How to Write a Purchasing Bid Letter

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Write a purchasing bid letter and win the bid.
Write a purchasing bid letter and win the bid. (Image: Burke/Triolo Productions/Brand X Pictures/Getty Images)

Writing a purchasing bid letter can help you win a but, but you must plan all aspects of the letter first. A purchasing bid is different from a proposal, because the proposal involves the award to be made following negotiation with a company, while a bid is part of the sealed bidding purchasing process. If you have found a business venture you want to purchase, or a supplier you want to do business with, the next step is to write a purchasing bid letter.

Things You'll Need

  • Cost of material
  • Cover reports
  • White printer paper

Analyze any past bids and learn what won the bid, so you can apply the same techniques. Get the information from the owners ask questions. Get firsthand information from owners use past correspondence with potential customers, read their brochure and websites. Some companies will explain why the bid was lost.

Analyze the requirements and make sure you have full understanding by studying the specifications needed to make the purchase, including the conditions of the purchase, the delivery and payment.

Start the first paragraph of the bid response with a section about your company. Bids include the experience, expertise, and a reliability section and the method of performance. Tell the procurement staff or the business venture about your organization your experience and your work references or samples of the type of work performed.

Start the second paragraph -- the performance section -- and explain how your organization will perform when you buy the business venture, or deliver the goods requested in the bid document. The format is not that important just make sure you have all the information included.

Start the third paragraph -- the offer -- and explain your bid price based on the budget details. Calculate the materials if any, labor, overhead, packaging and transportation. The price should meet the supplier’s rate of return objectives.

Professionally package the bid. The purchasing bid letter should look professional on good quality paper. Use your letterhead, and a glossy cover. You want your business and your bid to stand out and exceed expectations.

Mail the purchasing bid on time. If the bid is late then you stand a chance of losing the bid. Pay attention to the deadline and don’t go beyond it.

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