Responding to a general contractor’s invitation to bid (ITB) is more than a formality – it’s your first chance to make a good impression and set the stage for a successful bid. By replying promptly and professionally, you demonstrate reliability and improve your odds of winning work.
In this guide, we’ll cover best practices for replying to bid invites, including what GCs look for in early responses, how to craft concise acceptance or decline emails, and ways to streamline the process (like using one-click responses). Let’s ensure your bid invitation responses help, not hurt, your chances.
Why Your Bid Invitation Response Matters
General contractors typically send ITBs to a select list of subcontractors they’re considering. How and when you respond can influence whether you stay on that list for future projects. A quick, clear reply shows respect for the GC’s timeline and helps them plan coverage.
In fact, GCs often use early responses to gauge subcontractor interest and adjust outreach if needed. If you ignore an invite or wait until the last minute, it can appear unprofessional. On the other hand, a timely response – even if it’s a polite “no” – maintains your credibility and keeps doors open for the next project.
What are GCs looking for in your reply? First off, a definite answer. They want to know if you plan to bid or not, so they can either count on your proposal or seek alternatives.
If you say “Yes, we’ll bid,” the GC expects you to meet the deadline and deliver a competitive proposal. If “No,” they appreciate honesty so they’re not left hanging – especially if you express gratitude for the opportunity and interest in future work.
GCs also value any quick clarification questions you might have; it shows you’re reviewing the documents closely. Overall, an early response that is gracious, clear, and informative signals that you are organized and easy to work with.
Key Points for Responding to Invitation Letters
When that bid invite hits your inbox, follow these best practices to put your best foot forward:
Acknowledge Quickly
Aim to respond as soon as you’ve determined your interest. Even if you need to review plans more thoroughly later, send a brief confirmation of intent.
GCs appreciate knowing upfront if you’re in or out. A prompt “Yes, we’ll prepare a bid” or “No, we must pass this time” can set you apart from competitors who stay silent.
Be Polite and Professional
Always thank the GC for the invitation. It costs nothing and starts the exchange on a positive note. Whether accepting or declining, express appreciation for the opportunity – it shows respect and leaves a good impression.
Keep your tone courteous and avoid overly casual language; you can be conversational but still professional.
State Your Decision Clearly
Don’t bury the lead. In the first line or introduction of your email, explicitly say whether you will bid or will not bid on the project. Clarity helps the GC update their bid list immediately.
If declining, use a direct phrase like “we will not be submitting a bid on this project” so there’s no confusion. If accepting, a simple “we plan to submit a proposal by the deadline” does the job.
Provide a Brief Reason (If Declining)
You’re not required to give a detailed explanation for saying no, but a short, honest reason can be helpful and shows professionalism.
For example, cite a schedule conflict, project scope mismatch, or capacity issue – “Unfortunately, the timing overlaps with another project, limiting our capacity.”
Keep it positive and avoid criticizing the project. The goal is to be transparent without burning bridges. A brief reason plus a thank-you is enough.
Express Interest in Future Opportunities
If you decline, make sure to leave the door open. Let the GC know you value the relationship and hope to bid on a better-fit project down the line.
For example: “Please keep us in mind for future projects that align more closely with our scope.” This assures them that your no is “not never, just not this one”, which can help you stay on their bidders list.
Confirm You Have the Documents
When accepting, it can be helpful to mention you’ve received the plans and specs, and that you’ll reach out with any RFI (Request for Information) questions.
GCs want to know you’re actively engaged. A line like “We’ve downloaded the bid documents and will review immediately” shows diligence. Also confirm any bid due date and your intent to meet it: e.g. “We will submit our proposal by [Date] as requested.”
Keep It Short and Focused
Respect the estimator’s time on the GC side. They don’t need a long essay – just your decision and any pertinent info in a few sentences. Avoid extraneous details or marketing fluff in this reply. The clarity and brevity of your email itself will convey professionalism.
Use a descriptive subject line (e.g. “Bid Invite Response – [Project Name] – [Your Company]”) to make it immediately obvious what your email is about.
By following these practices, you demonstrate that you’re a responsive and organized subcontractor. GCs notice these small things – a well-crafted response now can set a positive tone for the rest of the bid process.
Sample Bid Acceptance Email Template
Below is a simple template you can use as an outline to write and accept a bid invitation. Feel free to adjust the wording to fit your company’s voice, but keep the key elements: thanks, clarity that you’ll bid, and an offer to communicate further.
Subject: Invitation to Bid – [Project Name] – Confirmation Hi [GC Name], Thank you for inviting [Your Company] to bid on the [Project Name] project. We are pleased to confirm that we will be submitting a bid for the [describe your trade scope] package. Our team has downloaded the plans and specifications and begun our review. We will deliver our proposal by the stated deadline of [Due Date]. In the meantime, if we encounter any questions or need clarifications, we will reach out promptly. Thank you again for this opportunity – we appreciate the chance to work with [GC Company] and look forward to preparing a competitive bid. Sincerely, [Your Name] – [Your Title] [Your Company Name] [Contact Information]
This email hits all the notes: it’s prompt, gracious, and lets the GC know to expect your bid. You’ve signaled that you’re on top of the documents and requirements. GCs can now confidently list you as a “will bid” and focus on other trades.
