Turning Down a Contractor Letter

Informing a contractor that a bid has been made

Dear Mr. Lambert,

Thank you for submitting your project proposal for the West Wing Building A renovations. Our board has made the decision to award the contract to Kellan Installations & Molding LLC.

We thank you for your time. If we ever are in need of your services, we will contact you for future bids.

Regards,
Natalie Clarens

Request for Proposal Letter

Dear Mr. Schrader,

We must receive a proposal from your company for the renovation project as soon as possible. We need to see an official bid and blueprints of the design study for consideration. We will be approving funding for bids within the week.

Regards,
M. Myers

Negotiating Price Rate with a Freelance Contractor Letter

Getting the price down pat with a contractor can be tricky, but here's a letter affirming the freelancers ability and at the same time convincing him to make a decision on the rates.

Dear Ted,

Got your email :) There's no doubt about the quality that you put in your work.

So in terms of project rates, how can we meet at the middle to push this through?

There is a budget in place as I've mentioned its $2500 per contract and that amounts to guaranteed work for the whole year. I do not want to put you on the spot as much as possible, so that's why you need to tell me your industry rate for this kind of project before we meet the clients.

The good news is, since this is the first contract work with Medea Inc. and you are the first contractor to offer HD capability, technically the only one to offer this service to them. You have the market cornered, for sure there is a repeat business here. Let me know your decision as soon as possible.

Regards,
Leon Sturgess

Sample Invitation Business Letter to Trade and Industry Event

Sample Business letter promoting a marketing and trade event, also inviting other contractors and suppliers to sign up and register.

Dear Gillian,

The North Business Contractors Development Society in partnership with the Foreman Marketing and Communications Group is conducting a three day Open market affair for Contractors - “Making Contract Work Count for You by the Hour” on October 10, 2011 (Sunday) at the Bayridge Auditorium Hall B.

The forum will have an in-­depth discussion of the ABC’s of marketing, basics of contractor agreements and case studies. There will also be a job fair and contract work market where selected participants can promote their services to potential partners and investors in the region.

In line with this, we are inviting you to participate in this once-in-a-­lifetime event that offers talks by industry professionals on Trade and Industry Knowledge on Construction and Installation services.

A special early bird rate for freelance contractors is $300 and is due on August 12, 2011 (Friday). Kindly submit your registration forms to mwhitehall2011@gmail.com and make payments at the marketing office to complete your registration. Look for Mr. Marion Whitehall to inquire about other payment options other than cash or check (bank deposit, paypal or wire transfer) for further inquiries.

Hoping for your positive response on this matter. Thank you and we look forward to a longstanding partnership with you. Hand in hand, let us all uplift the future of the trade industry this endeavor.

All the Best,
Lalaine Whitehall
Contractor Services, LLC
Regional Officer
State League of Contractors

Follow-Up Letter Regarding Salary for Contract Project

Asking an employer for payment for freelance contract work done for his company.

Dear Mr. Gunther,

Greetings!

I would like to personally ask you about the status of my talent fee for the renovation projects we've done. I've been following up with Chantal your secretary, but to no avail. I hope you can advise me when I can get my check. Is it possible to receive my ful payment this month?  

I hope to hear from you soon.

Thanks,
Harry the Repairman

Letter Politely Declining Bid from Contractor

Here's a letter informing a contractor that his bid or quotation has not been chosen for the project.

Ampersand Contractors
45 Melrose Place
90210 Beverly Hills, CA

Dear Mr. Ampers,

Thank you for the time and effort you spent in preparing your quotation for the "Office Renovation of City Hall" last March 14, 2010.

We regret that we are unable to grant you this contract because of annual budget considerations. Be assured that you will be included in any future invitations to bid.

Sincerely,
Wallace Purdue
Administrative Services Officer