5 Effective Tender Email Templates for Winning Bids

Are you tired of spending hours writing tender emails from scratch? Do you want a proven template that will increase your chances of winning bids? Look no further than the tender email template.

Crafting a winning tender email requires a delicate balance of persuasive language, relevant information, and a clear call-to-action. With the tender email template, you’ll have all the necessary components in one place, ready to be customized for your specific bid.

But don’t take our word for it. The best part about the tender email template is that it’s already been tested and proven successful. You can find examples online and use them as a starting point for your own winning tender email.

Save time and increase your chances of success with the tender email template. Try it out today and watch as your bids rise to the top of the pile.

The Perfect Structure for Your Tender Email Template

As a business owner, it’s important to know how to write a tender email that is not only impactful but also professional. A tender email is a form of formal communication that is used to solicit bids or request proposals from potential suppliers. It’s a crucial step in the procurement process, and the best way to ensure success is by using a well-structured and persuasive email template.

So, what is the structure of a perfect tender email template? Here are some tips to help you put together the most powerful email possible:

1. Start with a Clear Subject Line

The subject line is the first thing your recipient will see in their inbox. It’s important to make it clear and concise, as well as attention-grabbing. Use a simple phrase that succinctly summarizes the content of your email.

2. Begin the Body of Your Email with a Personalized Salutation

Your tender email should come across as personalized and courteous. Begin your email by addressing the recipient by name, and thank them for their time and consideration. This shows that you value their attention and are willing to put in the time and effort required to build a successful business relationship.

3. Introduce Your Company and Its Goals

Before launching into the details of the tender process itself, it’s important to give your recipient some context about your company. Explain why you are interested in their services, and highlight your company’s goals and values. This creates a sense of connection and common purpose between you and the supplier.

4. Clearly Outline the Scope of the Tender

The most important part of your tender email is the section where you describe the scope of your project. Be clear and concise, and provide as much detail as possible. This will help potential suppliers understand your needs and estimate the time and effort required to fulfill the contract.

5. Emphasize Your Company’s Requirements

In addition to outlining the scope of the tender, it’s important to provide a clear list of your company’s requirements. This may include technical specifications, quality standards, or delivery dates. Highlight the importance of these requirements, and emphasize how suppliers can meet them within the context of your project.

6. Provide Clear Instructions for Responding to Your Tender

Your tender email should conclude with clear instructions for how potential suppliers can respond to your request. This may include a deadline for responses, contact information for your procurement team, or specific formats for submissions. Be sure to make it as easy as possible for suppliers to understand what you are looking for and how they can submit a proposal.


Writing a great tender email is all about structure and strategy. By following the tips above, you can create a template that not only looks professional but also persuades suppliers to submit winning bids. Remember to personalize your emails as much as possible, while still maintaining a level of formality and objectivity. With the right approach, you can build strong and valuable partnerships that will drive your business forward.

Tender Email Templates

Recommendation for Awarding a Contract

Dear [Recipient],

It is my pleasure to recommend [Company Name] for the upcoming [Project Name] contract. [Company Name] has an excellent track record in completing similar projects on time and within budget, with high-quality results. Their team of experienced professionals provides exceptional customer service and communication throughout the project, ensuring smooth collaboration and timely delivery.

I believe [Company Name] would be a valuable asset to your team, and I highly recommend them for this project. Please do not hesitate to contact me for further information or clarification.

Best regards,

[Your Name]

Request for Proposal Submission

Dear [Recipient],

We would like to invite [Company Name] to submit a proposal for [Project Name]. We believe your expertise and experience in this field make you a strong candidate for this project, and we are excited about the potential collaboration.

Please find attached the RFP document, which outlines the project requirements and submission guidelines. If you have any questions or require additional information, please do not hesitate to reach out to us. We look forward to reviewing your proposal and working with you on this project.

Best regards,

[Your Name]

Notification of Award of Contract

Dear [Recipient],

We are pleased to inform you that [Company Name] has been awarded the contract for [Project Name]. Their proposal stood out among the others, with a strong commitment to quality, timely delivery, and cost-effectiveness. We are confident that [Company Name] will provide exceptional service and deliver a high-quality project that meets our expectations.

We would like to thank you for taking the time to submit your proposal. We appreciate your interest in working with us and hope to have the opportunity to collaborate on future projects.

Best regards,

[Your Name]

Request for Quotation

Dear [Recipient],

We are interested in inquiring about the availability and cost of your products/services for our upcoming project. We would like to request a quotation for the following items:

  • [Product/Service 1]: [Quantity]
  • [Product/Service 2]: [Quantity]
  • [Product/Service 3]: [Quantity]

Please include any applicable taxes, fees, and delivery charges in your quotation. We appreciate your prompt response and look forward to the possibility of working with you.

