"Invitation to Bid Template"

What Is an Invitation to Bid?

An Invitation to Bid is a document that must be filled in by customers to inform their prospective suppliers or contractors about the appearance of a new order, provide its detailed description, specify its terms and conditions, and invite these organizations to apply for participation.

Alternate Names:

  • Invitation to Bid Letter;
  • Bid Invitation.

Usually, a customer gathers pre-qualification questionnaires, completed by companies that wish to receive a work order. Based on the information contained in these questionnaires, a customer evaluates these organizations for their suitability and makes a list of prospective suppliers or contractors. When a customer has a new order, they send an Invitation to Bid Letter to organizations, contained in this list. After analyzing all the offers received, a customer chooses the most profitable and suitable one.

An Invitation to Bid template can be downloaded below, or you can make your own using our online form builder.

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How to Write an Invitation to Bid?

An invitation to bid is used when the specification, prepared for a particular project, contains standard products or services that may differ only in price. After receiving an invitation, potential suppliers submit their proposals in sealed envelopes. The customer publicly opens envelopes at the specified time, evaluates these offers, and recognizes the organization that offered the lowest price as the winner. Usually, any additional negotiations are not required. When the contractor is selected this way, there is a risk of low-quality performance of work. Thus, when completing an invitation to bid, the customer should carefully develop a detailed specification and define the minimum qualification requirements for participants.

A typical Invitation to Bid Form contains the following sections:

  • This document should be printed on the company's business letterhead. The customer has to indicate information about their company, such as its name, address, website, email, and phone number;
  • Some public sector organizations are required to publish their invitations to bid openly on their websites and invite all interested participants. In this case, the form should not contain information about the recipient. In the case the Bid Invitation is intended only for companies from the customer's list of pre-qualified contractors or there is only one potential supplier, they must specify information about the recipient in the form. Prepare letters for each contractor separately, including the company's name, its address, phone number, and email;
  • The project name, its location, and full description should be entered;
  • Provide a detailed specification. Indicate the list and scope of work and services to be provided. Enter the materials required for delivery and their quantity. Provide information about any additional services that may be necessary, such as shipping or handling, and specify the frequency of these services;
  • The customer should provide the legal issues of the contract, such as its proposed terms and conditions;
  • Define qualification requirements for participants;
  • Provide a space for the supplier's response regarding the invitation. They should indicate if they are going to bid or not;
  • The customer should specify a timetable for choosing a supplier, including the location where the offers will be collected and the submission dates;
  • The requirements for submitting a bid should be indicated.

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Invitation to Bid
From: ​ _ __________________________
Name
_________________________________
_________________________________
Address
_________________________________
D ate
To: __​ _ __________________________
Name
_________________________________
_________________________________
Address
Subject: ​ B id Proposal for​ ________________________.
Item
To Whom It May Concern,
________________________ will be accepting bid proposals for the above referenced
item. All bids must be received by no later than _______:_______ AM/PM at
________________________.
Bids received after this date and time will not be accepted and will be returned
unopened to the sender. The purpose of this project is:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Key components of this project include:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
©​ ​ ​ ​
T EMPLATEROLLER.COM​
Invitation to Bid
From: ​ _ __________________________
Name
_________________________________
_________________________________
Address
_________________________________
D ate
To: __​ _ __________________________
Name
_________________________________
_________________________________
Address
Subject: ​ B id Proposal for​ ________________________.
Item
To Whom It May Concern,
________________________ will be accepting bid proposals for the above referenced
item. All bids must be received by no later than _______:_______ AM/PM at
________________________.
Bids received after this date and time will not be accepted and will be returned
unopened to the sender. The purpose of this project is:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Key components of this project include:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
©​ ​ ​ ​
T EMPLATEROLLER.COM​
If you are interested in submitting a bid, it should be delivered to the name and
address listed below in a sealed envelope labeled as follows:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Bids must be prepared and submitted using the bid forms provided and must be typed
or printed and then signed in ink. All bids received by the deadline date and time shall
be reviewed by ________________________. All bids must include all requested
work items, be responsive, accurate, and cost reasonable.
________________________ has the right to reject any and all bids at their sole
discretion. Should you have any questions or concerns about any of the items on the
work write-up, please contact ________________________ for clarification prior to
bidding. You are reminded that your bid should be inclusive of all taxes, fees, and
permits.
Sincerely,
_________________________________
N ame
_________________________________
S ignature
©​ ​ ​ ​
T EMPLATEROLLER.COM​
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