Category Archives: Other Invitations

Bid Invitation Letter with sample

Perhaps you are planning to embark on a new construction project but you are short on manpower or someone to head the project. As the contracting agency, you have to publish a public announcement of this bid in order to alert interested contractors and the rest of the general public that you have a pending contract. That’s what a bid invitation letter is for and I’m going to show you how to write one in this article. Most of what I’d be talking about here, is to help you familiarize yourself with the process of writing a bid invitation letter. So, let’s get started.

What is a Bid Invitation Letter?

I already mentioned that a bid invitation letter is a way of publicly announcing your pending contract. In simpler terms, I’d say a bid invitation letter or an invitation to bid letter is a kind of letter written by you [the soliciting company] and sent out to contractors to enable them get acquainted with the project and tender for the contract. You are inviting interested contractors to bid for the project.

By doing this, you are able to have a wide variety of potential suppliers to choose from and you get to choose what fits your company’s budget the most. Your invitation to bid should contain very important details like the terms & conditions of the bid, description of the building, its location, and the opening date & deadline for acceptance of bids.

What’s the difference between Bid Invitation Letter and Request for Proposal?

Well, I actually thought you might have this question so I decided to provide an answer to help you understand. An invitation to bid letter and a request for proposal are similar in the sense that they both require contractors to submit a bid proposal so that they can be considered for the contract. However, invitation for bid is focused on pricing – comparing contractor prices and then choose the most suited [usually the lowest]. Request for proposal on the other hand, considers other options including the pricing. You’d be looking out for concepts and ideas that stand out and can get the job done for your company effectively. This could mean that you may choose someone whose price isn’t the lowest but has a better concept and approach to the project than the lowest bidder. So, I had to tell you this so you’d know and decide on what kind of bid you’d like to send out.

Considerations when writing a Bid Invitation Letter

Here are a few guidelines and points you shouldn’t overlook when putting your bid invitation letter together.

Be very thorough in your research.

Make adequate research and get yourself acquainted with the project before you start to send out your invitation to bid. You should conduct a research to determine the average cost price for the project, what kind of materials would be needed, estimated implementation time and any other thing you consider necessary. This will help you craft your specifications better when writing the letter and then choose the most suited candidate for the job when it is time.

Give a Detailed Project Description and make sure your letter is clear and concise

While writing your project description, make sure you include everything necessary. This way, the contractors bidding for the contract won’t be left trying to fill out the blanks themselves. Include important details like the start date and deadline for the bidding, terms & conditions amongst other things.
You should keep your Bid Invitation Letter clear and concise. Instead of telling stories, go straight to the point, stating the purpose of the project, a brief description of what it looks like, and the requirements. It’s professional plus it allows your target contractors understand what you expect from them.


Try to ask the bidders for specific details so you can be able to have a feel of their work quality and include your contact details. Be sure to specify your terms clearly so they don’t misunderstand you.

Contents of a Bid Invitation Letter

I put together a list of what a bid invitation letter should contain. The purpose of this is to help you accurately draft your invitation to bid, covering all bases at least. Also, like I mentioned earlier, it’d help the bidder prepare their tenders accurately, watch company following your already laid down standard.
Hence, your invitation to bid should include:

  • A header – clearly stating the name of the letter [Invitation to Bid]
  • Name of the company soliciting the bid and project name.
  • Location of the project. If there will be a pre-order conference, you should include it in the letter as well. Don’t forget to add the address where this conference will take place.
  • Guidelines for submission and penalties [if any]
  • Include the location where the bid will be collected, the opening date and deadline for the bid.
  • Information required from the bidders. Please, do not fail to mention anything important here. You should list it out so that they can easily understand it and start putting together the materials.

Bid Invitation Letter Sample.

[Company Address] [Phone Number and Fax] INVITATION TO BID

TO: __________________________ DATE: January 2, 2017
FROM: ________________________ PAGES: 1
RE: [Name of Company and Name of Project]

Project Description:
This project involves the construction of a new 6,000 square foot story [name of project] building. The building project includes waterproofing, building insulation and [list the requirements of the project]. The sitework which has a work area of about [no. of acres], involves construction of parking areas, sidewalks, landscape irrigation and [include additional constructions that will be made].

