[tab name=’Guidelines’]

Guidelines : Accepting

Accepting Bids

Guidelines and Alternate Phrases

• State the good news–acceptance of the bid–immediately.
• We are pleased to accept your quotation for plant-care service and will be forwarding a contract to you within the next two weeks.
• The proposal you recently submitted for management development training sounds like exactly what we need, and we want to offer you a contract for 28 seminars next year.
• We accept your bid and warranty for installing the computer equipment at our Chicago offices.
• With pleasure, we have selected your firm to provide training programs for our sales staff.
• Your pricing information was exactly on target for our transmission requirements; we are happy to begin plans to schedule delivery dates by your firm.
• Our committee is pleased to tell you we have identified your firm as the one we’d like to work with in managing our international expansion.
• Highlight the primary reasons for your selection to reemphasize and confirm the bidder’s commitment in these areas.
• We were particularly pleased with the delivery dates you offered us.
• The prices you quoted were right on target for our budget, and we are pleased you can supply every single item we specified. That availability was one of our primary considerations in selecting your bid.
• Of all the proposals submitted, your approach seemed the most creative in terms of staffing. We were delighted you estimate the need for only two full-time custodians.
• Our decision became firm when we examined the beautiful photos you included as evidence of your previous results in redesigning facilities while making extensive use of the present structure.
• You are the vendor that seemed most committed to our timetable, a crucial factor in acceptance of the entire project by senior management.
• Your proposal included all the kinds of expertise we wanted to hire in the engineering phase.
• Identify the next step in the process such as preparation of contracts, remaining price negotiations, tours of facilities, equipment demonstrations, training, or meetings.
• You will be hearing from Max Smith next week about specific delivery dates and shipping instructions.
• We will be forwarding a contract, along with the confidentiality agreement specified in the RFP.
• Would you phone me the week of August 1 to set up a time when we can iron out the particulars?
• We will be in touch again when our legal staff has a prepared contract.
• Within the next ten days, our purchasing agent will contact you to supply the necessary ordering information.
• As you begin your work, of course, we expect to arrange an initial meeting for your three project engineers and our six managers whose areas will be affected by the changes you propose.
• As we understand it, your next step will be to install a loaner system while you rebuild ours during the next two weeks.

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[tab name=’Example 1′]

Example 1:Bid acceptance Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Reyes:

We are pleased to tell you we have selected your proposal for a film to be titled “The Capable You.” Our committee considered your film treatment to be the most comprehensive in the area of self-esteem, the vital ingredient in successful performers in today’s market place.

Within the next six weeks, we will be establishing our priorities for all the new titles for this season. After that priority ranking is complete, we will notify you of our production schedule and set up the initial meeting with our director.

Thank you again for preparing a winning idea.

Sincerely,
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[tab name=’Example 2′]

Example 2: Example letters for acceptance of the bid

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Stockton:

We have received your guaranteed bid of $4,899 to move Mr. and Mrs. Howard Smith’s household goods from Dallas, Texas, to Tulsa, Oklahoma, and you are authorized to begin the move. Please insure their belongings for full replacement value with no deductible.

After speaking with other employees who used your services, we are convinced you will treat the Smiths’ goods with care, as if they were your own.

Thank you for making this move for our staff member a pleasant experience.

Sincerely,
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[tab name=’Example 3′]

Example 3: Acceptance Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Flentwood:

We are pleased to say our evaluation committee has selected your company to provide our database retrieval services. Your well-written proposal, with its careful attention to all the details of our diverse information needs, certainly impressed us.

Enclosed is a copy of our general contract for such services. If you feel any wording needs to be more precise to convey the exact nature of what your proposal intends, please phone me about those concerns. Our purchasing agent will then be in touch on those points, if changes become necessary.

We look forward to working with you.

Sincerely,
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