assignment of bid sample

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Preparing Bid Documentation and Bid Forms for Projects [CHECKLIST]

January 3, 2020 by Christine Carzo

As with most multi-phase processes, commercial real estate capital and construction projects benefit enormously from diligent planning. As a matter of fact, considering the long timelines and large cost of projects, real estate owners owe it to their stakeholders to dedicate meaningful time and resources toward careful preparation.

In order to be thorough, you will need to pull together a cross-section of information for your bid package and your bid forms. Below is an overview of some of the commonly included items.

Preparing Bid Documentation

The key first step for getting ready for bidding is to prepare the correct documentation. Consider including the following for a typical job:

✓  RFP Document

The RFP document lays out the rules and procedures you expect your vendors to follow during this bid process. This can include a roster of your team, key dates and the terms and conditions related to the bid process.

✓  Plans and Specifications

The bid documents are often the most important pieces of information to be shared with bidders. These will be prepared by your team in conjunction with the architect or consultant and will lay out in detail what the job entails.

✓  Standard Form Contract

You can also include their standard form contract as part of the bid package. This will allow would-be bidders to see the form contract prior to bidding to ensure they’re ultimately willing to sign the contract should they be awarded the work.

✓  Building Rules and Regulations

If you have a standard set of building rules and regulations with which the bidders need to comply, they should be shared at the very beginning of the process.

✓  Insurance Requirements

Similar to “rules and regs,” it’s important to share your insurance requirements early on so bidders can ensure they have the appropriate policies to be in compliance.

✓  List of Approved Subcontractors

Some property teams maintain a list of approved subcontractors that regulate who can work in the building. If you have a standard list, it’s a best practice to include it in the bid package so contractors can include this information as part of their estimating process.

✓  Photos and Scope Narrative

For certain very small jobs, photos of the site and a simple scope narrative may be all there is to share with the bidders. This could be a list of the various items to be done or even a sketch by the Project Manager of what work needs to be done.

Creating Bid Forms

The bid form specifies the way bidders should breakdown prices in their bids, including all baseline items and various alternates.

Ideally, you would refer to bid forms from past comparable projects to serve as a starting point for your bid form. If that isn’t an option, consult with colleagues to see if they’ve created a bid form for a similar job in the past, or check with your consultant team. The consultants will be especially helpful on extremely complex or technical jobs, like a facade restoration or a building infrastructure project.

If your capital or construction project scope is too unique for a bid form to be created in advance, it’s not the end of the world. Ask each contractor to submit their bid in whatever form they think makes sense. You will just have to spend more time leveling in order to make the bids comparable.

✓  Establish the Appropriate Level of Detail

Include as much detail as possible in the bid form. This will make it easier to level the bids and discover if bidders are missing information that is material to the proper completion of the job. However, the desire for detail has to be balanced with the bidder’s capacity and willingness to fill out the bid form as specified.

You may also want to split up various scopes of work. For example, if you have a bathroom renovation and an office buildout going out to bid, it might be best to create separate bid forms so each one can be more precisely analyzed.

✓  Select Your Line Items

Not every cost category needs to be used, but following the overall structure will reduce misunderstanding between you and the bidders. Architects also typically use CSI codes, an index created by the Construction Specifications Institute, in their plans to avoid confusion about the scope of each trade.

Given the prevalence of use of these line items, it’s typically fine to drop the actual CSI code itself and just use the description.

✓  Ask about Markups

For most jobs, markups include General Conditions, Insurance, and Overhead & Profit. On certain jobs, you can also consider Permits or Tax, depending on how the local jurisdiction accounts for the sales taxes associated with construction projects.

✓  Solicit Alternates

Oftentimes, you will want to explore the pricing impact of different options, like using alternative materials or adding another component to the work. This will let you delay making final decisions about certain items until you have more clarity around pricing. Whether the selected alternates are included in the final awarded contract or added back later as change orders, the price will be set during the bid process.

