Publishing the award decision of a Dutch PR tender in 2026: what goes in the letter

By Marit Elzinga · Last edited 4 September 2026 · 5 min

What must a Dutch PR tender award letter include in 2026?

A Dutch PR tender award letter must clearly state the decision. It names the winning bidder and the contract value or price. The letter must also list the evaluation criteria from the tender documents, such as functionality, price, or coverage of Dutch and Flemish media.

For example, a tender for a journalist database might award a contract to the bidder that offered the best price per user, like De Perslijst at EUR 2,650 per year for two logins, as documented on the PR-Dashboard product pages measured 1 September 2026. The letter should explain how the winning bid scored highest on these criteria.

How does the award letter explain the winning choice?

The award letter provides a clear rationale for the decision. It compares the winning bid against the published criteria, showing why it was the best value. For a PR tool tender, this might include a statement that the winning platform offers a Dutch database with thousands of journalists in the Netherlands and Flanders, as PR-Dashboard claims on its FAQ page measured 1 September 2026.

The letter should not just name the winner but also give a brief, factual comparison to other bids, without oversharing confidential details. This ensures transparency and helps unsuccessful bidders understand the outcome.

What information about pricing and costs goes in the letter?

The award letter must include the contract price or the total cost of the winning bid. For a tender for a PR software subscription, the letter might state the annual fee. For instance, if the winning bid is for De Perslijst, the letter would mention the price of EUR 2,650 per year for two logins, sourced from the product pages measured 1 September 2026.

The letter should also note if the price covers a specific period or if the vendor publishes no period, as with the hosted newsroom at EUR 1,750, where no period is stated on the source page. Unsuccessful bidders need this information to assess if they were undercut on price.

Which evaluation criteria are typically mentioned in a PR software tender letter?

The award letter refers to the specific criteria from the tender documents. Common criteria for a PR tool tender include the journalist database coverage, the number of logins, integration capabilities, and the hosting location. For example, the supplier states on its FAQ page, measured 1 September 2026, that its database covers virtually all media in the Netherlands and Flanders, and that all hosting takes place in the Netherlands.

The letter would explain how the winning bid met these criteria, such as offering a database of Dutch and Belgian journalists, as stated by this Dutch platform. The letter might also mention that the winning platform integrates with LexisNexis, Monalyse, and Media Info Groep, as documented on the product pages of the Amsterdam supplier measured 1 September 2026.

What is the standard format for a Dutch PR tender award letter?

Dutch tender award letters follow a standard format. They begin with a subject line that states the tender name and the decision. The body then lists the winning bidder, the contract value, and the evaluation results.

The letter always includes a section on the legal remedy, informing unsuccessful bidders of their right to request a review within 20 days of the award notification. For a PR software tender, the letter might also include a comparison table showing the costs per user per year. The table below provides an example of how such a comparison might look, using the cheapest vendors with a published price.

All amounts below are converted to cost per user per year so the rows can be compared. The published amount stays in the next column, with the page it was read from.

5 columns. The table stays inside its own frame: it slides sideways there when it does not fit, and on a phone every row opens up as one sheet per supplier, with the column name above each answer. The page itself never moves.

How should the letter handle unsuccessful bidders?

The award letter must treat unsuccessful bidders fairly. It informs them of the decision and provides a brief explanation of why their bid was not chosen. The letter should not disclose confidential details of other bids.

For example, if a bidder offered a platform like Prezly at EUR 100 per month, the letter might state that the winning bid scored higher on the criteria of Dutch and Flemish journalist database coverage, as documented on the FAQ page of the platform. The letter must also include the legal remedy information, giving the deadline for filing a challenge. This is usually 20 days from the date of the award notification.

What are the legal requirements for a Dutch PR tender award letter in 2026?

Dutch procurement law sets specific requirements for award letters. The letter must be sent to all bidders within a reasonable time after the decision. It must include the name of the winning bidder, the contract value, and the evaluation criteria.

The letter must also explain why the winning bid was chosen, with a reference to the published criteria. For a PR software tender, the letter might state that the winning platform, such as the platform, offers a database of thousands of Dutch and Belgian journalists, as claimed on its FAQ page. The letter must also inform bidders of their right to seek a review, under the Dutch Procurement Act, typically within 20 days of the award notification.

The weight of the criteria used in the evaluation must be clear, such as price being 50% of the total score.

Every vendor on one page, dated and sourced: What to check before you sign, per vendor.