Formal Invitation letter to Tender template


Company name

Street Name and Number

Postcode and City

Country (State)





Company name

Name ad Surname of the recipient

Street Name and Number

Postcode and City

Country (State)



SUBJECT: Invitation to tender [No.]


Dear Tenderer,


The [Company name] informs you that you are invited to take part in the competitive negotiated procedure for the contract of ‘[Name of the contract]’ (ref.: Number).


As we are working in the framework of [Name of the framework], the procurement rules  set by the European Commission must be respected. It requires a tender dossier. Filling in the documents to be submitted is simple but it may need more time than a usual price offer. The invitation letter and the complete tender dossier are attached to this letter. The documents to be filled in are in a separate envelop, and can be retrieved online on the page [Paste link].


Your tender must contain a technical and a financial offer. Please pay attention for the following two important rules of the procedure:

  • The technical offer must be submitted on an electronic data device too.  This electronic version must be included with the printed version in the separate envelope in which the technical offer is submitted. If there are any discrepancies between the electronic version and the original, printed version, the latter one has precedence.
  • The price offered by you must not be indicated anywhere else in the documentation but the financial offer. References to price in the technical offer will lead to rejection of the tender.


We would also like to encourage you to take the opportunity in the clarification period [Indicate the period for clarification] and send your questions in written or in an e-mail in case any uncertain issues arise. We will gladly assist you with all the questions you may have, but please note that we have to respect the deadlines listed in the timetable.


For full details of the tendering procedures, please see the [Name of the Guidelines], which may be downloaded from the following website: [Paste the link].


We look forward to receiving your tender before [Enter closing date and time DD/MM/YYYY by HH:MM]. Please send it to the address given in the Instructions. If you decide not to submit a tender, we would be grateful if you could inform us in writing, indicating the reasons for your decision.



Yours sincerely,

Name Surname

Procurement officer

Company name

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