✓  Request Unit Prices

You may also want to consider adding unit prices to the bid form. This is particularly helpful if the job’s scope may change because it allows you to create a pricing basis for future change orders. For example, if pricing is requested per installed light fixture, and the layout layer changes, the owner will know what pricing to expect from the contractor without worrying about getting jammed with a high price later on.

If you liked this article, here are a few  eBooks ,  webinars , and  case studies  you may enjoy:

6 Steps to Winning a Bid

The Innovative Owner: What to Look for in Your Technology

Fort Wayne Community Schools

Christine Carzo

Christine Carzo is a marketer at Procore Technologies with 10 years of experience in the B2B, technology, owner, and construction industries.

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Assignment of Contract Template

Document description.

This assignment of contract template has 1 pages and is a MS Word file type listed under our legal agreements documents.

Sample of our assignment of contract template:

ASSIGNMENT OF CONTRACT This Assignment of Contract (the �Assignment�) is made and effective [DATE], BETWEEN: [YOUR COMPANY NAME], (the "Assignor"), a corporation organized and existing under the laws of the [State/Province] of [STATE/PROVINCE], with its head office located at: [YOUR COMPLETE ADDRESS] AND: [ASSIGNEE NAME AND ADDRESS], (the "Assignee"), a corporation organized and existing under the laws of the [State/Province] of [STATE/PROVINCE], with its head office located at: [COMPLETE ADDRESS] FOR VALUE RECEIVED, the undersigned Assignor hereby assigns, transfers and sets over to Assignee all rights, ti

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What Is an Assignment of Bid in a Foreclosure?

Foreclosures can be a source of tragedy for one investor and a golden opportunity for another. In between the two lies a complex legal and financial process that requires many steps to complete. The assignment of bid occurs when the title for a distressed property is changing hands after an auction. It is one of the last steps in the process and is completed by the court and the eventual buyer.

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Foreclosure Auctions

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When a property's owner fails to pay its mortgage, the loan falls delinquent. After a significant delinquency, the mortgage lender will file paperwork with the local court to auction off the property. The court then reviews all the documents it receives from the property owner and the lender. If it finds that the lender's case is valid, the court will then auction off the property, generally starting at the price of the loan. Investors can then bid on the property. If the auction is successful, the winning bidder must complete steps to buy the property.

Bid Assignment Paperwork

Putting in the highest bid doesn't automatically make the bidder into the new owner. Instead, the winning bidder at the auction must file paperwork with the court, certifying that she did make that bid. If the bidder fails to turn in that form, the next highest bidder is considered the winner. If she does turn in the bid assignment form, the court grants her the right and obligation to buy that property at the price she bid. Real estate auctions are generally handled by a county-level court, and each county has its own bid assignment form.

Title Transfer

Once the court has received the bid assignment from the winning bidder, the court then finally completes the last step of the foreclosure process: transferring the title. This process legally takes the property's title away from the first owner and gives it to the new owner. That new owner must pay cash to the bank for that property, either by paying outright or by taking on a new mortgage and using that loan to pay the amount she bid. This completes the foreclosure process.

Failed Auctions

Auctions set their base price at the loan amount that's still owed to the bank. If the property is "under water," or worth less than the amount of the loan, often there will be no bidders. If no one in the auction bids on the property, the property then becomes "REO" or bank-owned. The court will formally take the legal title to the property away from the original owner and transfer it to the lender.

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Legal Templates

Home Business Assignment Agreement

Assignment Agreement Template

Use our assignment agreement to transfer contractual obligations.

Updated February 1, 2024 Reviewed by Brooke Davis

An assignment agreement is a legal document that transfers rights, responsibilities, and benefits from one party (the “assignor”) to another (the “assignee”). You can use it to reassign debt, real estate, intellectual property, leases, insurance policies, and government contracts.

What Is an Assignment Agreement?

