In the process of forming a request for a commercial proposal, there is no strictly established document structure, and each company develops its own template. Although the form of the letter is arbitrary, it is possible to use a template used in government procurement, adapting it to the specifics of your own company.
Despite the lack of a strict form, there are recommended elements of a proper RFP that will help you create an effective document that will be well received by your potential partner:
The customer's details, such as legal address, TIN, OGRN and contact phone number, can be included in the letter. Usually, the request for a commercial proposal is made on the company's letterhead, which contains all the necessary details. If it is not available, the details should be indicated in the "header" of the document (for example, like this: OOO Sunrise, Moscow, 115280, Avtozavodskaya St., 26, office 4, tel.: +7 (495) 215-00-00, e-mail: [email protected]).
Indication of the date of preparation hungary email list of the letter and the outgoing number for reporting (for example: 06/20/2022, No. I-56).
A title that clearly reflects the purpose of the request (for example: “Request for a commercial proposal for the supply of upholstered furniture”).
A polite address to a potential seller or contractor, which can be either personalized (for example: “Dear Dmitry Mikhailovich”) or generalized (“Dear supplier”).
Indication of the reason for the customer’s request (“Our company is opening an additional office and needs to purchase office furniture,” etc.).
Description of the product of interest, including name, dimensions, quality level, as well as clarification of the required volume and, if necessary, an indication of the article number.
Please provide a commercial offer indicating prices and delivery terms.
Additional information: request for copies of quality certificates, etc.
Setting a deadline for the expected response (for example: “Please send a response by 06/25/2022”).
Conclude the letter with gratitude for attention and expression of hope for long-term cooperation.
Indication of the full name of the responsible person, his/her position, and signature with transcript.
Unlike a document from a budgetary organization, a request for a commercial proposal from a private company may be less detailed and formal, but the basic structural elements of the letter must be observed.
The form is arbitrary, but it should be drawn up according to the general rules of business correspondence, preferably on the organization's letterhead with the relevant details. In this case, you can follow the recommendations of GOST R 7.0.97-2016. It is important to adhere to politeness, goodwill, compliance with the rules for drawing up commercial documents and business etiquette.
The recipient of a CP request is usually interested in a prompt response, given the potential deal. Therefore, it is advisable to formulate the text in such a way that the recipient is interested in cooperation. The data in the letter should be clear: indicate who you are, what product you are interested in, in the current volume and time frame. Mentioning the source of information about the product and the company, as well as highlighting the benefits of cooperation, can be useful ("In the future, we plan to open two new branches, where we will need furniture," etc.).
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