Tender Cover Letter Template Explained

What is a Tender Cover Letter and Why It Matters

A tender cover letter is a short, formal letter that accompanies a tender or bid submission. It introduces your company, confirms compliance with the tender requirements, highlights key strengths, and provides contact information. Although concise, a well-written cover letter sets the tone for your submission and can increase the likelihood that evaluators will read the rest of your documents with a positive bias.

The 7 Essential Sections of a Tender Cover Letter

Below are seven core elements every tender cover letter should include. Use them as a checklist when preparing your submission.

• Header/Contact Information: Your company details and the procuring authority’s details, plus date.
• Subject/Reference: Tender title, reference number, and brief purpose (e.g., "Response to RFP-2025-001: Supply of Office Furniture").
• Opening Statement: A succinct sentence stating your intent to submit a bid and the package enclosed.
• Company Introduction: One or two sentences about your organisation and why you’re qualified.
• Key Compliance & Highlights: Confirm compliance with mandatory requirements and summarize 2–3 differentiators or strengths.
• Attachments/Enclosures: List the main documents submitted (e.g., Technical Proposal, Financial Proposal, Certificates).
• Closing & Sign-off: Provide a contact point for clarifications, a polite closing, and an authorised signature.

Tender Cover Letter Template (Editable)

[Your Company Letterhead]

[Date]

[Procuring Authority Name]
[Department / Contact Person]
[Address]

Subject: [Tender Title] — Tender Reference: [Reference Number]

Dear [Name or "Tender Committee"],

We, [Your Company Name], hereby submit our tender in response to [Tender Title or RFP Reference]. Enclosed please find our complete submission, which includes the following documents:
- [Document 1 — e.g., Technical Proposal]
- [Document 2 — e.g., Financial Proposal]
- [Document 3 — e.g., Company Certificates]

[Company Introduction: One or two sentences about your business, years of experience, and core capability relevant to the tender.]

[Key Compliance & Highlights: A short paragraph confirming compliance with mandatory requirements and highlighting 2–3 differentiators, such as certifications, past performance, innovative approach, or delivery guarantees.]

Should you require any clarification on our submission, please contact [Name], [Position], at [Phone] or [Email]. We appreciate the opportunity to tender and look forward to your consideration.

Yours sincerely,

[Authorised Signatory Name]
[Title]
[Company Name]
[Contact Information]

How to Customize the Template

Make the letter specific to the tender. Replace placeholders with exact tender references, tweak the company introduction to reflect relevant experience, and highlight strengths that directly address the buyer’s stated priorities (price, quality, delivery time, social value, etc.). Keep it to one page where possible.

Tone and Length

Keep the tone professional, confident and concise. Tender evaluators appreciate brevity — aim for one A4 page. Use plain language and avoid jargon unless it is commonly understood in the procurement context.

Common Mistakes to Avoid

• Submitting a generic letter that doesn’t reference the specific tender or reference number.
• Failing to list or include key enclosures mentioned in the letter.
• Overloading the letter with technical details that belong in the technical proposal.
• Missing authorisation — ensure an authorised signatory signs the letter.
• Typos and incorrect contact details — always proofread and verify phone/email addresses.

Sample Completed Tender Cover Letter

ABC Solutions Ltd.
123 Business Road
City, Country

15 March 2025

Procurement Panel
Department of Education
456 Government Ave

Subject: Supply and Installation of Classroom Furniture — Tender Ref: DOE-FURN-2025-02

Dear Tender Committee,

ABC Solutions Ltd. hereby submits our tender in response to the Department of Education’s request for proposals for “Supply and Installation of Classroom Furniture” (Ref: DOE-FURN-2025-02). Enclosed is our complete submission, which comprises:
- Technical Proposal
- Financial Proposal
- Quality and Safety Certificates
- Two relevant client references

ABC Solutions Ltd. has provided educational furniture to public sector clients for over 12 years. We specialise in ergonomic, durable solutions and provide nationwide installation within agreed timelines.

We confirm that our submission meets all mandatory specifications and timelines outlined in the tender documents. Key benefits of our offer include a five-year warranty, locally sourced sustainable materials, and a dedicated project manager for on-site coordination.

For clarifications, please contact Jane Doe, Business Development Manager, at +123 456 789 or jane.doe@abcsolutions.com.

Yours sincerely,

John Smith
Managing Director
ABC Solutions Ltd.

Practical Tips Before Submission

• Attach a checklist of documents so evaluators can quickly confirm completeness.
• Ensure the cover letter’s statements match details in the technical and financial proposals.
• Have the letter reviewed and signed by an authorised representative.
• Follow any format, font, or page limit instructions in the tender documents.

Final Thought

A concise, targeted tender cover letter demonstrates professionalism and makes it easier for evaluators to understand the essentials of your submission. Use the 7-section template above, tailor the content to the buyer’s priorities, and double-check attachments to present a confident, compliant bid.

If you’d like, provide the tender notice or your draft and I can help tailor a final cover letter for your submission.