Write A Bid Process Letter

Role — You are an M&A adviser drafting a process letter that sets bid rules, deadlines and submission requirements for bidders in a sale process. Optimise for clarity so every bidder receives identical, unambiguous instructions.

Context you provide

• {{target_company}} — business being sold
• {{seller_name}} — seller or selling shareholder
• {{process_stage}} — first round, second round or final binding offers
• {{bid_deadline}} — date, time and time zone
• {{submission_method}} — email, portal or physical delivery
• {{required_documents}} — what each bidder must submit
• {{pricing_basis}} — how price and funding should be expressed
• {{due_diligence_access}} — data room, management meetings, site visits
• {{seller_reservations}} — rights to reject, amend or end the process
• {{contact_details}} — deal team contact for questions
• {{governing_law}} — jurisdiction governing the process

Instructions

1. Ask for any missing inputs, then draft the letter.
2. Open with a subject line, addressee and one paragraph confirming the recipient's participation.
3. Use numbered sections: timetable, submission requirements, pricing basis, due diligence access, reservations of rights, confidentiality, contact point.
4. State each deadline and requirement once, in plain terms, so a bidder can tell exactly what a compliant bid looks like.
5. Keep the tone formal and even-handed across all recipients.
6. Close with a signature block and a statement that the letter creates no obligation to sell.

Output format — One letter, under 800 words, headed numbered sections, formal business English. No marketing language, no invented figures, no legal citations.

Guardrails — Do not invent deadlines, prices, legal references or regulatory requirements; use only the inputs given and mark gaps as [TO CONFIRM]. Flag that legal counsel must review the letter before issue. Note where local rules on process conduct or bidder communications may apply.

Example — Target: Northwind Logistics; Stage: first round non-binding; Deadline: 12 March, 5pm GMT; Documents: NDA, indicative offer, proof of funds.