Invitation to Quote – Sample Letter

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Looking for a sample letter you can use to invite bidders or suppliers to participate on your RFP or RFQ requirements? 

You’re in the right place. Below is a free sample invitation letter you can download and customize for your next round of quotations.

This type of letter is commonly used when issuing a Request for Proposal (RFP) or Request for Quotation (RFQ), and it helps set a professional tone while clearly outlining your expectations. If you’re working to improve your procurement workflow or strengthen vendor engagement, having a solid invitation letter is a great place to start.

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Download here>>>RFQ2 – Bid Letter

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What is a RFQ (Request for Quotation)

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RFQ is the acronym for a Request For Quote or Request For Quotation. An RFQ is a request a company tenders when they have a material or service requirement; the RFQ is basically their way of encouraging Vendors to provide a bid for their requirement. The purpose is to provide a fair evaluation for all bidders and to provide the candidates with the evaluation criteria against which they will be judged. A secondary intention, is to encourage competition amongst the bidders which will help the buyer achieve the best possible bid and cost that suits their existing requirements. The company that issues an RFQ then selects one of the bidders to complete the material or service requirement. In today’s business world it is not always about the price, other factors such as quality and delivery often take precedence over cost. Another angle or use for a RFQ is when a business includes a RFQ form on their website. This allows potential customers to contact them to request prices on services or products. An online RFQ form may help to encourage viewers to make a purchase, as it solicits action instead of passive Internet browsing.

Another term frequently used is Request For Proposal, or RFP. Although the terminology can be confusing, an RFP and an RFQ both serve the same purpose: inviting potential suppliers or vendors to submit a bid. While an RFQ is a straightforward concept, it remains a formal business document and is therefore organized into several key sections:

  1. Section One of the RFQ is basically background information on you or the company issuing the RFQ.
  2. Section Two of the RFQ is often called “Required Deliverables.” This section describes the material requirement in detail, the scope or the desired end product if it is a service requirement. The RFQ should detail any special requirements the company is wanting.
  3. Section Three of the RFQ is the Assumptions and Agreements section. This section describes the terms and conditions of the tender, items such as a project budget, a bid limit, safety and regulatory requirements, what types of travel expenses or per diem the company will provide, the process used to approve the product or materials, and so on. By submitting a bid, the contractor is agreeing to abide by the terms and conditions of the tender. An RFQ also provides information for suppliers and vendors to use to submit their bid. This information may include a bid submission deadline, a bid form, bid requirements or information that the bid proposal must include to be considered, and the selection criteria or factors that will determine which bid the company chooses.

There are many free RFQ template examples available online. It is best to find one that is industry specific, as it will include more pertinent terms and conditions related to your field and to your needs.

Free Web Design RFQ / RFP Template

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If you’re looking for a clear, professional starting point for requesting quotes or proposals for website design services, this free Web Design RFQ / RFP template is exactly what you need. Nearly every organization today requires a modern, functional website—but navigating the procurement process can feel overwhelming for business owners, nonprofit leaders, and administrators who already have full plates. A well‑structured RFP removes that friction by giving you a ready‑made framework to communicate expectations, compare vendors fairly, and ensure you receive proposals aligned with your goals.

This sample RFP—originally developed by NPower Seattle—demonstrates what a complete, professional request looks like. It outlines the essential components of a web development project, including purpose, scope, objectives, timelines, evaluation criteria, and required qualifications. For example, the document clearly states that the goal is to “design, develop and host the Association’s web site… a concept to completion production”. It also emphasizes the need for a modernized, intuitive, and visually appealing site that reflects the organization’s mission and supports long‑term content management.

The template goes beyond design aesthetics and addresses operational needs such as content management, accessibility, and integration. It specifies that the site must be “easy and intuitive, visually pleasing, informative, safe and secure, quick to load and operate”—a concise checklist that applies to virtually any organization seeking a professional web presence. It also highlights practical requirements like ADA compliance, browser compatibility, and fast-loading pages, all of which are still relevant today.

What makes this template especially valuable is its comprehensive structure. It includes sections on proposal guidelines, contract terms, organizational background, audience demographics, and detailed scope expectations. For instance, the Scope & Guidelines section outlines the need for a content management system, consistent design, intuitive navigation, and features such as search tools, job postings, listserv capabilities, and branch locators. These examples help you think through what your own organization may need, even if you’re not yet sure how to articulate it.

By reviewing and adapting this sample, you can quickly build a tailored RFQ or RFP that reflects your organization’s goals, technical requirements, and budget. Whether you’re a nonprofit, small business, or community organization, this template gives you a strong foundation for a smooth, transparent procurement process—and ultimately, a website that serves your audience effectively.

Download this professionally structured Web Design RFQ / RFP template and use it as your starting point for planning, budgeting, and selecting the right web development partner.

Download sample RFP document in PDF format here>>> RFP_web_sample