What to include in an assignment agreement, how to assign a contract, how to write an assignment agreement, assignment agreement sample.

Partnership Interest

An assignment agreement effectively transfers the rights and obligations of a person or entity under an initial contract to another. The original party is the assignor, and the assignee takes on the contract’s duties and benefits.

It’s often a requirement to let the other party in the original deal know the contract is being transferred. It’s essential to create this form thoughtfully, as a poorly written assignment agreement may leave the assignor obligated to certain aspects of the deal.

The most common use of an assignment agreement occurs when the assignor no longer can or wants to continue with a contract. Instead of leaving the initial party or breaking the agreement, the assignor can transfer the contract to another individual or entity.

For example, imagine a small residential trash collection service plans to close its operations. Before it closes, the business brokers a deal to send its accounts to a curbside pickup company providing similar services. After notifying account holders, the latter company continues the service while receiving payment.

Create a thorough assignment agreement by including the following information:

• Effective Date:  The document must indicate when the transfer of rights and obligations occurs.
• Parties:  Include the full name and address of the assignor, assignee, and obligor (if required).
• Assignment:  Provide details that identify the original contract being assigned.
• Third-Party Approval: If the initial contract requires the approval of the obligor, note the date the approval was received.
• Signatures:  Both parties must sign and date the printed assignment contract template once completed. If a notary is required, wait until you are in the presence of the official and present identification before signing. Failure to do so may result in having to redo the assignment contract.

Review the Contract Terms

Carefully review the terms of the existing contract. Some contracts may have specific provisions regarding assignment. Check for any restrictions or requirements related to assigning the contract.

Check for Anti-Assignment Clauses

Some contracts include anti-assignment clauses that prohibit or restrict the ability to assign the contract without the consent of the other party. If there’s such a clause, you may need the consent of the original parties to proceed.

Determine Assignability

Ensure that the contract is assignable. Some contracts, especially those involving personal services or unique skills, may not be assignable without the other party’s agreement.

Get Consent from the Other Party (if Required)

If the contract includes an anti-assignment clause or requires consent for assignment, seek written consent from the other party. This can often be done through a formal amendment to the contract.

Prepare an Assignment Agreement

Draft an assignment agreement that clearly outlines the transfer of rights and obligations from the assignor (the party assigning the contract) to the assignee (the party receiving the assignment). Include details such as the names of the parties, the effective date of the assignment, and the specific rights and obligations being transferred.

Include Original Contract Information

Attach a copy of the original contract or reference its key terms in the assignment agreement. This helps in clearly identifying the contract being assigned.

Execution of the Assignment Agreement

Both the assignor and assignee should sign the assignment agreement. Signatures should be notarized if required by the contract or local laws.

Notice to the Other Party

Provide notice of the assignment to the non-assigning party. This can be done formally through a letter or as specified in the contract.

File the Assignment

File the assignment agreement with the appropriate parties or entities as required. This may include filing with the original contracting party or relevant government authorities.

Communicate with Third Parties

Inform any relevant third parties, such as suppliers, customers, or service providers, about the assignment to ensure a smooth transition.

Keep Copies for Records

Keep copies of the assignment agreement, original contract, and any related communications for your records.

Here’s a list of steps on how to write an assignment agreement:

Step 1 – List the Assignor’s and Assignee’s Details

List all of the pertinent information regarding the parties involved in the transfer. This information includes their full names, addresses, phone numbers, and other relevant contact information.

This step clarifies who’s transferring the initial contract and who will take on its responsibilities.

Step 2 – Provide Original Contract Information

Describing and identifying the contract that is effectively being reassigned is essential. This step avoids any confusion after the transfer has been completed.

Step 3 – State the Consideration

Provide accurate information regarding the amount the assignee pays to assume the contract. This figure should include taxes and any relevant peripheral expenses. If the assignee will pay the consideration over a period, indicate the method and installments.

