SayPro Confirmation of Submission

Obtain confirmation from the client that the bid has been received and is under consideration

1. Acknowledgment of Receipt by the Client

After submitting the bid—whether online or physically—SayPro must actively confirm that the client has received it. This confirmation serves as an assurance that the bid was delivered successfully and that no technical or logistical issues hindered the submission. There are different methods to confirm receipt depending on the submission method used.

• Online Submission:
  • Automatic Confirmation:
    Many online portals and submission systems generate an automated acknowledgment message once a bid is submitted. This typically includes a timestamp, submission ID, and a brief note confirming that the bid has been received. If such a confirmation is provided, ensure that the notification is saved and documented for future reference.
  • Manual Confirmation via Email or Phone:
    In some cases, clients may not provide an automatic confirmation. In these instances, it is essential for SayPro to follow up with the client to verify that the bid was received. A polite and professional email or a phone call can be made to confirm the submission. The message should express appreciation for the opportunity to submit the bid and ask for confirmation of receipt. Sample Email for Confirmation: Subject: Bid Submission Confirmation Dear [Client's Name], I hope this message finds you well. I am writing to confirm that you have received our bid submission for [Project Name/Reference Number], which was submitted on [Submission Date]. We would greatly appreciate it if you could kindly acknowledge receipt and inform us if any additional information is required from our side at this stage. We look forward to your feedback and appreciate the opportunity to be considered for this project. Best regards, [Your Name] [Your Position] SayPro
• Physical Submission:
  • Delivery Confirmation via Courier:
    If the bid is submitted physically (by mail or hand delivery), obtain delivery confirmation from the courier service. This can include tracking numbers, delivery receipts, or even a delivery confirmation email from the courier service. Some services even offer digital signatures upon receipt, providing a formal record of delivery.
  • Receipt Acknowledgment from the Client:
    If hand-delivering the bid, request that the client’s representative sign a receipt upon delivery. This receipt should include the date and time of delivery, the name of the person who received it, and the intended recipient of the bid. This ensures that the submission was physically handed over to the correct individual and that there is a clear record of the delivery. Example:
    • “I would appreciate it if you could kindly sign this receipt to acknowledge that the bid package was received. Please also let me know if any additional documentation or clarification is needed.”

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2. Client Confirmation That the Bid is Under Consideration

Once receipt of the bid is confirmed, it’s important to verify that the client has started reviewing the bid and that it is actively under consideration. This step ensures that SayPro is aware of the current status and can follow up as needed if there are any delays or issues with the review process.

• Email Confirmation of Review Status:
  A simple email can be sent to the client requesting confirmation that the bid is being reviewed. This can be phrased professionally to express gratitude for the opportunity and politely inquire about the status of the bid. The email should ask if there is any further information or clarification required during the review process. Sample Email for Confirmation of Consideration: vbnetCopySubject: Follow-Up on Bid Submission for [Project Name/Reference Number] Dear [Client's Name], I hope you are doing well. I am following up on our bid submission for [Project Name/Reference Number], which we submitted on [Submission Date]. Could you kindly confirm that the bid is being reviewed and that it is under consideration? If you require any additional details or clarification regarding our proposal, please do not hesitate to reach out. We are more than happy to provide further information to assist with your decision-making process. Thank you again for considering our proposal. We look forward to hearing from you. Best regards, [Your Name] [Your Position] SayPro
• Phone Follow-Up:
  In cases where email responses may not be timely, or where a more personal touch is preferred, a phone call can be a more direct approach to confirming both receipt and the review status. During the call, kindly ask if the client has started evaluating the bid and if there are any preliminary questions or concerns that need to be addressed. Sample Phone Script:
  • “Good [morning/afternoon], [Client’s Name]. This is [Your Name] from SayPro. I wanted to follow up and ensure that you received our bid for [Project Name]. I’d also like to confirm that it is under review. Is there any additional information we can provide or any questions we can answer to assist in your review process?”
• Client Acknowledgment of Consideration:
  Once the client acknowledges that the bid is under review, ensure that this acknowledgment is documented. The client’s verbal or written confirmation can be stored in the bid’s internal records for future reference. This confirms that the bid has passed the initial receipt stage and is now in the client’s consideration phase.

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3. Handling Delays in Confirmation

In some cases, clients may not respond immediately or may delay confirming receipt or review. SayPro should have a protocol in place for following up on such delays, as timely confirmation is critical to moving forward in the bidding process.

• Follow-Up Strategy:
  If the client does not respond to the first confirmation request within a reasonable timeframe (e.g., 2–3 days), a follow-up email or phone call should be made. The tone should remain professional, polite, and respectful of the client’s time. Sample Follow-Up Email: Subject: Follow-Up on Bid Submission for [Project Name/Reference Number] Dear [Client's Name], I hope this message finds you well. I wanted to follow up regarding our bid submission for [Project Name], submitted on [Submission Date]. We would appreciate your confirmation that the bid has been received and is under consideration. If there are any questions or additional information required to facilitate your review, please feel free to reach out at any time. We’re happy to assist. Thank you for your time, and we look forward to your response. Best regards, [Your Name] [Your Position] SayPro
• Escalating the Request:
  If the client still does not respond after multiple follow-ups, consider escalating the matter to a higher-level contact within the client’s organization (e.g., a project manager or procurement officer). This can ensure that the bid submission is reviewed and that confirmation is obtained.

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4. Record-Keeping and Documentation

Once confirmation of receipt and consideration is obtained, it is essential to document this information for future reference. Maintain a record of:

• The Date and Method of Confirmation:
  Include details of how the confirmation was obtained (via email, phone, or delivery receipt), the date, and the contact person.
• Follow-Up Communication:
  Store copies of all emails, phone logs, and other communications with the client related to confirmation of the bid submission.
• Internal Tracking:
  Update internal systems or tracking documents to reflect the status of the bid—whether it has been confirmed as received and under consideration. This helps SayPro track the progress of each bid and follow up accordingly.

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Conclusion

The confirmation of submission is a vital step in the bid process that ensures the bid has reached the client, is under review, and is being considered as part of the decision-making process. By securing timely and clear confirmation, SayPro can maintain transparency, manage expectations, and take necessary actions to support the client’s evaluation process. The approach outlined in SayPro Monthly January SCMR-1: SayPro Monthly Bid Submission helps ensure that no bid is left uncertain and that all parties are aligned regarding the submission status.