Proposal Acceptance Letter

A proposal acceptance letter is a document that is prepared by a client to send to the company that presented a proposal for any product, service, or project. This letter serves the purpose of an official notification that formally informs the company about the acceptance of its proposal. It is kept in the contract file for any future reference.

When a company seeks a contract, it sends its proposal to the client. If the client is wooed by the proposal, it would give a positive response in the form of this letter so as to properly inform the company that the client is interested in seeking their services or making a contract with the company.

The proposal acceptance letter needs to be professional and formal and should be prepared in a comprehensive manner. The client may use any available template from programs, such as Microsoft Word, or use online sources. However, it can prepare the design and template itself as well.

In this letter, the client may include different details as per its requirements. For instance, if the client needs certain changes in the proposal, it may specify those in this letter. Nevertheless, the general details remain the same, which include:

  • Details of the client.
  • Details of the company.
  • Formal notification of the proposal acceptance.
  • Changes in the proposal, if any.
  • Contract details, such as commencement, end, etc.
  • Payment details.
  • Deadline adherence.
  • Interest, trust, and confidence in the company’s services.

The proposal acceptance letter sets the basis for further meetings, discussions, or even contract formation between the client and the company. This letter may be sent through the mail or email. The channel would be dependent on the client’s policy. However, the letter template for both channels may have some slight variations.

Sample Proposal Acceptance Letter

I am writing this letter on behalf of ABC limited. Our company has thoroughly reviewed your proposal sent to us on 20th May 2033, with the offer of your construction services for the XYZ project.

After reviewing numerous proposals from different companies, I am glad to inform you that the management of ABC limited has selected your company for our project.

The commencement date of the contract will be 12th June 2033 and the ending date would remain the same as suggested by your company in the proposal, i.e. 31st December 2033. The payments would start after the end of the first month and would continue equally on a monthly basis until the end of the project.

We seek the same level of services as ascertained in your proposal. Additionally, as you are already aware of the critical nature of this project, the non-adherence of deadlines would not be compromised.

We are looking forward to working with you and forming a long-term relationship for future projects as well.

Let me know if you have any questions or need any details by contacting me on [TEXT].

Sample letter

Proposal acceptance letter