Step 4 – Provide Any Terms and Conditions

The terms and conditions of any agreement are crucial to a smooth transaction. You must cover issues such as dispute resolution, governing law, obligor approval, and any relevant clauses.

Step 5 – Obtain Signatures

Both parties must sign the agreement to ensure it is legally binding and that they have read and understood the contract. If a notary is required, wait to sign off in their presence.

Related Documents

• Purchase Agreement : Outlines the terms and conditions of an item sale.
• Business Contract : An agreement in which each party agrees to an exchange, typically involving money, goods, or services.
• Lease/Rental Agreement : A lease agreement is a written document that officially recognizes a legally binding relationship between two parties -- a landlord and a tenant.
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§ 10A:7. Form—Agreement for assignment of winning bid in foreclosure auction | Secondary Sources | Westlaw

§ 10A:7. Form—Agreement for assignment of winning bid in foreclosure auction

Comrefrm app 10a § 10a:7 commercial real estate forms 3d acquisition and disposition of property  (approx. 9 pages).

Assignment Of Purchase And Sale Agreement

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What is an assignment of purchase and sale agreement.

An assignment of purchase and sale agreement is a real estate transaction contract that defines the parties and terms of a real estate purchase. This agreement allows the original purchaser of a property to transfer or assign their rights in the deal to a third party. This agreement is often used in flipping houses.

Assignment of purchase and sale agreements allows the purchaser to take their rights and obligations under a purchase agreement and reassign them to a third party who will take on those responsibilities. Some contracts may have clauses that prohibit assignment or allow it under specific circumstances usually laid out in the agreement.

Common Sections in Assignment Of Purchase And Sale Agreements

Below is a list of common sections included in Assignment Of Purchase And Sale Agreements. These sections are linked to the below sample agreement for you to explore.

Assignment Of Purchase And Sale Agreement Sample

Reference : Security Exchange Commission - Edgar Database, EX-10.1.1 2 d245573dex1011.htm ASSIGNMENT OF PURCHASE AND SALE AGREEMENT , Viewed October 18, 2021, View Source on SEC .

Who Helps With Assignment Of Purchase And Sale Agreements?

Lawyers with backgrounds working on assignment of purchase and sale agreements work with clients to help. Do you need help with an assignment of purchase and sale agreement?

Post a project  in ContractsCounsel's marketplace to get free bids from lawyers to draft, review, or negotiate assignment of purchase and sale agreements. All lawyers are vetted by our team and peer reviewed by our customers for you to explore before hiring.

Meet some of our Assignment Of Purchase And Sale Agreement Lawyers

Litigation and Discovery Management; Drafting and Filing of Pleadings, Motions and Briefs In Support; Preparation and Closing of Residential and Commercial Real Estate Sales and Purchase Transactions; Handling of Quiet Title Actions; Preparation and Filing of Probate Letters of Administration and Caveat Emptors; Review of Real Estate Documents and Settlement Negotiation.

Experienced Attorney with an MBA in Finance who provides a business-oriented mindset and thrives in a collaborative environment with a-typical challenges. Possesses exceptional skills in legal research, drafting and enforcing contracts, skillful in negotiations and mediations, drafts extremely persuasive pleadings, attacks depositions with zeal for my clients. Experience includes Business Management and IT Consulting with a successful track record managing outside relationships, associated costs, and optimizing outcomes for client(s). Effectively restructures antiquated business processes and incorporates technology and best practices to effectuate progressive outcomes for business clients. Partners collaboratively with business leaders to advance company objectives while minimizing risk to ensure internal and external compliance, increased profitability, and diverse practices. Dynamic communicator with the interpersonal skills to build trusting relationships with executives, management, and employees of various backgrounds, expertise, and styles.

Business and Real Property

I am a corporate lawyer with over 15 years of experience in litigation and in advising companies on a variety of legal issues, including mergers and acquisitions, securities regulations, and contract negotiations. I have a deep understanding of the technology industry and have represented numerous tech companies in my career.

