Plumbing Connection Winter 2016

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PLUMBING CONNECTION

WINTER 2016

SUBMITTING A PROFESSIONAL

TENDER LETTER

uoting or ‘tendering’ for a project is a fundamental

necessity for any plumbing business to be awarded

the contract of a large job. There is a comprehensive

process that unfolds before the first ground is broken on a

project and it’s important to ensure that all the “boxes have

been ticked” before signing the works contract.

The decision to submit a tender for a project should be a

carefully considered process that balances the opportunity

against a realistic evaluation of the likelihood of success and

the ability of your business being fit to perform the required

works.

The approach should be systematic, incorporating an

evaluation of each facet of the project coupled with the

requirements of the potential client. Submitting a tender is

often a time consuming process and it’s important to target

the projects that suit your businesses capabilities.

Communication is an extremely important element of

the tendering process and it is crucial that you inform the

client as early as possible of your intention to submit a

tender or not. If you decide not to submit a tender, then it

is courteous to send an ‘unable to tender’ letter explaining

the reasons of your decision. This particular project may not

suit your requirements and that’s fine, but don’t disappoint

a client by not informing them. Remember, by maintaining

a good relationship with a client ensures you will have an

opportunity to tender (and hopefully win) future projects.

So, you have made a decision to quote a project. You’ve

conducted a site visit, read all the documents and compiled

a price that you have confidence in. The next thing to do is

present the price in a formal submission also known as a

tender letter.

A well-presented, professional tender letter should

focus on the requirements within the invitation to tender

(ITT) document and/or as stipulated by the client. It is very

important to clearly address each element of the tender

request and if you have any additional information useful to

the submission then it should be presented as an addition

within the tender letter. Offering cost saving alternatives

can be a great way of separating yourself from the

crowd, while giving the potential client confidence in your

submission.

The design and layout of the tender letter should include

a header with your business details and logo. The footer

should contain the page number and project name title.

The submission should be divided into clear sections, either

as specified by the buyer or created to provide a clear and

logical presentation of the proposal content.

A TYPICAL TENDER SUBMISSION SHOULD INCLUDE (BUT,

NOT LIMITED TO):

Scope of Works -

This is a brief description of the required

works as shown within the tender documents.

ANDY FARRELL

EXPLAINS THAT WHEN IT COMES TO SUBMITTING TENDER LETTERS, IT’S MORE THAN JUST A GAME

OF NUMBERS.

A sample of a professional tender letter. Visit www.

plumbingpack.com.au

to download the template.

ESTIMATING

ANDY FARRELL