Writing a Professional RFP Letter

Related: RFP writing, writing letters, RFP writing examples, or RFP writing samples.

The acronym RFP stands for Request for Proposal. So, what is a request for proposal?

Definition of a Request for Proposal (RFP)

A request for proposal (RFP) is basically a publication of detailed requirements by a prospective buyer in order to receive vendor offerings. Usually dedicated to software evaluation, comparison, and selection, a request for proposal  may be issued to select any kind of products and services. RFP publication is an efficient tool to gather solution capabilities, which are then put into a decision matrix allowing the selection of the solution that best fits the requirements.

How to write a professional RFP letter

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

  1. Use a formal letterhead and do not handwrite your RFP correspondence. Use templates and samples provided in our FREE RFP Letters Toolkit to create your own professional RFP letter, including the cover letter, disqualification letter, rejection letter, letter of intent, protest letter, letter to decline a proposal, and the contract award letter.
  2. First, remember to thank the person who submitted the proposal for the time, effort, and interest in the project related to the issued RFP, or the person who is responsible for issuing the RFP to prospective providers and handling proposals submitted accordingly.
  3. Next, be very specific about your question, answer, explanation, reason, protest, you give, notify or ask the other part for. Identifying and documenting the grounds of an event is usually far more difficult than merely noticing its occurrence. So, spend the time needed to honestly and properly communicate the reasons of the events that make you write this letter. Consequently, the more specific, exhaustive, and honest your arguments are, the more difficult it becomes for the other part to contest your arguments.
  4. Finally, close the letter formally with "sincerely" or a similar polite expression. Sign your name and title.
  5. Do not forget to send your RFP letter via certified mail.
  6. Since things sometimes get a little more complicated than usual, remember to consult a lawyer for further information before doing anything.


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

You will find in it lots of templates and samples of professional RFP letters.

It's FREE!

"No doubt that these letters save time"
- Pascal PERRY

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