Send a New Correspondence in the Bidding Tool

Objective

To send a new correspondence from the project's Bidding tool to notify your bidders of addendums or other changes to a bid package's information.

Things to Consider

• Required User Permissions:
  • 'Admin' level permissions on the project's Bidding tool.
• Additional Information:
  • In Procore, a correspondence is an addendum or email to your invited bidders.
  • If you've already updated documents in a selected Bid Documents folder in the project's Documents tool, it's not necessary to attach these files to the correspondence. The new set of bid documents in the Documents will be available to recipients through a link in the email. 

Prerequisites

• Create a Bid Package

Steps

1. Navigate to the project's Bidding tool.
2. Open the bid package you want to send a new correspondence from.
3. Click the Correspondence tab. 
4. Click Add New Correspondence. 
5. Fill out the fields described below.
   • BCC: This section automatically populates with all invited bidders who are on the 'Recipient List', unless they have indicated that they 'Will Not Bid'.
     Note: You can only add contacts who have been invited to bid on this bid package.
     • If you want to remove all invited bidders so that you can add recipients individually, click Remove All. Or click the red X icon to remove one recipient at a time. 
     • If you want to add all invited recipients, click Add All. Or select recipients and distribution lists individually.
       Note: Recipients are not available to select if all invited bidders are already selected.

        Important

       If your project has been updated to Bid Management Enhanced Experience, there is a Bid Form section within the selection list. If you select a bid form from the list, it automatically adds the invited recipients for that bid form.
   • Subject: This is the subject of the email.
   • Attachments: Attach any relevant files to this correspondence by clicking Attach File(s), or by dragging and dropping them from your computer.
     Note: The bid package's Bid documents will be automatically attached to every correspondence.
   • Message: Include a message for the correspondence 
6. Review your correspondence, and click Send.
   Notes:
   • This will send an email with your message, attachments, and subject to the users in the BCC list.
   • Any users you send this message to will not see the other contacts you've sent the correspondence to.
   • Any users you send this message to will not be able to reply to the correspondence email.

See Also

• Create a Bid Package
• Search for and Invite Bidders