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Cover Letter for a Tender

This kind of cover letter is usually enclosed along with a quotation or a tender which are for delivery as per the availability of the stock or purchase order. It covers details like nature of activity or transaction, description of the parties, payment details and any other clauses to be discussed.

We have provided few useful tips to write a covering letter for tender proposal so one can able to easily write a tender application letter with desired tender quotation.

  • As it is a formal letter, it should be simple and easy to understand.
  • The contents of the letter should be transparent and straightforward.
  • All important facts like date, amount and other details should be checked twice before sending it to the concerned person.

Cover Letter for a Tender Template

Use our free Cover Letter for a Tender to help you get started. Simply download the .doc or pdf file and customize it. If you need additional help or more examples check out some of the sample letters below.


__________ (employee’s name)

__________ (employee’s address)




______________ (Your name)

______________ (Your address)


Date __________ (date of writing letter)

Dear Sir,

Subject: ——————————————————————————————————

Reference: …………………………(fill in the

Dear Sir,

With reference to the …………………..(fill in ref no.), I am submitting herewith my tender document duly filled in with necessary rates and amount for each of the scheduled items both in figures and words. I am also enclosing the deviation statement in respect of tender schedule items…………and ……………… (fill the specific number) with justification for the deviation thereof. I have also attached the necessary documentation as well.

As desired, I am enclosing two sets of tender documents duly signed and stamped on behalf of______________ in two separate sealed envelopes and a Demand Draft in respect of Earnest Money for Rs__________ (amount)

As mentioned in the NIT my company representative will witness the tender opening on_______ (date)

Yours Sincerely,

____________ (Your name)

Download Template (Doc and PDF)

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Cover Letter for a Tender Sample, Email and Example/Format



The Senior Superintendent Engineer,


New Delhi

Subject: Submission of tender for the work- supply, installation, testing and commissioning of 250 KVA Diesel Generator Set

Reference: Your NIT No. ELEC/DG set/288 dated, 25th September, 2013

Dear Sir,

With reference to the notice inviting tender above, I am interested in the subject work namely supply, installation, testing and commissioning of 250 KVA Diesel Generator Set

I am enclosing herewith the necessary documents in respect of my eligibility such as electrical license, labour license, ESI EPF registrations and latest payment receipts in respect of payment of ESI, EPF and income tax contributions. I am also enclosing the documentary evidence in respect of orders three numbers of work orders executed at a cost of at least seventy percent of the estimated cost of the present project as stipulated in the present tender. Kindly issue me the tender document for the subject work. I am enclosing herewith Demand Draft for Rs. 500/- towards the cost of the tender document.

Yours Sincerely,


Ravi Kumar

Email Format

This type of cover letter can usually be for enclosing with the tender or quotations to be delivered as per the purchase orders & availability of stock etc. This would mostly specify about the detailed description on the parties interested, nature of transaction or activity, payment details, any related clauses etc to be briefed up.

Tender Subject Matter: Dispatch, Assemble, and work upon the allied products for Jupiter Continental Restaurant, Shanghai.

Tender Reference No: VGD/56428-2010.

Tendered: Jupiter Continental Restaurant, Shanghai

Sr. No. Particulars Description Notes & Comments
1 Date of Publishing the Tender. 10th August’ 2010.
2 Last Date of Tender Application. 10th Sept’ 2010.
3 Basic Amount. In the Interests of Jupiter Continental Restaurant Credit Letter Procedure.
4 Initial Guarantor Amount. 5% to 7%
5 Final Guarantor Amount. 10% to 12%
6 Tender Finalization. 15th Sept’ 2010. Subject to Reasonable Conditions.
7 Duration of Tender. 150 Days.
8 Payment Procedure. 20% of the contract price as agreed upon by the bidder provides a bank guarantor of the same value of the sum that must remain valid until the delivery of the aforesaid product.
9 50 % on delivering and assembling the product.
10 30% on final completion.
11 Other Related Clauses. Reasonable Clauses are invited.

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