How to write an RFP response letter?


What is an RFP response letter

An RFP response letter is sent to the organization who issued the Request for Proposal (RFP) for which you want to submit a proposal describing how, as an identified prospective provider, you (1) are interested in the related project, and (2) provide the best matching solution to the requirements set forth in the RFP document you just have received.

What is the difference between RFP Response, RFP Letter of Intent, and RFP Proposal Cover Letter

Your organization was identified, by the issuer of the RFP document you have received, as a potential provider of a solution that may address their needs. 

Depending on the process defined in the RFP itself that describes the exact steps for submitting your proposal, you may be asked to send an RFP Letter of Intent, which, basically, tells the company issuing the RFP that you are interested not only in submitting a proposal in response, but also in receiving all RFP updates and modifications.

Whether the RFP Letter of Intent being mandatory, it is highly recommended -in fact, you do not have really the choice- to attach to your response to the RFP questionnaire an RFP Proposal Cover Letter, also known as Proposal Letter of Transmittal. You have to understand that the RFP Proposal Cover Letter, beyond merely being the authorization of your proposal by your organization, gives you a unique opportunity to emphasize (1) how your offering matches their needs, and (2) what are the benefits the issuer may thusly reap from identifying your solution as the best match for their requirements.

Would you send your résumé without its 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.

RFP Response letter templates and samples

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

Writing a Request for Proposal (RFP) response 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 response letter.

  1. Use a formal letterhead and do not handwrite the RFP response letter. Use templates and samples provided in your FREE RFP Letters Toolkit to create your own response letter, whether it is an RFP Letter of Intent or an RFP Proposal Cover Letter.
  2. First, indicate your interest in the RFP you received, and acknowledge the deadline for the proposal you will submit.
  3. Next, remind the RFP issuer that you are, at the same time, interested in being kept informed about any modification related to this project, i.e. the RFP document itself.
  4. The RFP response 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.
  5. 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.
  6. Offer a brief summary of your client references.
    It's important for your response 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.
  7. 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 listened to them and, thusly, demonstrate your dedication towards your customers.
  8. Finally, close the letter formally with "sincerely" or a similar polite expression. Sign your name and title.
  9. Be sure to enclose all information (name, title, address, phone, fax, email, level of authority, etc.) regarding the person who will be the point of contact within your organization for the future correspondence.
  10. Do not forget to send the response letter via certified mail.
  11. 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 RFP response letters


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

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

It's FREE!

"It's important for the response letter to demonstrate not only your interest to the project but also the benefits your solution brings."
- Pascal PERRY

RFP Disqualification Letter | RFP Letter of Intent

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