Project Quotation Cover Letter

Winning a construction tender can be difficult in today’s strong and competitive market.

The best way to attack this problem is to write a cover letter that differentiates you from the crowd, and explains why you’re better than the rest. Some businesses don’t even take the time to include a cover letter, so making the extra effort will give you a valuable advantage.

Below we outline simple ways you can write a winning cover letter for your next construction tender application.

 

What’s the Purpose of a Tender Cover Letter?

The cover letter is your opportunity to lead the discussion. It allows the reader to feel familiar with who you are what you plan to do, building a strong personal rapport with your business. When it comes to their time of decision, you want to be front of mind.

Put simply, the cover lever lets you explain why your business is the best choice for the job, leaving the guesswork out of it.

 

Cover Letter Essentials

There are four important things to remember about your construction cover letter:

1. Put it after your title page – This gives you a chance to persuade the reader before they even get into the meat of your tender. And ensure it has your company logo or letterhead on it. This will send the message that you approach every task professionally.

2. It should only be one page in length – Very few people like to read over long documents, and fewer still have the time for it. Say what you need to and say it quick. They’ll thank you for it.

3. Address it to the right person – Too often the cover letter is addressed to the wrong person (and in some cases, the wrong company). This sends all the wrong messages, and will limit your chances of being chosen, even if your tender is actually the pick of the bunch. Often there is a specific contact for the job, so use their name and title. If in doubt, address it to the most senior person.

4. It should be signed – Ensure your cover letter is signed by a senior member of your business, ideally at a similar status to the person who it’s addressed to.

 

How to Structure Your Cover Letter

There are five parts to your successful tender cover letter, two of which may be optional:

1. Introduction (mandatory) – This is a short sentence where you say something along the lines of “thank you for inviting our business to tender.”

2. Win theme (mandatory) – This is the simple and specific reason why you should be given the job. It can stretch to a few bullet points, but try to keep it short and direct, supporting what’s in your tender.

3. Administrative note (optional) – Sometimes it may be necessary to describe how your tender is structured and what is included. For example, if you also have a DVD as an extra, tell them.

4. Commitment (mandatory) – This is a statement about why you are committed to success of the project. You may also like to include details of other projects you’ve completed.

5. Contact (optional) – These are the details (name, position, telephone and email) of the appropriate contact person in your company and the best way to reach them. This will help build a relationship between the two firms and give the reader an idea of who they’ll be dealing with should you be successful.

 

Use a Tender Checklist

The cover letter is an important part of the tender process. Use these helpful tips in practice and you’ll be well on your way to a winning tender.

For more guidance on how to improve your tender submissions, including a tender response checklist, enrol in our popular Building a Better Trade Business eCourse today.

Guidelines : For Proposal/Price Quotes

Cover Letters for Proposals or Price Quotes

Guidelines and Alternate Phrases

  • Begin with an overview statement of what you are proposing or what pricing information you are providing.
  • Thank you for the opportunity to quote Bordelon products for use in the Shnook laboratories.
  • This proposal outlines a comprehensive plan for training all management and supervisory staff at the headquarters location.
  • The pricing information provided covers the computer needs you outlined in your August 6 request: installation, maintenance, and training. We are proposing to install 39 Model 30s, a comprehensive maintenance plan, and two days’ training for 42 operators.
  • We are pleased to propose to you….
  • We are submitting our proposal for….
  • Thank you for allowing us to bid on the linen needs for your hotel chain. We are suggesting an arrangement whereby we would….
  • We have detailed below the pricing information you requested on the Buggrin furnishings for your field office at Luzanne.
  • Summarize the key benefits in doing business with your company. If you are selling on price–low price being your key strategy–highlight that in your cover letter. This overview may be the only part of the proposal the key decision-maker reads.
  • We believe this arrangement will allow you maximum use of your currently installed machines.
  • We think this decision is a sound one because of the….
  • Our proposal will allow you to take advantage of your own in-house expertise in the design phase.
  • We offer low prices, volume discounts, and free delivery.
  • This system should virtually eliminate your check-back authorization problem.
  • I don’t think you’ll find anything currently manufactured that will meet your needs at such a low price.
  • From our experience with clients in similar situations, we expect you will be able to decrease your processing time by 38 to 45 percent.
  • We don’t think it’s unrealistic at all for you to expect a productivity increase of 20 percent in all four lines.
  • Improved reliability, lower maintenance cost, and superior quality–all are good reasons to adopt this new way of handling your transactions.
  • We can promise improved efficiency, clearer work orders, and high-impact visuals.
  • Ask for the order, or at least suggest the next action in the buying process.
  • May we go to work for you?
  • May we begin installation?
  • We’re ready to order the materials as soon as you give us the go-ahead.
  • If you think it appropriate, I will be happy to meet with your committee as they review and discuss this proposal. Perhaps I can help to alleviate their concerns about availability dates.
  • We are eager to work with you on this project. When may we expect a decision?
  • With our receipt of your signed agreement, we will begin the scheduling process immediately.
  • Simply sign the enclosed agreement page, and we will begin preparing the formal contracts.
  • I’ll phone next week to see where you are in the review process.
  • As we discussed in your office, we will be more than happy to present the proposal to your managers as a group. I’ll phone Friday to talk about that possibility.
  • Thank the reader for the opportunity to quote prices or prepare a proposal, mentioning any help they provided in supplying information.
  • We appreciate your allowing us to quote Canary products for your needs.
  • Thank you for your help in supplying the data about your operations so necessary to an accurate price quote.
  • We appreciate the time your staff took in showing us your operations there at Seaside. Their comments were quite informative. As a result, we think we have provided a comprehensive plan of attack. Thank you for the opportunity to study your situation and the improvements you want to make.
  • Please pass on my regards to Tim Trimmer, who provided all the model and serial numbers for your equipment. We do appreciate all your efforts in allowing us to quote prices.
  • We were pleased you included us on your bidders list.
  • Please keep us in mind for other similar projects and thank you for allowing us this chance to show you what we can do.
  • No proposal is completely satisfactory that does not include key customer data such as you were able to provide us. We appreciate your efforts in helping us prepare a quality plan of action.
  • Thank you for thinking of Westheimer for your cleaning needs.
  • We hope you’ll find this proposal thought-provoking, immediately practical, and cost-effective. Thank you for your part in its preparation.

