Writing professional RFP cover letters:

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contracts through an RFP-based selection process.

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FREE Request for Proposal (RFP) Letters, including FREE samples of Letter of Intent, Disqualification Letter, Rejection Letter, Protest Letter, and Cover Letter
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Sole Source Protest Letter
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Letter to Decline a Proposal
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How to write an RFP cover letter?

FREE RFP Letters Toolkit

What is an RFP cover letter

A cover letter should accompany the RFP questionnaire. Why write a cover letter? Beyond being polite and presenting your project, the RFP cover letter gives you a unique opportunity to emphasize the timeline of your state-of-the-art RFP-based selection process, particularly the dates on which different documents are due. 

RFP cover letter templates and samples

The request for proposal (RFP) cover letter is part of our FREE RFP Letters Toolkit. You will find in it, amongst others, templates and samples of an RFP cover letter.

Writing a cover letter for a Request for Proposal (RFP)

Your strongest weapon is in your reader's mind.

It is highly recommended that you to read the suggestions below in order to properly and successfully use the RFP cover letter.

  1. You wouldn't send your résumé without a cover letter, would you? Use a formal letterhead and do not handwrite the RFP cover letter. Use templates and samples provided in your FREE RFP Letters Toolkit, 2008 Edition to create your own cover letter.
     
  2. First, invite the provider to submit a proposal based on the requirements defined in the RFP document you will attach to the cover letter.
     
  3. Next, present your company with a brief description of your principal business, objectives, and location, and a link to your web site. 
     
  4. Then, describe your existing systems, your project (size, budget, scope, etc.), and how you want the project to be aligned with your business objectives. 
     
  5. Present your project timeline.
    Missed due dates are the main cause of delays. The success of your process may depend on properly communicating both the critical steps of your process and the deadlines the providers should meet in order to have their proposal considered. Therefore, the more emphasis you put on deadlines, the shorter your process will be.

    Highlight the major events and the due dates for submitting information:
     

    • The pre-proposal meeting, whether or not you choose to make it mandatory 
    • Reservation of spots for the pre-proposal meeting. Decide whether or not vendors must reserve spots for the pre-proposal meeting. 
    • Questions for the pre-proposal meeting. For the sake of convenience, you may decide to publish questions and answers on your web site. Providers may also be able to submit their questions on-line. 
    • The letter of intent. A model of a letter of intent should be provided in the RFP. Decide if you want the letter of intent to be mandatory or to merely help you manage the process. 
    • The proposal itself. Specify your requirements (number of copies, structure, formats, electronic versions, etc.). 
    • The contract award of the project to the most satisfactory proposal. It is not necessary to commit to a firm date, but an estimated time frame could be provided.

    Regardless of the types of responses you receive, providing a clear, precise timeline will ensure that your selection process is on time and in budget. In fact, by making certain you get the right documents in a timely manner, you will avoid undue delays, and thus save money. 

    When giving a deadline, be aware of the non-interchangeability of the words "submit" and "receive". More often than not, RFP authors write "submit the document no later than", but expect to receive the document no later than that date, thus generating proposal disqualifications, protests, and significant delays. 

    Requesting providers to write their proposal in a consistent format will be very helpful in evaluating all responses in a faster and more precise manner. Again -it cannot be said enough-, make sure prospective providers understand which documents to submit, receive detailed and precise instructions regarding the format of these documents, and are aware of your deadlines for receiving them.
     

  6. Thank the person for their time, effort, and interest in the project related to the issued RFP. 
     
  7. Finally, close the letter formally with "sincerely" or a similar polite expression. Sign your name and title. Be sure to provide correct, complete contact and reference information for future correspondence. 
     
  8. Do not forget to send the cover letter, with the RFP document, via certified mail. 
     
  9. Since things sometimes get a little more complicated than usual, remember to consult a lawyer for further information before doing anything.

Tips, templates, and samples of a professional RFP cover letter

FREE RFP Letters Toolkit, 2008WANT TEMPLATES AND SAMPLES?
FOR AN RFP COVER LETTER?
Learn tips on how to write a professional, very impressive, and bullet-proof RFP cover letter in our FREE RFP Letters Toolkit, 2008 Edition.

You will find in it, amongst others, templates and samples of an RFP cover letter.

It's FREE!
No copyrights. So, they're all yours.

"You wouldn't send your loan application without a cover letter, would you?"
- Pascal PERRY


RFP Disqualification Letter

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Subcontracts from prime government contractors

by FedOpps.com
 FREE RFP Letters Toolkit, 2008

Hendrix-Barnhill Company, Inc.

Requesting bids for labor & materials for the Town of Clayton East Clayton Industrial Area Force Main Phase II project. Job includes pipe laying, erosion control, seeding, hauling and pavement repairs..

Flintco Inc

Flintco will accept bids on the New Air Traffic Control Tower at Memphis Int'l Airport on 09-07-07 by 12:00 pm CDT.We are an EOE.We encourage & invite bid from all eligible business enterprises, WBE, MBE, SDB, SBE, HBE companies.Fax bids to 901-372-8989..

Chemonics International

Chemonics International, acting on behalf of the USAID-funded Egypt LIFE Red Sea project, is soliciting offers for the supply of one US-made truck tractor with water tank semi trailer unit for use in Egypt. Contact jandersen@chemonics.com for more info..

WATTS CONSTRUCTORS, LLC

CONSTRUCT COMM CNTR, NCTAMS, Oahu, HI - Constr new 1-story bldg. Concrete, structural steel, OWSJ, roofing, EIFS, site work, fencing, landscaping, exterior work, interior const & finishes, security vault door, blast doors and windows, elect & mech..

C Construction Co., Inc.

Contractor soliciting bids for Renovate and Repair, Hangar 131S, MCAS, Cherry Point, NC. For any and all qualified Subcontractors and Suppliers, 8A, SBE, WBE, Large Enterprises, etc. We are an Equal Opportunity & Affirmative Action Employer..

C Construction Co., Inc.

Contractor soliciting bids for Interior Repairs and Renovations to Roadhouse, B3452, MCAS, Cherry Point, NC. For any and all qualified Subs/Suppliers SBE, 8A WBE, Large Enterprises, etc. We are an Equal Opportunity & Affirmative Action Employer..

Hawaiian Dredging Construction Company, Inc.

Drydock No. l Repair Wall Leaks and Deteriorated Concrete on Walls at PHNSY & IMP, Pearl Harbor, Hawaii,WR# 151065.

Kukurin Contracting Inc.

Carl Belt, Incorporated

STONEY RUN SANITARY SEWER SYSTEM-Sanitary sewer extension including gravity & pressure mains, manholes, grinder pump station, house connections, traffic control, erosion & sediment control, site restoration... Get more info @ ftp://ftp.thebeltgroup.com.

Chemonics International

Chemonics International, acting on behalf of the Zambia Threshold Project, is soliciting offers for the supply and installation of file compactors in Zambia. Contact rkeating@zambiathreshold.org for copy of the RFP and information..

Last Modified: Wednesday, April 23, 2008 5:38:52 PM

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