Sample Bid Decline Email Template
Declining an invite can be uncomfortable, but when done professionally it “keeps the door open” for future work. Here’s a template for saying no while preserving the relationship:
Subject: [Project Name] – Bid Invitation Response Dear [GC Name], Thank you for the opportunity to bid on [Project Name]. We have carefully considered the invitation, and we respectfully decline to bid on this project. Unfortunately, [give a brief reason, e.g. “the project timing overlaps with other commitments” or “the scope falls outside our current focus”]. This decision was difficult, as we truly value our partnership with [GC Company]. Please know we remain very interested in future opportunities to work together. [Your Company] is continuously looking for projects that align with our expertise, and we hope to be invited to bid on such projects down the line. Thanks again for considering us. We wish you success with [Project Name] and look forward to the possibility of collaborating on a more suitable project in the future. Sincerely, [Your Name] – [Your Company] – [Contact Info]
In this decline letter, we: 1) thanked them, 2) clearly said we’re not bidding, 3) provided a brief, tactful reason, and 4) expressed interest in future work.
This approach is recommended by proposal experts – it maintains professionalism and can even strengthen your credibility by showing honesty and strategic focus. Importantly, send your “no bid” response as soon as you know your decision (don’t wait until bid day). An early no gives the GC time to find another sub and appreciate your promptness.
How Downtobid Simplifies Bid Responses
Let’s face it: keeping up with dozens of bid invitations via email can get chaotic. Many subcontractors struggle to even find every ITB in their cluttered inbox, let alone respond promptly to each.
This is where technology like Downtobid can be a game-changer. Downtobid’s bid management platform helps subs organize invites and respond in one click, so nothing falls through the cracks.
All Your ITBs in One Dashboard
Downtobid automatically pulls in bid invitation emails from your connected inbox and lists them on a centralized Bid Board.
Instead of hunting for that invite buried under spam, you’ll see every new ITB, its due date, and project details at a glance. This visibility alone saves hours and ensures you don’t miss opportunities.
One-Click Responses
When an invite comes in, you can reply directly from the Bid Board interface with a single click. No more logging into multiple GC bid websites or composing emails from scratch. If you’re interested, hit “Accept” (or a similar button), and Downtobid will notify the GC of your intention.
If not, hit “Decline”, and it can even send a courteous no-bid reply on your behalf (using your predefined template). This addresses a huge pain point – many subs admit they’d respond to more invites if it were as easy as clicking a button. Downtobid delivers exactly that convenience, eliminating the friction that often stops busy estimators from replying.
Auto-Tagging and Tracking
Each invite on the board is automatically tagged and organized by project, client, and status. For example, once you click Accept, the system might tag that ITB as “Bidding” and highlight it on your calendar.
If you click Decline, it tags as “Declined” and (optionally) removes it from your active pipeline. This auto-organization keeps your bid list tidy without manual data entry.. You can sort or filter invites by GC, due date, or tags to prioritize easily. Essentially, Downtobid acts like an AI assistant that reads your bid emails and categorizes them for you.
Template Replies and Communication
Downtobid allows you to store email templates (like the ones above) for accepting or declining. With 1-click response, those messages can be sent out instantly, complete with your thank-you and branding.
It’s not only faster but also ensures consistency – every GC gets a thoughtful response, even when you’re swamped.
Plus, because it’s integrated with your email, GCs receive your replies from your actual email address, not a random platform notification, which means they’re more likely to see it (one reason generic bid platform emails often get ignored by subs is because they look impersonal or get filtered out).
Never Miss Follow-ups
When you respond via Downtobid, the invite stays on your board for tracking. You’ll see if any addenda or RFI questions come in, because Downtobid will automatically thread those related emails with the invite. GCs also appreciate when subs stay on top of updates.
By consolidating all bid communications, Downtobid makes it far less likely you’ll miss an addendum or an update to the bid schedule – no more “Oops, I didn’t see that revised spec sent last week.”
Downtobid streamlines bid invitations: detecting them, helping you respond faster, and organizing everything centrally. As a sub, you can reply to more invites with less hassle and fewer errors. Remember that Reddit discussion where subs ignore cumbersome invites? Downtobid solves that by making the process painless for you – and GCs get the timely responses they need.
Conclusion
Responding to bid invitations is a small but vital part of the preconstruction process. By responding quickly, clearly, and professionally to every ITB, you build a reputation as a reliable partner – the kind of subcontractor GCs want on their bid list.
Use the templates and tips above to craft your acceptance or decline emails with confidence. And consider leveraging tools like Downtobid to automate and simplify the workflow, ensuring no invite gets lost and no response is delayed. With a bit of upfront effort (and smart tech), you’ll turn bid invitations from a source of stress into an opportunity to shine, ultimately helping you win more work in the long run. Good luck, and happy bidding!