As a Senior Legal Professional, I have 16+ years experience with extensive background in commercial transactions and as a corporate generalist. I am well versed in contracts lifecycle, risk assessment, compliance, and healthcare regulations. My competencies extend to contract management and detailed project management skills. I have leveraged my legal contracts expertise to mitigate organizational risk, reduce costs, and drive multi-million-dollar revenue increases.

Nicole expertly and creatively works with businesses and individuals in all types of employment and business relations issues. She investigates workplace disputes as a neutral third party, drafts/reviews severance and hiring agreements, advises on day-to-day workplace issues, and reviews all kinds of business contracts. Nicole represents individuals, small businesses, non-profit organizations, labor unions, and benefits funds in various industries including public sector, entertainment, health care, education, transportation, construction, and communications. She has represented clients in federal and New York State courts, administrative proceedings, and arbitration hearings. Nicole is admitted to practice in New York.

I have approximately 15 years of attorney practice in IL and MI, doing both transactional and litigation work. I am currently licensed in MI and will be taking the CO bar in February. I am open to discussing paralegal or law clerk positions as I've not practiced law full-time since 2015. I worked as a residential realtor from 2015 until I moved to CO in 2021. I took the UBE in July 2023. I am qualified to become licensed in Utah, New Mexico, Oklahoma and Indiana. I missed the mark for CO by 5 points. I should be licensed to practice law in CO by April 2024.

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Bid Proposal Template for Word, PDF

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Template Highlights

• This bid proposal will help you solicit responses to your project from several contractors
• Filling it out is simple: describe your company, the project (including its stages and any key deliverables), your ideal timeline, budget and pricing information, terms and conditions, a deliverables schedule and a payment schedule, and instructions for the bidder's response
• We've used HubSpot's cheery blue and orange color scheme, but there's no reason *you* need to. Add your logo, change the design -- do whatever you'd like to make the template your own
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Bid Proposal Template

Perhaps you have a project that needs to be completed, but your team either lacks the expertise or the time to do it. In many cases, businesses choose to hire contractors to complete this kind of work. This template will help you develop a bid proposal (also known as a Request for Proposal or RFP) to request bids from potential contractors.

You can issue a competitive bid proposal to receive responses from a number of bidders, then review the responses and narrow down your choices to one final contractor. Alternatively, you could send the bid proposal to just one contractor and request their best offer in response.

HubSpot Tip: This template can be adapted to projects of differing size and complexity in a variety of industries. Feel free to customize it to meet your needs!

Describe your company, focusing on what makes you stand out in your industry. It might be helpful to include biographical sketches of some of the key management and operations staff in the company. You can also introduce the internal team that the contractor will work with once the contract begins.

HubSpot Tip: Be persuasive and aim to convince the contractors you have invited to bid that working with your firm would be a worthwhile venture.

About the Project

Use this section to describe the project from start to finish. If the requirements are complex, it could be helpful to divide the work into phases.

Indicate the deliverables, which are the tangible and intangible products to be provided by the contractor. Link them to the appropriate phase, and define the specifications and requirements for each.

HubSpot Tip: Most projects require input from more than just one player. Don’t forget to include the tasks that will be completed by your organization or other suppliers, so the contractor is able to understand the entire project.

Indicate the period of performance for the project. When will the contract start and by when does it need to be completed?

Consider showing the phases of the project graphically. You can use a schedule diagram like the one below.

As they apply to your project, you should describe which tasks are dependent on one another (contingencies) and any potential risks to the schedule.

HubSpot Tip: If your project is very complicated, consider requesting that the contractor use Microsoft Project or another project management software to track contract progress.

Budget Information

The payment structure for your project can vary depending on your industry and the specific requirements. Some common pay structures are: flat fee, hourly rate, commission, and cost plus fixed fee.

You can provide a budget range that you would like the contractors to bid within, or you can allow for open bidding.

