Mastering the Art of Writing a Winning Tender Email: Sample and Tips

Are you finding it hard to compose a compelling tender email that will grab your prospective client’s attention? Well, you’re not alone. Tender emails are essential business communication tools used to convince potential clients to award you a job or contract. However, crafting an effective one can be a daunting task, especially if you’re unsure of what to include or how to phrase it.

The good news is that you don’t have to start from scratch. There are plenty of tender email samples available online that you can use as a baseline to create your own. These samples provide a framework of what an effective tender email should look like, what to include, and how to structure your message.

Whether you’re in B2B or B2C, the right tender email can make a huge difference in the success of your business. Thankfully, with the abundance of tender email samples available online, you don’t have to worry about starting from scratch or not knowing where to begin.

In this article, we’ll explore the do’s and don’ts of writing a great tender email, along with a selection of tender email samples that you can adapt and edit as you see fit. By the end of this article, you’ll know how to craft an effective tender email that will help you win more business and grow your company. So, let’s dive in!

The Best Structure for a Winning Tender Email Sample

As business owners, we all know just how valuable a tender email can be. It’s a chance to win new clients, get lucrative contracts and grow our businesses. However, if your email doesn’t stand out, it’s unlikely that anyone will even consider your bid. So, how do you make sure that your tender email gets noticed? It’s all about the structure.

The first thing you need to remember is that your tender email is essentially a sales pitch. You need to convince the client that you’re the best choice for the job. With that in mind, you need to make sure your email has a clear structure that guides the reader through the process. A typical structure could be:

  • Opening Statement
  • Understanding of the Client’s Needs
  • Experience and Credentials
  • Solution and Methodology
  • Pricing and Payment Terms
  • Call To Action

The opening statement is crucial because it needs to grab the client’s attention. You want to highlight your unique selling proposition and why you’re the best choice for the job. After your opening, it’s important to show that you have taken the time to understand the client’s needs. This demonstrates that you’re invested in the project and that you’re not just trying to win a contract. Mention specific details to show that you’ve done your research and understand the problem that the client is trying to solve.

Next, it’s time to showcase your experience and credentials. This will give the client the confidence that you’re capable of delivering the work. Highlight your past successes and how your skills and experience match the client’s requirements. Then, move on to present your solution and methodology, highlighting why it’s the best approach to solve the client’s problem.

Once you’ve explained your solution, it’s time to discuss pricing and payment terms. Be transparent about your costs and offer some flexibility to help the client feel comfortable with your proposal. Finally, close out your tender email with a clear call to action. This could be an invitation to schedule a meeting or a phone call to discuss the proposal in more detail.

In conclusion, a well-structured tender email is essential to win new business in a competitive market. Remember to follow a clear format that demonstrates your understanding of the client’s needs, your experience and credentials, your proposed solution, and clearly states your pricing and payment terms. By doing this, you’ll be well on your way to writing a successful tender email and winning new business for your company.

Tender Email Samples

Tender Email Sample for Requesting Proposal

Dear [Supplier Name],

We are currently in the process of exploring options for a new supplier, and I would like to invite you to submit a proposal for our consideration.

Please send us a detailed proposal that includes pricing, delivery timeline, and any other information you feel is pertinent to the project.

We look forward to reviewing your proposal and thank you for your time and consideration.


[Your Name]

Tender Email Sample for Requesting Bids

Dear [Bidder Name],

We have recently opened our project for competitive bidding and would be delighted to review your bid.

Please send us your bid for the project, including any information pertaining to timeline, product offerings, and pricing.

Thank you for your time, and we look forward to your submission.

Best regards,

[Your Name]

Tender Email Sample for Declining Proposal

Dear [Supplier Name],

Thank you for taking the time to submit a proposal for our recent project. After careful consideration, we have decided to move forward with another supplier for this particular project.

Please know that your proposal was given serious consideration, and we appreciate your time and effort in preparing it.

Best regards,

[Your Name]

Tender Email Sample for Awarding Contract

Dear [Supplier Name],

We are pleased to inform you that your proposal has been selected for our upcoming project. After careful consideration of all bids, your company offered the best offering regarding pricing, delivery date and customer service.

Please anticipate our follow-up email in the next few days, which will include further details regarding the signed contract and any other necessary paperwork.

Congratulations on winning the project!


[Your Name]

Tender Email Sample for Postponing Project

Dear [Supplier Name],

We regret to inform you that due to unforeseeable circumstances, we have decided to postpone our project until further notice.

We will get back in contact with you once the project is back on track, so you can consider submitting your proposal once again.

