Sample Letter Soliciting a Request for a Bid for a Family Event

| October 24, 2012 | 0 Comments

Our sample letter soliciting a request for a bid for a family event is perfect for finding the right catering company to service your event. When entertaining family you’ll want to especially make sure that everyone enjoys themselves to the full. The quality of the catering company you hire will have a great influence on that. Make sure that your family gets the quality food, drink, and services they deserve by making use of our sample letter soliciting a request for a bid for a family event.

Making the Best Use of Our Sample Letter Soliciting a Request for a Bid for a Family Event

You’ll make the best use of our sample letter soliciting a request for a bid for a family event by first gaining knowledge of its structure and format. As it is a formal business letter, it should be formatted appropriately. Our example is formatted in the block style, a widely accepted format for business correspondence.

The block style takes its name from the way in which the text is written in sections or “blocks,” each block being separated by a space and justified to the left of the page. This provides your letter with a professional appearance, and makes it equally easy to edit. With a bit of cutting and pasting you can speedily replace the contents of our sample letter soliciting a request for a bid for a family event with your own details.

Once you understand its format you can Download Our Sample Letter Soliciting a Request for a Bid for a Family Event and edit it on your own computer using Microsoft Word or a similar program.

We begin our sample letter soliciting a request for a bid for a family event by formatting the address appropriately. Your name and contact information are typed first, followed by the date, the name, and contact details of the reader, and finally the greeting or salutation. It should look like this:


Mrs. Amanda Jacobs
42 Old Oaks Dr.
Sacramento, CA 01-70028
Tel: 513-449-7787
Email: ajacobs@email.com

March 14, 2006

Mrs. Brenda Moore
Delectable Delights Catering Co.
101 Luscious Lane
Sacramento, CA 01-70029

Dear Mrs. Moore,

The first thing we do in the body of our sample letter soliciting a request for a bid for a family event is to notify the company that we are interested in having them provide catering for our event. We can also at this time provide them with the location, date, and time of the event. We do so simply like this:

I am writing to solicit bids for the catering of a family gathering to be held in my home at 42 Old Oaks Drive, Sacramento from 7-12pm on Saturday, March 30.

Next confirm the details of your requirements, advising the company of the number of guests you’ll have, the kinds of food and refreshment you would like to have served, and what if any extra services you might require. You can do so like this:

I would like you to provide the following items and services for 70 guests as follows:

  1. Hot and cold appetizers to be served on the lawn from 7-8pm.
  2. A meal consisting of a soup, salad and one meat, one fish, and one vegetarian entree served between8 and 10pm.
  3. A desert Buffet and liqueurs.
  4. An open bar throughout the evening.
  5. Bartender and servers.

Finally, let the company know the deadline for bid submissions if they are interested in submitting one, and provide any additional information that may help them. Our completed sample letter soliciting a request for a bid for a family event looks like this:

Mrs. Amanda Jacobs
42 Old Oaks Dr.
Sacramento, CA 01-70028
Tel: 513-449-7787
Email: ajacobs@email.com

March 14, 2006

Mrs. Brenda Moore
Delectable Delights Catering Co.
101 Luscious Lane
Sacramento, CA 01-70029

Dear Mrs. Moore,

I am writing to solicit bids for the catering of a family gathering to be held in my home at 42 Old Oaks Drive, Sacramento from 7-10pm pm on Saturday, March 30.

I would like you to provide the following items and services for 70 guests as follows:

  1. Hot and cold appetizers to be served on the lawn from 7-8pm.
  2. A meal consisting of a soup, salad and one meat, one fish, and one vegetarian entree served between8 and 10pm.
  3. A desert Buffet and liqueurs.
  4. An open bar throughout the evening.
  5. Bartender and servers.

We have hired Sacramento Party Planners to provide a tent, tables and chairs, and a food preparation area. I have spoken with Mark Reynolds who said they have worked with you in the past and would be able to easily coordinate supplies and set-up with you.

If you are interested in submitting a bid, please do so by 6pm on Friday, March 22. If you have any further questions, please contact me via email, or at the telephone number above.

Sincerely,

Amanda Jacobs

Once you’re ready to compose your own letter you can Download Our Sample Letter Soliciting a Request for a Bid for a Family Event and edit it to contain your personal information.

Tips and Useful Sentences You Can Use with our Sample Letter Soliciting a Request for a Bid for a Family Event:

  • Be sure to a bit of background research on any catering companies before inviting them to submit a bid.
  •  Be as specific as possible about what services, food, and beverages you require, as well as the amount of guests you’ll have at your event. This will help the company to submit an accurate, detailed bid for their services.
  • Examine any bid thoroughly before committing to a contract to make sure it only includes the items you require.

Category: Seeking Bids Letter Examples

About the Author ()

Melanie Walters is a writer and editor for several businesses both online and offline. Her experience with writing business letters and marketing materials has helped her understand exactly what works in written communication for businesses. In the 10 years she's been writing, Melanie has amassed a large collection of letter examples that she gladly shares with you here on Letter Example Help.org

Leave a Reply