HubSpot Tip: Consider providing contractors with a pricing template in Microsoft Excel or another spreadsheet program. This ensures that you receive bids that are formatted to your specifications and makes it easier to evaluate and compare what you collect from different contractors.

Terms and Conditions

Include your company’s terms and conditions. These indicate the provisions, requirements, rules, specifications, and standards on which the resulting contract will be based.

HubSpot Tip: If you use a standard Terms and Conditions template, be sure to make any adaptations that are necessary for this specific bid proposal.

Schedule A – Deliverables Schedule

Provide a draft version of the deliverables timeline. Indicate when each of the products or major services of the project should be completed, and include the specific requirements associated with each. Use a table like the one below to organize the information.

Deliverable

Requirements

You may want to indicate that all deliverables will become the property of your company upon the contractor’s delivery to you.

HubSpot Tip: Organize the deliverables chronologically according to the deadline.

Schedule B – Payment Schedule

Provide a draft version of the payment schedule to show when payments will occur and what milestones need to be completed in order for the contractor to receive payment. Organize this information in a table like the one below.

Payment Milestone

HubSpot Tip: Assigning payments to milestones helps you track the contractor’s progress throughout the project timeline.

Response Instructions

Now that you have described your needs and the project details, tell the contractor how to respond with a bid. Be as clear and concise as possible, and provide contact information for the responsible person in your company so contractors can request clarification.

HubSpot Tip: Depending on the project and your industry, the instructions might be simple, with just a few requirements, or they may entail several paragraphs, or even pages, of text.

Frequently Asked Questions

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How to write a letter of intent to bid: Tips, examples & template

Why you need the ultimate library for your rfp responses.

Selling & Enablement

Updated: Apr 3rd, 2024

If you regularly respond to RFPs, you have probably encountered buyers who ask you to submit a letter of intent to bid as part of the response process. While this step in the RFP process is far from universal, it’s important to understand the purpose of the intent to bid letter. Additionally, you can use it as another positive touchpoint for prospective buyers.

First, in this post, you’ll learn the basics about the letter of intent to bid including what it is, who uses them and a few of their benefits. Then, I’ll offer some quick tips about how to write a letter of intent. Finally, I’ll share sample letters of intent to bid and an intent to bid template.

What is a letter of intent to bid?

Benefits of the intent to bid letter, tips for how to write a letter of intent to bid.

• Letter of intent to bid samples and template

Letter of intent to bid definition

A letter of intent to bid is a formal way for prospective vendors to communicate their plan to submit a response or bid to a request for proposal (RFP). Often, a buyer requests or requires a letter of intent from interested vendors as part of the RFP process.

A small distinction: Letter of intent to bid vs letter of intent

The letter of intent or letter of interest, abbreviated as LOI, has other applications outside of the RFP and sales process. For example, job seekers, grant applicants and legal agreements may also use letters of intent. So, be sure to understand the context of the LOI request before responding.

Who uses the letter?

When The letter of intent to bid can be requested by an RFP issuer (buyer) or offered proactively by a RFP responder (seller or vendor). The document isn’t exclusive to any particular industry. However, you’ll find it most often in government, legal, education and construction RFPs.

When required by a buyer, the procurement manager in charge of the RFP is the person who requests, receives and reads the letters. On the other hand, when offered proactively, the letter of intent to bid is written and submitted by the proposal manager.

What is in the letter of intent to respond?

The intent to bid letter is usually very brief. Indeed, it follows the standard business letter format and fits on a single page.

Your letter of intent to bid should include:

• The name of your company
• Name of the proposal contact
• The name or reference number of the RFP you’re responding to
• A clear statement of your intention to submit a proposal
• Your sign off and signature

In addition to the above, you may choose to include more information. For example, you may wish to offer a brief statement about why you believe you’re a fit for the business. You may also highlight your relevant experience or confirm that you meet or exceed the minimum RFP requirements.