Items to note:

  • A mandatory pre-bidding conference is scheduled for January 31st, 2017 at 10:00 AM. It will be held at the [following location] and lateness will attract certain penalties.
  • A site meeting may be held and attendees must provide a hard hat and reflective safety vest.
  • Your company is responsible for knowing any changes or modifications made during the pre-bid conference.
  • The Bidding Requirements, Conditions of the Contract and General Requirements within the project specifications must be reviewed and understood by all bidders. Bids that do not meet the required specification will be rejected.
  • Please note the required Alternate # 1 and Unit Price bid schedule on the bid form.
  • Minority/Women Business Enterprises (M/WBE) and Disadvantaged Business Enterprises (DBE) are invited to submit bids.
  • Worker’s Compensation compliance (subcontractors need to provide insurance company as “insured by”), Davis-Bacon prevailing wage rates, and Federal Aid Contract provisions apply to all bidders.
  • Visit [include website URL] and click on “bidding” to review our standard subcontract terms.
  • There are specific insurance requirements noted. Minimum insurance coverage is summarized in Sample Certificate of Insurance. There are specific safety requirements – See Subcontractor Safety Qualifications (SSQ).
  • Drawings & Specifications are available for purchase at [address]. Drawings are available for examination at [address].
    **This bid is due Wednesday, January 31st, 2018 at 1:30 PM**
    Please indicate if you will be bidding on this project and email me at [email address].
    Yes, I will be Bidding: ________ No, I will Not be Bidding: _________
    Business Name: ______________________________________________________________
    Contact Name: ________________ Office: _________________________ Cell: ____________
    E-mail: ______________________________________________________________________
Job Fair Invitation Letter to Employers

Job Fair Invitation Letter to Employers – Career Fair samples

Job fairs are the highlight of the job-seeking and hiring experience for most students and employers, respectively. They are a great platform for prospective employees to let their wide-eyed innocent imaginations run wild with expectations. And they are the perfect place for recruiters to prospect for significant potential contributors to their establishments. Little wonder it’s also considered speed dating for companies and job seekers.

If you are an organizer of these events, it is common knowledge that the success of a job fair is hinged on a few important aspects of the career expo. But nothing impacts the quality of the event like the quality of recruiters that attend the event. And what better way to get the attention of recruiters than writing top-notch Job fair invitation letters to employers?

Tips for Writing a Job Fair Invitation Letter to Employers

Writing a job fair invitation letter requires a similar amount of finesse and precision that other formal letters do. It is important that they are straight forward, and bear the right amount of information to get your invitees interested in the event enough to want to attend it. Remember that it is an invitation letter.

  • Fine Tune Your Organization:

Before drafting a job fair invitation letter to employers; as with every other formal request – get your details together such that you wouldn’t have to send out follow-up letters indicating a change in arrangement. This might be unavoidable sometimes – but as much as you can, avoid anything that would rub off wrongly on your consistency and the quality of information you are trying to relay.

  • Pick a Great Location:

The location is the life blood of any great event. The venue of a job fair should be somewhere that will be comfortable and would excite your prospective guests.

  • Leave a Contact

Remember to leave a contact that is reliable and, if possible – dedicated exclusively to the event. This will be the primary point of contact for the employers who have questions about the fair or want to respond to the invitation

  • Shorter Events Will Attract Better Prospects

Shorter events are a much easier to look forward to than overly long events. Even the most extroverted recruiters have their human limits.

  • If You’re Seeking Exclusivity, Make It Invite Only

Nothing screams “exclusive” like invite only events. This will restrict the event to only guests; both employers and job seekers – that are invited to attend.

 Sample Job Fair Invitation Letter to Employers

A job fair invitation letter to employers may be written from a variety of sources, but with the same aim. However, the purpose of organizing the job fair should be indicated as applies. For a school, it would be a great way to connect their students to employers and for some organizations, it may either be done as good will or as a means of creating opportunities for their employers when they are shutting down operations.

Sample Job Fair Invitation Letter to Employers (From a School)

Name of School
Name of Carrer


Human Resource Department
Name of Organisation/Employer
(City, State, Zip Code)

Dear Sir/Ma

We are writing to invite you and your organization (Insert Organisation name), as a public service to our to our (insert name of career fair expo) from (insert time)  on (Insert date).

We are currently seeking employers, business owners, and organizations that are currently looking to fill various positions with suitably trained individuals of relevant work experience.

We are hoping that they would participate in the career fair expo (name of career fair expo), to be held at the (Address of the career fair expo).

The purpose of the event is to provide a means to help our students and the community.

On behalf of (name of school), we hope that you would consider this request, while we will follow up to determine whether you wish to participate in this event.

When your participation is confirmed, a packet containing further information about the event will be sent to you.



Career Fair Expo Coordinator, (name of school)



Sample Job Fair Invitation Letter to Employers (From an Organization)




Employers/Organisation Name


Dear Sir/Madam,

We are writing to inform you that our organization (insert name) is organizing a 2017 job fair under the theme “add theme.” The Job fair aims to bring together employers, experienced professionals and entry level individuals under one roof between the (insert date) at the (insert address).

