding your business.
  2. The recipient of the letter should be told in the request letter that what benefits the supplier will get on supplying the products to the company.
  3. Include the quotation details in the tender request letter. These quotation details enable the supplier to decide whether to approve the request or not. It is important for you to mention the details in a convincing manner if you want your request to be accepted.
  4. End the letter with a positive statement. You should tell the recipient at the end that you are looking forward to the reply of the recipient.
  5. Keep the tone of the letter professional. Make sure that you provide all the details in the letter that a supplier needs to know before he decides to submit the bid.

Sample Letters

Letter -1

Dear Mr. James,

I am writing this letter to request the XYZ School System for a tender application for providing school uniforms to your students and staff members.

We have established relationships and contracts with various national and international schools, such as ABC, XYZ, ZZZ, etc. We have a manufacturing facility as well as selling outlets. As this reduces the number of channels involved, maintaining low cost and price becomes possible for us. We offer the basic summer and winter school uniform, sports uniform, staff uniform, and all the related accessories, along with the required logos.

We have enclosed with this letter the detailed proposal of our offerings and pricing, which are negotiable as well. We hope to serve you and your school. For initiating this relationship, we are offering a 10% discount for all your students in the first six months of the year 2020.

Looking forward to hearing from you.


Samantha Jacob.

File: Word (.docx) 2007+ and iPad Size 21 Kb | Download

Letter -2

Dear Mr. Joseph,

This letter is intended to make a request for a tender application for providing paints for the houses that your company XYZ constructs and sells.

We have researched your company’s projects and have found out that it costs you around $[amount] for your paint cans per house. We, on the other hand, can offer the same number and quality at $[amount].

We are a relatively new company and have been in the market for only 3 years. However, at this time, we have served a number of clients in their personal and professional projects. With this letter, we are sending our detailed proposal and a sample of three paint cans. You can check the quality, viscosity, durability and drying time. We are also sending some testimonials for you to review our past customer’s experiences.

We look forward to serving you in your next projects.


William Smith.

File: Word (.docx) 2007+ and iPad Size 21 Kb | Download