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Customized RFP and Tender Invitation Emails

December 10, 2015 by Andres Kuuse

Email concept with envelope design, vector illustration 10 eps graphic.In response to a common user request, we have now made it possible to edit the invitation email. Now you can use your own customized message when inviting suppliers to participate in RFPs and tenders rather than using a standard, pre-designed invitation email.

Here’s all you need to know about creating a customized invitation email:

 

1) Where do I find this feature?

When composing a new request, scroll down the page. Right below the “Enter emails of the participants” field, you will find the customization feature.
Customise RFP e-mails, Enter e-mails of the participants

2) How do I write my custom message?

Click “yes” and the field expands. This is where you’ll compose a custom invitation message, just as you would compose a standard email.
Edit RFP message
Customize the entire RFP invitation letter by removing or adding text.

*Important: You can not remove the {$link} field. You may change its location and add text before or after, but this can not be removed. The {$link} field is necessary to ensure the supplier can access the RFP and tender documents and submit a bid.

3) Can I automatically insert information from the RFP?

You can use the Merge fields below to help you to automatically insert information from previously filled-in fields on the RFP.

{$name} - name of the request.
{$description} - description of the request.
{$link} - link for suppliers for entering bids.
{$deadline} - end date and time.
{$user} - name of the buyer.
{$company} - name of the company.
{$contactline1} - phone (from user profile).
{$contactline2} - mobile

For example, if you enter {$deadline} into the invitation letter, suppliers would see it in the following format: 10. December 2015 12:00 (UTC+02:00)

These fields can be found in the drop-down menu found by clicking the button “Insert fields.”

4) Is there a way to preview my custom message?

Click “Preview” on the right-hand side, and the invitation message is displayed just as the suppliers would receive it.

The RFP invitation letter shown above would be received by suppliers in the following format:
RFP preview

We hope being able to customize the invitation letter is a useful feature for when you’re sending out RFP invitations. If you have any questions, please do not hesitate to contact us via email at support@deltabid.com or via the chat located on the lower right-hand side of the DeltaBid website.

Andres Kuuse

Written by Andres Kuuse

I am a co-founder and the Customer Support representative at DeltaBid. I’m passionate about creating an easy to use tool that helps procurement and e-sourcing people do their job better. Just as SalesForce revolutionized sales development, we will revolutionize procurement.

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