This guide provides a comprehensive overview on crafting a bid authorization letter in English. It covers the essential format and content, ensuring clarity and professionalism in bid submissions.

Introduction:

In the world of business and procurement,投标委托书（Bid Authorization Letter）是一种重要的文件，用于授权特定的个人或公司代表另一家公司提交投标，撰写一份格式正确、内容详尽的投标委托书对于确保投标过程顺利进行至关重要，本文将详细介绍如何撰写一份符合英文格式的投标委托书，包括其格式和内容要点。

I. Format of a Bid Authorization Letter

A. Header:

- Company Letterhead: Include the company logo, name, address, contact information, and date.

- Recipient's Address: Clearly write the address of the recipient, typically the purchasing department or the person responsible for receiving bids.

B. Opening Salutation:

- Address the recipient formally, using a title and last name, such as "Dear Mr. Smith" or "To Whom It May Concern."

C. Introduction:

- Begin by stating the purpose of the letter, which is to authorize a specific individual or entity to submit a bid on behalf of the company.

D. Body:

- Clearly state the details of the bid, including the project name, bid number, and deadline.

- Specify the scope of authority granted to the authorized representative, including the maximum bid amount or any other specific instructions.

E. Authority Confirmation:

- Reiterate the authorization granted to the representative, ensuring they understand the scope of their authority.

F. Closing Statement:

- Thank the recipient for their attention to the matter and express hope for a successful bid submission.

G. Closing Salutation:

- Use a formal closing, such as "Sincerely" or "Best regards," followed by the name of the sender.

H. Signature:

- Include the signature of an authorized representative of the company, along with the printed name and position.

II. Content of a Bid Authorization Letter

A. Company Information:

- Clearly state the name of the company, its registration number, and any other relevant details that may be required by the tendering process.

B. Project Details:

- Provide full details of the project, including the project name, reference number, and any specific requirements or conditions mentioned in the tender document.

C. Authorized Representative:

- Identify the authorized representative by name, position, and contact information. Confirm that they have the necessary qualifications and authority to represent the company in the bid process.

D. Scope of Authority:

- Clearly define the scope of authority granted to the authorized representative, including the maximum bid amount, any special instructions, and the deadline for bid submission.

E. Conditions and Instructions:

- Outline any specific conditions or instructions that the authorized representative must adhere to during the bid submission process. This may include confidentiality agreements, compliance with specific regulations, or the submission of additional documents.

F. Legal and Administrative Details:

- Mention any legal or administrative requirements that the bid must comply with, such as insurance, bonding, or other regulatory compliance.

G. Contact Information:

- Provide contact information for the authorized representative and any other relevant personnel who can be contacted regarding the bid.

III. Additional Tips for Writing a Bid Authorization Letter

A. Be Clear and Concise:

- Ensure that the letter is easy to read and understand. Avoid unnecessary jargon or complex language.

B. Proofread:

- Carefully proofread the letter for any grammatical errors, typos, or omissions before sending it.

C. Attach Required Documents:

- If necessary, attach any supporting documents, such as the bid document, authorization forms, or other relevant information.

D. Follow the Tender Instructions:

- Make sure that the bid authorization letter complies with all the requirements outlined in the tender document.

Conclusion:

Writing a well-structured and detailed bid authorization letter in English is essential for the successful submission of a bid. By following the format and content guidelines outlined in this article, you can ensure that your letter is professional, clear, and meets all the necessary requirements for the tendering process. Remember to always proofread and double-check all details before sending the letter to the recipient.