Sample Letter of Intent (LOI) or Letter of Understanding (LOU)

Letter of Intent-LOI or Letter of Understanding-LOU:

For larger contracts or big dollar supply agreements, some corporations prefer to start a relationship by issuing a letter of intent (LOI) to the successful bidder of a tender. In essence, it is an acknowledgement by both parties of their intent to carry out the offer at hand. As a buyer, you are informing the Vendor or Supplier of your intention to proceed with the commercial arrangement proposed in the bid and this is the start of the formal documentation process.

This following sample LOI can be used to get the ball rolling until formal contract documents are drawn up and executed by the involved parties.

This particular sample letter of intent or letter of understanding covers a technical supply agreement used to purchase bulk commodities with prices that might be tied to a published index or indice.

Feel free to download and use this free sample letter of intent or letter of understanding when awarding your RFP or RFQ.

Download PDF file here >>> RFQ6 – Letter of Intent

It is a little cramped as we wanted it to fit onto a single page…Note: all RFQPro.com purchased downloads include edit friendly Microsoft word templates.  If you are looking for a specific sample Letter of Intent (LOI), or LOU template we have included them in our Premium Pack and it is available for purchase by selecting the download button in the margin.

Rejection Letter

RFQ Rejection Form Letter

How to Notify Unsuccessful Bidders: Free Sample Rejection Letter

When you issue an RFP (Request for Proposal), RFQ (Request for Quotation), or ITQ (Invitation to Quote), it’s always easier to notify the successful bidder. However, it’s equally professional and courteous to inform the unsuccessful bidders of your decision. Doing so maintains good relationships and encourages vendors to participate in future bids.

Why is this important?

Vendors invest time and resources in responding to your RFP or RFQ. A clear, respectful rejection letter shows professionalism, builds trust and demonstrates transparency. It also helps vendors understand that their efforts were valued, even if they weren’t selected. This small gesture can set your organization apart as fair and ethical, which is critical for long-term partnerships.

Benefits of Sending a Rejection Letter

  • Maintains vendor relationships for future opportunities
  • Demonstrates fairness and professionalism
  • Saves time with a ready-to-use template
  • Encourages vendors to commercially improve proposals for future bids

Free Sample Rejection Letter for RFQ or RFP

If you need a quick and professional way to notify vendors they were not selected, here’s a free sample rejection letter you can use. This template is simple, polite, and ensures your message is clear.

Download your free rejection form letter here >>> rfq13-itq-rejection-letter

award letter

Award Letter for RFQ | RFP

Award Letter for RFQ or RFP:

award letterOut of all the letters a Buyer will pen during a work day, the Award Letter for an issued RFQ | RFP is the most enjoyable. Advising a successful bidder they are about to receive the contract for your business is always a pleasant task. Unfortunately, the rejection letters for the remaining bidders should also be issued around the same time. If you are looking for an example of an Award Letter you can use to notify the successful bidder they have been selected or awarded the work please see below.

You can download this free sample award letter here>>> RFQ14 – Award Letter

Visit our special offers page to purchase this template as well as a rejection letter and other everyday  documents in an edit friendly version of Microsoft Word.