Letters can be written for different reasons and for different purposes. Some of the letters we commonly use today are thank-you letters, application, letters, recommendation letters, invitation letters, and termination letters to name a few. Letters have originally used a means to communicate with people who are in distant places. In the present, letters are still used as a means of formally communicating information from one entity to another.
In this article, we will discuss a type of formal letter used in business called an awarding contract letter. We will define what it is, what it is used for, what elements does it include and other related topics that will help us further understand what it is. Awarding contract letter templates are also included here for your preference.
Sample Awarding Contract Letter Template
Successful Tender Awarding Contract Letter Template
Finance Award of Contract Template
Draft Award Contract Letter Template
Notice of Intent to Award Letter Sample Template
Sample Contract Award Letter Template
Construction Awarding Contract Letter Template
Printable Awarding Contract Letter Template
What Is an Awarding Contract Letter?
Ever heard of an awarding contract letter before? Well, you probably haven’t, but if you work in industries that uses this kind of contract letter, then you probably have an idea of what it is. There are companies in different industries that need contractors and subcontractors to do particular project for them, both long term and short term project. These companies may also be looking into a business partnership with other companies.
Of course, companies can’t just randomly choose from the different companies they know of. They must have a good reason and solid basis as to why they have selected such company to do the job for them. Because of this, a bidding to get the job or project is done.
For companies, contractors and subcontractors to be able to participate in this bidding they need to create a powerful and effective project proposal. Each of the participating contractors or sub contractor are allowed to present one project proposal within a given time frame. This project proposal is checked and studied by the requesting company if any of them fit their criteria and needs. Once a proposal has been selected, the contractor or subcontractor who presented it will get the deal.
What we know about getting the deal closed in business transactions is largely based in the movies, where the participating companies shake hands and congratulate each other. In reality, there is actually a document used to award the company that has been selected to do the project. This document is called an awarding contract letter. As its name implies, an awarding contact letter is used to both award the selected proposal as well as provide them with the contract to do business with the requesting company.
What other things is an awarding contract letter used for? Awarding contract letters are used as a formal notification to notify the selected contractor or subcontractor that their proposal has been selected for the project. This allows the contractors to prepare for an upcoming meeting with the company to discuss the terms and conditions of the contract as well as have the contract signed.
What Is a Bidder?
A bidder is an individual or an organization giving a formal offer for something. Bidders are commonplace in auctions because it is mostly what is shown and depicted on television. However, actions are not the only place where bidders exist. Truth is, anyone can be a bidder as long as they meet the necessary conditions. One other place where bidders are common is in business, especially in businesses doing new projects or looking for new partners.
Unlike auctions, bidding for projects in a business does not always ave to be a gathering of people. Contractors bid through the use of project proposals. The company will be selecting the best bidder according to their specified criteria using the project proposals submitted to them. When the best bidder has been selected, they are immediately notified.
Elements of a Good Awarding Contract Letter
What makes a good awarding contract letter? It is necessary for any company to create and provide a good awarding contract letter. This is because the letter is used to notify the bidder that they have been selected that is why they must be complete and detailed as possible. To make a good awarding contract letter, the following elements must be present.
- Tenderer – Now, we’re not referring to any tenderer here. If you ill be sending a letter of notification to the owner of the proposal that you have selected, then it has to be the successful tenderer. The successful tenderer or the receiver of the awarding contract letter can be an individual or an organization. In your letter, you will need to include information, like their name or business name and address.
- Contract provider – The contract provider is the company looking for contractors to partner with for their new project. Just like the successful tenderer, the contract provider can be an individual or an organization. The information that you are likely to put for the contract provider includes the name of the company or organization, their address and contact details.
- Contract affirmation – This is the part of the letter where the company selected as the official contractor is confirmed. It also provides some of the details about the bid that made it selected for the project.
- Reason of acceptance – Further details about why the said company has been chosen as the preferred contractor is stated. The awarding contract letter does not only notify the the successful tenderer, but it also explains in detail the very reason why they have been awarded the contract among the pool of bidders.
- Contract arrangements – The contract provider and the successful tenderer will need to discuss matters regarding the contract so they need to arrange the details to discuss the transaction. Often, the contract provider already has a contract produced. They attach it to the letter so for the successful tenderer’s reference.
Making sure that these elements are present on your awarding contract letter will help you make a reliable and detailed document that can be clearly understood. You may also check out other related articles, like Agent Contract Samples and Templates, Security Contract Samples and Templates, and Final Notice Samples and Templates.
Awarding Contract Letter Samples
Subcontractor Awarding Contract Letter
Consultant Awarding Contract Letter Template
Standard Contract Award Letter Template
Steps to Make a Great Awarding Contract Letter
Awarding contract letters are no ordinary letters. Often they are difficult to make, especially if you are really not familiar with it. Through the use of simple instructions as well as ready-made templates, making a great warding contract letter is never impossible. So how do you make one? Simply follow the steps below.
- Writing an awarding contract letter is just like writing a regular letter. You first need to write the basic information that must always be included in a letter. The date, names, addresses of both the sender and the receiver are referred to as the basic information that you must always include. Also, don’t forget about the salutation with the colon at the end.
- When you are done with those parts, proceed with writing the body of the letter. This part is where you will be writing the message that you want to convey to the receiver or the successful tenderer. The body of your letter should have at least three paragraphs. Here is what each paragraph is for:
- The first paragraph of your letter should state the purpose of your letter. This is also where the affirmation statement confirming the selected contractor should be written. Included in this paragraph is the date when the successful tenderer submitted their proposal.
- The second paragraph enumerates the reason why the said contractor has been selected, as well as the details of the selection process. The specific method used in selecting the contractor for the project is explained here.
- The third paragraph is where you write details to discuss the contract. This includes setting a date and place where the discussion will take place. Also provide your contact details and available time when you can be reached in this paragraph.
- Put a complimentary close to formally end your letter. Provide a space below your complimentary close, and write your name and position. Affix your signature on top of your name.
- Finally, proofread your work to make sure that there are no spelling and grammar errors on it. It is best to make your work error free to make it look and feel like it is professionally done. Aside from grammar and spelling, review your work to see if everything is coherent and understandable.
Following the steps provided above will definitely make it easy and convenient for you to make your own awarding contract letter. Not only are they simple and easy to follow, but they allow you to be learn and be able to create and incorporate your style and preferences with it.
We hope that you are able to learn something from this article. To be able to view different related articles as well as download free templates, you can check out our website. Some of the articles you will surely find interesting are Service Contract Samples and Templates, Cancellation Notice Samples & Templates, and Auto Sales Contract Template.
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