It is our belief that the Job fair will offer both employers with an excellent opportunity to deal with their active and future staffing requirements.  Your participation is therefore highly essential, as you will come across the best candidates/professionals in the job market. Moreover, supporting high quality and innovative recruiting, investing in human resources and assisting in the capacity building of (insert country) as a participant will contribute in the human resource development o f the country.

Find enclosed within the letter, additional details about the upcoming Job fair.

Thanks for your kind consideration







Church Invitation letter to a Worship Event

What is a church Invitation Letter?

What is a church invitation letterA church invitation letter is a document used to formally request the attendance of a person or a group of people to a church event. It is an invitation letter that can be used either to invite members of the community to attend a church event or to invite another church to participate in your event. It may also refer to an invitation addressed to a preacher to minister at a church event.

There are many para church ministries today who are always wanting to invite churches and other para-church ministries to their events. The sample invitation letter below can be adapted to any such situation. Whether you are a youth leader looking to invite other youth ministries to your event or you are a new musical band, looking to invite some groups to your event, this sample invitation letter would be useful.

Before you write your invitation letter!

If you do not have Grammarly – A grammar checker that I use every day for all my writing, please get it free from here Now. Grammarly. You can read my full story on how I discovered Grammarly here.

Sample Church Invitation from one church to another church

The Agape Church
123 Stodes road, Kingston, Ontario.


April 15 2012
Rev Matt Anderson
The Redemers Baptist Church
Kingston, ON.

Dear Rev Anderson,


You and your entire church family are cordially invited to a 2 day worship experience taking place at the K-Rock Center on Friday and Saturday June 12th and 13th, 2016 at 7pm – 10pm on both days.

The Main worship band at the event will be the Solid Rock Band. This a worship band that seeks to draw the body of believers beyond simply singing to a more spiritual and life transforming communion with God.  The band comprises of 3 singers who have been in the music ministry for over 10 years. As a band the have released a 5 worship CDs and in 2011 the won the dove award for best inspirational worship.

We are privileged to have them this years since they are usually booked for many months ahead of time.

This is a free event but free will offerings will be taken during the meetings.

Our prayer is that the body of believers in Kingston will all come together to worship our Lord Jesus Christ.

Yours in Christ

Rev. Dave Solomon
The Agape Church

Sample Letter to Invite the Mayor to speak at an event

Inviting the mayor or any other dignitary to your event is important on two fronts. It helps you announce to the Mayor’s office that you are doing something and if the Mayor is able to attend or sends a representative, it give your event more credibility (depending on the popularity of the mayor) at least in some quarters. How does one go about writing an invitation letter to a Mayor. You simply follow the same format for writing any formal letter. However, you must remember to address the Mayor or any other dignitary properly.  It is also important to print the letter on your organization’s letterhead paper or design a simple one and print on quality paper.

Before you start writing your invitation letter!

If you do not have Grammarly – A grammar checker that I use every day for all my writing, please get it free from here Now. Grammarly. You can read my full story on how I discovered Grammarly here.


Here is a sample letter of invitation written to invite a Mayor to Speak at an event.

[Use the Letter Head Paper of the Club]

The Young Engineers Club of Queens University

Address of the Club, Website,

12th January 2013


Dear Honorable Mayor John Smith
The Office of the Mayor
City Hall
Address of the Mayor



The Young Engineers Club of Queens University, cordially invites you to speak at the closing ceremony of our 3 days Love your Neighbor initiative at the K-Rock Center at 10am, Saturday the 12th of June 2013.

For 3 days The Young Engineers Club of Queen University Kingston will be serving the people of the Kingston Community by helping those with various kinds of needs. Last year we help 30 seniors and 5 widows to do various menial jobs such as cleaning their windows, mowing the lawn, moving of furniture, arranging the garage and just keeping them company. In addition to this, we removed graffiti from some major public buildings such as the XYZ School.

The event will feature the Rockies music band, and a few speeches from the president of the University and some of the people that the event has touched. We have invited many of the businesses in the city and we look forward to hearing from you our honorable Mayor.

The Young Engineers Club of Queens University was started by Dr Steven King in 1949 and has been going strong since then. The Love Your Neighbor initiative started last year. It was a great success and we are sure this year’s event will have a similar response judging from the numbers of volunteers that have registered.

To confirm your attendance or for further details please contact me at 613-555-5555 or via email at

Thank you for your consideration

Yours sincerely,

Insert Signatures here
Betty Jugo                                                                                                           Sam Mani

President                                                                                                            Secretary