The RFP Proposal/Bid Cover Letter

Also known as: Request for Proposal cover letter, Request for Proposal cover, letter of transmittal, letter of submittal, proposal/bid cover letter, bid transmittal letter, transmittal cover, RFP response letter, response to RFP cover letter, solicitation response cover letter, proposal letter, bidding document cover letter, proposal submission cover letter, generic proposal cover letter, RFP vendor cover letter, transmittal cover letter, bid/proposal cover letter, proposal submittal letter, bid submission cover letter, solicitation response letter, bid proposal letter, bid cover letter, bid letter, submit bid letter, bid proposal cover letter, official proposal cover letter, generic proposal cover letter, bid submittal letter, or bidding letter.

Use templates and samples provided in your FREE RFP Letters Toolkit to create your own proposal cover letter.

The request for proposal (RFP) proposal cover letter is part of our FREE RFP Letters Toolkit.

An RFP Proposal Cover Letter should accompany your response to the RFP questionnaire you received from the organization requesting proposals from prospective providers. 

Why write a proposal cover letter? 

Beyond being polite and presenting what you have to offer, the RFP proposal cover letter gives you a unique opportunity to emphasize (1) how your offering matches the RFP issuer's needs, and (2) what are the benefits they may thusly reap from identifying your solution as the best match for their requirements. These two ensure you that your reader will seize your unique qualifications that no one else can offer, what exactly makes your organization stand out of competitors. At the same time, the proposal cover letter represents the official authorization of your proposal by your organization.

Would you send your résumé without a cover letter? Have you ever realized that your RFP Proposal Cover Letter plays exactly the same role as the Cover Letter for a Résumé? So, take a particular attention on how you will write your RFP Proposal Cover letter.

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

  1. Use a formal letterhead and do not handwrite the RFP proposal cover letter. Your strongest weapon is in your reader's mind. Use templates and samples provided in your FREE RFP Letters Toolkit to create your own proposal cover letter. Some studies have demonstrated that the serif feature (the horizontal, rounded part of the character) of some fonts, namely Garamond, Georgia and Times New Roman, make printed documents more readable by easing the reading movement of the eye. (More information about usability, from Jakob Nielsen's web site).
  2. Focus on benefits your reader gets, and not merely on features your solution offers. First, indicate your interest in the RFP you received. The RFP proposal cover letter should highlight the content of ancillary documents, namely your proposal, and specify the time for validity of your offering, which, depending of organizations, may range from 30 to 90 days from the proposal due date.
  3. Convert your vision into quantified benefits by leveraging your enemy's own weapon: recycle text from the RFP itself and customize it with representational statements instead of puffery. List the most important qualifications and benefits of both your product and organization. Indeed, you are not offering a mere product, but a partnership between two organizations. So, as a complement to selling your product, do not forget to sell yourself.
  4. Offer a brief summary of your client references. It is important to select not only the most impressive but the most pertinent ones. Indeed, you will find that relevancy is much more efficient than accuracy.
  5. Do not be too bureaucratic in your approach. The RFP issuer has to feel your passion, or at least your enthusiasm, not only for your product but also for their project. It's important for your cover letter to be personalized, relevant, and passionate. When well done, the RFP Proposal Cover Letter can show that you listened to them and, thusly, demonstrate your dedication towards your customers.
  6. Be sure to provide correct, complete contact and reference information (name, title, address, phone, fax, email, level of authority, etc.) for future correspondence.
  7. Finally, close the letter formally with "sincerely" or a similar polite expression. Sign your name and title. Be clear, concise, professional, and conversational.
  8. Do not forget to send the proposal cover letter, with your response to 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.
  10. Use templates and samples provided in your FREE RFP Letters Toolkit to create your own proposal cover letter.

Tips, templates, and samples of an RFP proposal cover letter


Learn tips on how to write a professional, very impressive, and bullet-proof RFP proposal cover letter in our FREE RFP Letters Toolkit.

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

It's FREE!

"The proposal cover letter may be seen as the most important part of your response to an RFP." - Pascal PERRY

RFP Cover Letter | RFP Disqualification Letter

Free Online Impartial

resources to minimize the costs, risks, and time associated with software selection:

TEC Store

visit the TEC store to download detailed specifications reports on the products of your choice:

Customer Care & Billing RFI/RFP Template

Includes: General Requirements, Mediation, Provisioning, Sales and Marketing, Customer Billing, Customer Care, Packages and Promotions, Accounts Receivable, Financial Systems, Enterprise Data Warehouse, Reporting, Telephony Products and Services, Utility Products and Services, CATV Products and Services, IP Products and Services, EBPP Services, Technical Requirements

Learn more