How to write an RFP Proposal Cover Letter


What is an RFP Proposal Cover Letter

An RFP Proposal Cover Letter , also known as Letter of Transmittal, 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 merely being the authorization of your proposal by your organization, 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.

Would you send your résumé without a cover letter? When the time comes, remember that the 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 the first mandatory gate towards the path of winning the contract. Don't miss it.

RFP Proposal Cover Letter templates and samples

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

Writing a Request for Proposal (RFP) cover letter

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 proposal cover letter.

  1. Use a formal letterhead and do not handwrite the RFP proposal cover letter. 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. 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. 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's important for your cover letter to be personalized, relevant, and passionate. 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 not only for your product but also for their project. 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.
  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.

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

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