Thank you for your understanding and patience.

Best regards,

[Your Name]

Tender Email Sample for Seeking Clarification

Dear [Supplier Name],

Thank you for submitting your proposal for our recent project. We appreciate your time and effort in preparing this.

Could you please provide some more information and clarification, such as the delivery date, payment terms, and product specifications?

We look forward to your prompt response.

Best regards,

[Your Name]

Tender Email Sample for Offering Feedback

Dear [Supplier Name],

Thank you for submitting a proposal for our recent project. While we regret to inform you that we have opted for a different supplier, we wanted to offer you some feedback on your proposal.

Your proposal lacked the detailed information needed, particularly in areas of delivery timeline, payment terms, and cost breakdown.

We appreciate the time and effort you put into preparing the proposal and hope that this feedback will aid in future proposal submissions.

Best regards,

[Your Name]

Tips for Writing Winning Tender Emails

When it comes to tender emails, you want to make sure you’re putting your best foot forward. Here are some tips to help you craft winning emails that will help you stand out from the crowd:

  • Keep it concise. Your email should be easy to read and to the point. Use short sentences and paragraphs, and make sure the most important information is front and center.
  • Use a professional tone. Your email should be written in a professional tone, using proper grammar and spelling. Avoid using slang or overly casual language, no matter how well you know the recipient.
  • Make it visually appealing. Use bullet points, subheadings, and bold text to make your email easier to read. Use white space to your advantage, breaking up long blocks of text into shorter paragraphs.
  • Highlight your unique value proposition. Show the reader what sets you apart from your competition and why you’re the right choice for the job. Be specific and provide examples of your past successes.
  • Include supporting documentation. If you have relevant documents such as certifications, reference letters or project examples, include them as attachments in your email. This will help to back up your claims and add credibility to your proposal.
  • Follow up. After sending your tender email, be sure to follow up with the recipient. This will show that you’re serious about the opportunity, and it can provide an opportunity to answer any questions they may have about your proposal.

Ultimately, the key to success in tender emails is to be clear, concise, and professional. Focus on showcasing your unique value proposition and highlighting why you’re the best choice for the job. By following these tips, you’ll be well on your way to crafting winning emails that help you stand out from the competition.

Frequently Asked Questions related to Tender Email Sample

What is a tender?

Tender is a process in which a company invites bids for a project or service from interested parties. This process allows the company to select the best bid that fulfills the requirements at the best possible price.

What are the essential elements of a tender email sample?

A typical tender email sample should include the company’s name, the tender invitation, a brief project description, a deadline, and instructions on how to submit the tender. It should also include any other required information, such as technical specifications, bid format, or evaluation criteria.

What should be the tone of a tender email sample?

The tone of a tender email sample should be professional and formal. It should be respectful to the recipient and avoid any unnecessary information. The email should aim to convey essential information clearly and concisely.

Can I add any supporting documents with my tender response?

Yes, you can attach any supporting documents with your tender response as long as they are relevant to the project’s requirements and the tender specifications. Make sure to specify the name and format of each document in your tender email sample.

How can I make my tender email sample stand out?

To make your tender email sample stand out, you should highlight your company’s unique strengths, experience, and competitive advantages relevant to the project’s requirements. You can also offer added value to the project, such as cost-saving proposals, innovative solutions, or exceptional customer service.

How long should my tender response be?

Your tender response should be as concise as possible while addressing all of the project requirements and the evaluation criteria. Avoid any irrelevant information that might distract the evaluators from your proposal. The length of your response should be specified in the tender email sample.

Can I ask questions about the tender specifications?

Yes, you can ask questions about the tender specifications if you need clarification or additional information. Make sure to follow the instructions on how to submit the questions and the deadline for receiving them, as specified in the tender email sample.

How will I know if my tender has been accepted?

You will receive a notification by email or phone call if your tender has been accepted. The notification will contain the proposal’s details, the expected date of the project’s commencement, and any other relevant information or conditions.

What should I do if my tender is not accepted?

If your tender is not accepted, you can still ask for feedback from the company on the reasons for the decision and how you can improve your proposal for future tenders. It is also useful to keep track of your success rate and identify your strengths and weaknesses in the tendering process.

Wrapping it Up

Well, that’s all we have for today on tender email samples! We hope you found this article helpful and informative. We understand that writing tender emails can be tricky, but we hope that the samples we provided will be useful for you in your future endeavors. If you have any questions or suggestions, please don’t hesitate to let us know in the comments section below. Thanks for taking the time to read our article! We look forward to seeing you again soon for more actionable tips and tricks, so stay tuned!