Format of letter requesting client for extension of the due date of bid submission

There is a prescheduled time frame to submit your bid for every NIT. If you watch a notice inviting tender (NIT) lately and feel that there is very less time to participate, you can write a letter to the customer requesting to extend the due time of bid submission. Here is a typical example of such letter.

When you are preparing a techno-commercial offer against a notice inviting tender, you have to assess the entire scope of supply and work to get an exact estimation and pricing. Accordingly, sometimes you may need a few more times than the specified time schedule to submit your offer mentioned in the NIT. In such case, you may send a requesting letter which is one of the important types of business letter, to the notice inviter to extend the time schedule for bid submission which is mentioned in the NIT and customers often consider such request if they feel its reality. However, a typical format of the letter on this subject is being given below for your reference. Also, note that you need the letterhead of your organization to write such a letter and to get a positive result. That's why the sender's address is skipped here.

To
[Name of Purchaser (organization)],
[Address of the organization]

(you have to write the name of the contact person and his designation which have been mentioned in the NIT for communication. If there is none to communicate, write the name and designation to whom your offer will be addressed as written in NIT. Write Mr. for male and Ms. For female before the name of the contact person)

(Make the subject line in bold to highlight the matter)

(Salutation will depend on the gender of the person who is being addressed in the attention line. Use Madam Instead of Sir if the person is a lady)

(Note that name of work will be same as asked in the NIT or what your organization serves. Note that both will be the same because only in that case your organization will be interested to participate in that NIT)

Thanking you,
Yours truly,

Article by Chaitali Ray Chaudhuri (Datta)
Chaitali is a freelance writer from India, likes to share knowledge/information through her various articles to continue her writing passion and an editor of the most successful educational portal IndiaStudyChannel.com, shortly ISC.

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