Best regards,

[Your Name]

Request for Information

Dear [Recipient],

We are interested in learning more about your company and the products/services you offer. Specifically, we would like to request the following information:

  • Company Profile
  • Product/Service Catalog
  • Pricing and Payment Terms
  • Delivery Options

Please provide the requested information in a timely manner, as we are currently evaluating potential vendors for an upcoming project. Thank you for your time and consideration.

Best regards,

[Your Name]

Decline of Proposal

Dear [Recipient],

Thank you for submitting your proposal for [Project Name]. We appreciate the time and effort you put into preparing your submission. However, after careful evaluation, we regret to inform you that your proposal did not meet our requirements.

We received several high-quality proposals, and the decision was challenging. We value your interest in working with us and hope that you will consider submitting proposals for future projects.

Best regards,

[Your Name]

Request for Bid Bond

Dear [Recipient],

Please be advised that we require a bid bond for the upcoming [Project Name] project. The bid bond must be provided by a reputable, licensed bonding company and must be equal to [Amount] of the total bid.

Please provide the bid bond by [Date] to be considered for the project. If you have any questions or require further information, please do not hesitate to contact us. We appreciate your interest and look forward to receiving your bid.

Best regards,

[Your Name]

Tender Email Template Tips

When it comes to drafting a tender email template, it’s crucial to get it right. The right email template can put you ahead of the competition, whilst the wrong one could result in missed opportunities. Here are some tips for creating an effective tender email template:

  • Keep it simple: Be concise and to the point, nobody wants to sift through blocks of text. Keep your message simple and attention-grabbing. Use short sentences, bullet points and visual elements to break up the text and make your message easier to read.
  • Personalise it: A generic tender email template isn’t going to cut it, chances are your prospective clients are receiving plenty of similar emails. Personalize your email and show that you understand their needs and wants. Address them by name and use relevant examples or case studies to illustrate how you can help them.
  • Highlight your strengths: What are your USPs? What sets you apart from your competitors? Highlight your strengths and key achievements to demonstrate your expertise and credibility. Use clear and persuasive language to get your message across and always back up your claims with real data.
  • Include a call-to-action: What do you want your prospective clients to do after reading your tender email? It’s important to include a call-to-action to encourage them to take the next step, whether that be inviting you to pitch or setting up a meeting. Be clear about what you want and make it easy for them to respond.
  • Proofread and edit: Don’t let small errors detract from your message. Proofread your tender email template carefully and edit it for clarity and accuracy. Use tools such as Grammarly and Hemingway to help you polish your writing and improve your readability.

Your tender email template should be a reflection of your business and the services you offer. Ensure that you showcase your offerings in a way that is both compelling and clear. With these tips, you’ll be better equipped to create a tender email template that gives you a competitive edge and maximizes your chances of success.

Remember, crafting an effective tender email template takes time, effort and a good understanding of your prospective clients. Don’t rush the process and keep refining until you’ve created a messaging that truly resonates with your audience.

Frequently Asked Questions related to Tender Email Template

What is a tender email template?

A tender email template is a pre-made structure or format that is used to create professional and effective tender email proposals.

Why should I use a tender email template?

A tender email template provides you with a professional structure to follow, which helps to streamline the process of creating and sending proposals. It ensures that your proposals are presented in a consistent and professional manner.

Can I customize a tender email template?

Yes, you can customize a tender email template to suit your specific needs and requirements. For instance, you can edit the content of the template, change the colors and fonts, and add your logo and other branding elements.

What should be included in a tender email template?

A tender email template should include a subject line that captures the attention of the recipient, a brief introduction of the company, a clear statement of the purpose of the proposal, the key features of the proposal, the benefits of the proposal, and a call to action.

Is it necessary to attach supporting documents with a tender email?

Yes, it is necessary to attach supporting documents with a tender email as it provides additional details and context to your proposal. These documents may include your company profile, product catalog, customer list, and pricing information.

How many proposals should I include in a tender email?

You should include only one proposal in a tender email as it enables the recipient to focus on the specific proposal and provides clarity. Including multiple proposals in one email can cause confusion and overwhelm the recipient.

What is the best time to send a tender email?

The best time to send a tender email is during business hours on weekdays, preferably between 9 am and 11 am. Avoid sending emails late at night or on weekends as they are likely to get lost in the recipient’s inbox.

How do I increase the chances of my tender email getting accepted?

You can increase the chances of your tender email getting accepted by tailoring your proposal to the needs of the recipient, providing clear and concise information, highlighting the benefits of your proposal, and following up with the recipient after a few days.

What should I avoid in a tender email?

You should avoid using long and wordy sentences, too many technical terms, jargon, and too many styles and fonts. It is also essential to avoid making false claims, making assumptions about the recipient, and using a generic template without customization.

Sending Tender Email Like A Pro

That’s it! I hope you find these tips insightful and useful for crafting your next tender email. Remember, keep it concise, professional, and courteous for a positive outcome. Thank you for reading. And, don’t forget to visit again for more exciting articles. Bye for now!