In many cases, if this step is part of the process, the buyer will provide a letter of intent to bid template that outlines the information they require. You can see examples of this later in this blog.

When is the letter of intent due?

If an RFP requires vendors to formalize their intention to bid (or decline to bid), the deadline will appear in the RFP timeline. Typically, this step happens after vendors receive answers to any follow-up questions or points of clarification during the Q&A period.

On the other hand, if you’re sending an intent to bid letter as a courtesy (when it’s not required by the buyer) you have more flexibility. In this case, you should send the letter as soon as possible after you’ve done your bid/no-bid discussion and made a decision. Ideally, this is at least two weeks prior to the RFP deadline.

You may find yourself wondering why anyone would require a letter of intent to bid. Why add one more step to an already long process? Well, there are a few reasons why an intent to bid letter is a good idea.

1. Ensures sufficient interest and competition

Many organizations have procurement policies that require three valid bids before making a purchase. T he letter of intent to bid enables buyers to ensure that a project will have sufficient vendor participation to proceed.

If a buyer doesn’t receive enough affirmative letters of intent to bid from vendors, they may reevaluate the project, even if they have a qualified, under-budget bid. They can extend the RFP invitation to additional vendors, find out why vendors chose not to respond or they can put the project on hold.

Essentially, the letter of intent saves a procurement manager weeks of waiting and hoping they’ll have the necessary number of bids when the RFP deadline arrives.

2. Defines and streamlines communication paths

The purpose of an RFP is to exchange information between buyers and sellers in an organized way. In an ideal world, the process would be straightforward. However, in the real world, it’s rarely that simple.

It’s not uncommon for a buyer to have a few updates after issuing an RFP. For example, there may be amendments to the requirements, changes in scope or clarifications of the RFP questions. In this case, the buyer needs to know who to contact.

Thanks to the letter of intent, they know exactly who to reach out to. Not only that, but the procurement manager avoids sending unnecessary emails to suppliers that have indicated they will not be submitting an RFP.

3. Enables a faster RFP evaluation process

After the intent to bid deadline, the response period begins. While you and your team write a  winning RFP response , the buyer begins preparing for the RFP evaluation process.

Because they already know the number of participating vendors, the procurement manager can prepare more thoroughly. For example, they can set up proposal scoring and prepare guidance for stakeholders.

Faster evaluation means faster results. So the buyer can award the contract and you can win business faster.

As we’ve discussed above, you can use the letter of intent to bid in two situations: either to meet the stated RFP process requirements or as a proactive courtesy to the buyer.

Sometimes, if a buyer requires an they provide a template to ensure they receive the same information from every vendor. In this case, simply fill out the provided document and resist the urge to add more detail.

The letter of intent to bid template is usually included at the beginning of the RFP or as an attachment at the end. However, if the buyer doesn’t offer a template or you wish to create a letter of intent to connect with the buyer, there are a few things to keep in mind.

LOI best practices

• After your decision to bid or not to bid, write and send the letter as soon as possible.

• It’s best to address the letter to the procurement manager or company contact specified in the RFP. Try to avoid a generic greeting like, “To whom it may concern.”

• Begin the letter by clearly stating your intention to bid and basic company information.

• Include contact information for the person who will manage the proposal process. This is the person the buyer should contact if they have questions, need more information or want to begin negotiations.

• After addressing the necessary information, consider including brief statement on why your company is the right fit for this opportunity. In addition, you could briefly mention past successes, differentiators, references and expertise.

• Remember, keep it short. Save the details for your RFP response.

• Avoid asking follow up questions, because they’ll likely get overlooked if you include them in the body of your LOI.

• Apply RFP response best practices to your letter: be concise, use active voice and review for grammar and spelling.

• Conclude your letter by expressing gratitude for the opportunity and offering any necessary assistance.

Letter of intent to bid samples

Now, if you’re considering adding an LOI step to your proposal process, you may want to see some real-world examples. Below you’ll find a few samples of letters of intent requested by a buyer. Then, you can compile your favorite parts to create your own template.

