A Vendor Proposal Acceptance Letter is a letter written by a company in response to a Proposal that was earlier put forward by a vendor. Through a Vendor Proposal Acceptance letter, a company acknowledges its willingness to work with the vendor. It can be considered an official confirmation letter from the company.
The letter would contain all the details regarding the requirements of the company along with the terms and conditions based upon which both the parties would work.
The letter is to be written in a formal tone like most business letters. The letter should be written only after carefully going well through the proposal that was earlier put forward by the Vendor. Consider all the current options available before making a decision. Hasty decisions can cause a huge loss to the company’s financial status as well as reputation. A well- crafted Vendor proposal Acceptance Letter can help a lot in fostering the relationship between the two parties.
Vendor Proposal Acceptance Letter Writing Tips
- Make sure to include all the details regarding the agreement – tenure and other terms and conditions.
- It should be strictly a formal business letter.
- Mention your expectations from the vendor.
- Don’t sound very bossy.
- Include details regarding your company that the vendor must be aware of.
Vendor Proposal Acceptance Letter Template
Use our free Vendor Proposal Acceptance Letter to help you get started. If you need additional help or more examples check out some of the sample letters below.
From,
__________
__________
__________
__________
Date: _____ (Date on Which Letter is Written)
To,
__________
__________
__________
__________
Subject: VENDOR PROPOSAL ACCEPTANCE
Dear ______(Sir or Madam),
On behalf of ______( your company’s name), I would like to inform you that we have decided to associate with you in our project. We have carefully gone through the proposal you had sent last week and found it suitable for the needs of our new project. This letter is an official confirmation from our side, acknowledging our willingness to work with you.
You will be our vendor for our new project that is starting on ______(expected date). We will be working together for ______( term). As you know, our company works ______ (your sector and other details). We look forward to having timely services from your side.
We expect you to stick to the following terms while working with us on this project.
______________________________________
______________________________________ (mention the terms and conditions).
We would like to have a meeting as early as possible to discuss further proceedings and payment. Please let us know your availability so that we can fix the meeting. You can contact us at 91-xxxx-xxx-xxx(your contact number)
Thanking You,
Yours truly,
Name and Signature
Sample Letter
From,
Anand Rai,
RD Group of Companies,
Navi Mumbai,
Maharashtra,
India.
16 March 2017
To,
MC Enterprise,
Andheri West,
Maharashtra,
India.
Subject: Vendor Proposal Acceptance
Dear Sir,
This is to inform you that we, RD Group of Companies, have gone through the vendor proposal you sent last week and have decided to work with you on our new project titled ‘ Green World’. We found your vendor proposal quite appropriate for our project. The project will begin in June 2017, and you will be associated with us for the next two years.
At RD Group we highly appreciate timeliness. So we are expecting timely services from your side. Your services will be pivotal in the success and growth of our project.
We expect you to stick to the following terms while working with us on this project.
- Only eco-friendly products to be served for the company
- Weekly supply of products
- Quarterly Meetings to be attended
We would like to have a meeting as early as possible to discuss further proceedings and payment. Please let us know your availability so that we can fix the meeting. You can contact us at 0091-8965236697
Thanking You,
Yours Truly, Anand Rai,
RD Group of Companies.
Email Format
The following is the Email Format that should be followed while writing a Vendor Proposal Acceptance Letter
To: name@email.com
From: name@email.com
SUBJECT: Vendor Proposal Acceptance Letter.
Dear Mr./Ms/Mrs.______(Name of the recipient)
Dear ______(Sir or Madam),
On behalf of ______( your company’s name), I would like to inform you that we have carefully gone through the proposal you had sent last week and found it suitable for the needs of our new project. This mail is an official confirmation from our side.
You will be our vendor for our new project starting on ______. The term for the deal would be ______(how long). As you know, our company works ______ (your sector and other details). We hope to have timely services from your side.
We expect you to stick to the following terms while working with us on this project.
______________________________________
______________________________________ (mention the terms and conditions).
We would like to have a meeting as early as possible to discuss further proceedings and payment. Please let us know your availability so that we can fix the meeting. You can call us at 0091-xxxx-xxx-xxx( contact number)
Sincerely,
______________
(Name of the Sender)
(Name of the organization)