Example 1: Cover letters for price quotes

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Zortzman:

Enclosed is our proposal for the computer-controlled chemical irrigation systems for your Plano site. Specifically, we are proposing our Model D-440.

The immediate benefits will be a reduction in the staff needed to care for the property and improved efficiency of operations. Also detailed in the proposal, the $300-per-month lease price should easily be recovered through the chemical savings alone. You’ll notice a measurable maintenance savings as well.

A signed lease agreement is all we need to put the system in service. I’ll phone you next week to see when you may be ready to schedule the installation.

Thank you for your help in supplying the maintenance records and the tours provided by your staff as we gathered the necessary information for this proposed work.

Sincerely,

Enc: proposal

manufacturer’s spec sheets

Example 2: Sample of proposal cover letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Dr. Everett:

Thank you for requesting our bid on support services for the 784 Cartmands at your location. We are offering to maintain your equipment under the terms and conditions outlined on the attached service agreement. Briefly, a Hitachi customer engineer will repair any and all contracted units, including parts, labor, and materials that have been taken to your specified site.

The total monthly price is $2,983. This pricing is valid for 30 days and subject to change thereafter without notice.

Please review the enclosed servicing information carefully. We require 30 days lead time to guarantee that parts and services will be available to accommodate your immediate service needs.

If the pricing, terms, and conditions meet your approval, please sign and return both copies to me for further processing. We’ll return an original to you for your files.

Finally, enclosed is a listing of the models and serial numbers required for identification purchases. Please complete these forms.

If I can answer questions, Dr. Everett, about this pricing information, I’ll be available at 330-0909.

Sincerely,

Enc: service agreement–2 copies

form for listing models and serial numbers

Example 3: Sample letter for quotation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Werner:

We have prepared the medical equipment rental price quote you requested on May 16, 19–. We also offer several service contracts on the three items you requested, all of which can be added to the monthly base price of the equipment. Service plans include the following three options: breakdown through no fault of user, accidental breakage, and breakage due to normal wear and tear. You may choose any combination of the three options if you so desire.

Base price of the equipment is $ 4,000.00 a month. Increases in monthly pricing with options are as follows (these are approximate, as we do not know which specific options you will use):

One option – app. $ 4,050.00
Two options – app. $ 4,100.00
Three options – app. $ 4,175.00

Monthly rental costs can be offset by many insurance providers (check with your company), Medicaid, Medicare (if you are already covered by these services), Champ VA, Champus, and several non-profit organizations (we can provide you with a list).

Please obtain quotes from the other medical rental businesses in the area. We feel confident we can provide you the lowest prices and the most comprehensive service plans.

Sincerely,

Enclosures: Quote
Service plan brochures
Service plan pricing

Example 4: Covering letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Mapp:

Enclosed please find our bid for editing your company’s employee manual. Our bid covers the following:

1. Conceptual editing
2. Proofreading
3. Page layout and illustrations
4. Cover art and design
5. Binding services (heavy paper stock covers requested)

As we have discussed, we will submit the necessary documents at each stage of production to ensure they meet with your approval. Binding will not be scheduled until you have approved the sample manuscripts.

Our bid for this project is $ 5,000.00. We have provided an estimated cost sheet detailing labor and materials costs.

We look forward to doing business with you.

Sincerely,

Enclosures: Bid
Estimated costs sheet
Services proposal

Example 5: Proposal letter sample

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Callenda:

Enclosed is our quote for a bulk shipment of the replacement part LCB-490037. The LCB series also features a 480037 and a 470037. You may want to have your plant manager re-check your machinery, as the Leader Brand 412 and 413 usually require all three replacement parts in the series. In the event your Leader machines do require all three, I have prepared quotes for each, as well as a blanket quote for all three. Freight allowed on all bulk offers.

A. LCB-490037 (three pallets) $ 6,300.00

B. LCB-480037 (three pallets) $ 21,000.00

C. LCB-470037 (three pallets) $ 900.00

D. Blanket (one pallet of each) $ 8,000.00

We offer a free service contract covering items damaged in shipment and service calls. I have provided a copy of the contract for you.

Thank you for allowing us this opportunity to offer our services to you.

Sincerely,

Enclosures: Spec sheet for LCB-490037
Spec sheet for LCB-480037
Spec sheet for LCB-470037
Quote sheet
Service contract

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