Customizable letter of intent to bid template

Construction letter of intent to bid sample.

This letter of intent template, provided by  Hard Hat Hunter , is specific to the construction industry. It is very short and to the point with just the basics: the vendor’s information, the project name and when the buyer can expect to receive the RFP response.

Employment agency letter of intent to bid template

Contact information, the name of the RFP and an acknowledgement of the RFP criteria are included in this sample letter of intent to bid. Offered by Golden Sierra , it is tailored to an employment and job training agency.

Municipality letter of intent to respond form

In this letter of intent to bid example, from the city of  Seabrook, New Hampshire , the city asks that all vendors respond. Consequently, the form allows vendors to select their intent to submit nor not submit a bid.

Ultimately, sending a letter of intent is just one more way to connect with and serve your potential customer. When competition is tough, every gesture matters and clear communication is crucial.

For organizations that use Responsive RFP software , creating consistent, memorable letters of intent to bid can be done quickly using templates. Automating this process is a great way to save time while also increasing your engagement with buyers.

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Padres notes: Standing by Xander Bogaerts; Jackson Merrill turns 21

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Mike Shildt knows what Xander Bogaerts’ numbers look like.

This year, for sure. But definitely over the last 12 years.

It’s all part of the equation as the Padres manager continues to write the five-time Silver Slugger’s name atop the lineup, even amid a cold start that dragged his batting line down to .200/.273/.263 to start a three-game homestand.

“There’s more confidence in a 10-plus-year sample size with a guy that’s won multiple Silver Sluggers,” Shildt said Friday afternoon.

That doesn’t mean Bogaerts’ spot in the lineup isn’t an ongoing conversation. There’s just more to it than the fact that his .535 OPS, well below his .808 career OPS, ranks last among the Padres regulars.

For starters, the Padres began the weekend leading the majors in runs (109) and were top-10 in runs per game (5.19), average (.258), on-base percentage (.333) and slugging (.418), all with minimal tinkering.

Jackson Merrill served as the leadoff hitter for Bogaerts’ lone day off this season. Otherwise, Bogaerts has been entrenched in the bottom third of the lineup. The top six spots in the lineup were unchanged until Ha-Seong Kim and Jurickson Profar were flipped in the five- and six-holes, respectively, to start the previous homestand. Fernando Tatis Jr. hasn’t moved from the No. 2 spot, the same goes for cleanup hitter Manny Machado, and Jake Cronenworth’s balky calf is the only reason he hasn’t hit third every game.

“I think that’s part of it; we’re scoring runs,” Shildt said. “I do like where a lot of the guys are in the lineup. It feels like a good place for a lot of guys for a lot of reasons. I don’t want to upset that a lot.

“Ultimately I’m going to trust Xander. The numbers on the back of the baseball card will be there.”

Merrill’s 21st birthday

Jackson Merrill turned 21 on Friday and there was plenty of murmuring in the clubhouse about the adult beverages that could be headed his way following the game.

The only thing Merrill was expecting, however, was a victory.

“That’s all I want,” he said. “That’s all I’m asking for.”

He did get out of town on the eve of his birthday, but that too involved a baseball game: He went to The Diamond at Lake Elsinore to see the friends he still has with the low Single-A Storm.

Merrill won a California League championship in 2022 playing alongside, among others, infielder Wyatt Hoffman . The son of the Padres’ Hall-of-Famer was in the stands at Petco Park earlier this year, before the start of the Storm’s season, to witness Merrill’s first big-league homer.

Merrill didn’t hesitate to return the gesture on the Padres’ off-day Thursday.

“It’s just cool to go see the people that I’ve trained with throughout the offseason, you know, see them play,” Merrill said. “My boy Wyatt Hoffman’s down there, so I wanted to go see him play a little bit. It never hurts to go watch more baseball. Regardless of the level you can still learn something.”

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