RFP Cover Letter Sample (7 Tips: Do & Don't)

A first impression is something you can never get back. The same holds true when responding to chances for Requests for Proposal (RFP). 

A well-written cover letter that gives the reader a succinct summary of why your firm is best positioned to satisfy the issuer's demands sets the tone for a successful RFP response right away.

A strong cover letter establishes expectations for your proposal up front, which is very important in the eyes of the reviewer. So, how can you make sure the cover letter for your proposal has the most impact? becomes the obvious question.

Making a good first impression might lead you down roads you never even knew existed. In both our personal and professional lives, it's critical to make a positive first impression. If you are responding to an RFP (request for proposal), you undoubtedly want to find a strategy to differentiate yourself from the competition.

Use a cover letter as your admission ticket if you want to prepare a response to an RFP. Your opportunity to "sell" your company to a potential customer by writing a thoughtful, in-depth and succinct cover letter comes in your answer to an RFP.

Keep the person who issued the RFP in mind at all times when you write this letter, and attempt to demonstrate why you are the best candidate to satisfy their requirements in the manner they want.

The reader's attention should be drawn to the RFP cover letter. Since numerous proposal cover letters will be sent, you should make yours stand out to improve your chances of being chosen for the project.

Despite how simple it may seem, the practice has proven that many businesses have difficulty with cover letters. Here are some guidelines on how to write an RFP cover letter to assist you to avoid joining their ranks.

What you'll learn in this article:

1. What is a cover letter for a proposal?
2. Why a strong cover letter is important?
3. What makes a perfect Proposal Request letter?
4. What your PRF cover letter should include?
5. What distinguishes an executive summary from a cover letter?
6. The 6  guidelines for creating a stronger RFP cover letter
7. RPF cover letter template
8. RFP invitation cover letter sample
9. Don'ts in Cover Letters
10. Conclusion 

What is a cover letter for a proposal?

A proposal cover letter is a one-page letter that contains detailed information from a potential vendor and is sent to a potential client. An accompanying RFP answer or business proposal comes before the letter.

Simply said, an RFP response cover letter is a statement that you include at the start of your proposal to describe why you are submitting a bid and how your solution addresses the issue the client is having. 

The account manager or another employee of the business who knows the client well often signs the cover letter. The purpose of the cover letter is to personalize your RFP answer and provide a quick rundown of any major selling points of your proposal.

It is crucial to understand that the executive summary IS NOT included in the cover letter. These two parts of your proposal are separate. The executive summary has a similar style to the cover letter, but it focuses more on your services and is less intimate. 

Executive summaries are more professional and focused on giving an outline of your proposal, while cover letters that stand out seem as if you are sending a personal letter to a friend. If the page count is an issue, you may mix the two, but it is preferable to keep them apart.

Why a strong cover letter is important?

Why should you spend even more time creating an RFP response cover letter when you have already spent hours going through the proposal process? 

An often-overlooked sales tool is the proposal cover letter. It is, in fact, a cost-free method of communicating with those who will ultimately determine whether or not your concept succeeds. 

Additionally, the RFP cover letter is easy to write (particularly if you utilize the example below) and gives you another option to differentiate yourself from your rivals.

If your company is typical of most others, your cover letter may be summed up as follows: "Dear Mr. or Mrs. Company — I appreciate you giving me this chance so much. You may discover our responses that satisfy the required criteria in this proposal. I appreciate your thoughtfulness.

Although frequent, this isn't a very engaging method to introduce oneself to a potential client who may aid in the expansion of your company. The proposal assessors and decision makers who are examining your proposal get a first impression from your RFP cover letter.

Consider this: How would you welcome the customer if you were going to submit your proposal in person? To create a lasting impression, you'd probably present yourself in your finest suit, stroll with confidence, put on a kind grin, and extend a firm handshake. 

The cover letter for your proposal should follow the same format. Unfortunately, if your letter is like the one above, it will be like turning up in pajamas and giving a tepid, murmured hello.

Additionally, the RFP cover letter may be utilized for

• Establish or strengthen the relationship you have with your customer

• Boost your reputation, principles, and knowledge

• Describe your unique selling points.

• Identify the main point(s) of contact.

Remember that the person receiving the RFP cover letter is just that—a person—no matter how you utilize it or what you include in it. Your bid proposal cover letter's quality will decide whether they carefully read it, quickly scan it, or entirely disregard it. 

Typically, proposal cover letters stick in people's minds either because they are shamefully awful or incredibly excellent. Make a good impression with your cover letter.

Knowledge basics before beginning your proposal cover letter

Every proposal should typically include the RFP cover letter, although it's just one element. In fact, most proposals also include several other components, which often occur in a certain sequence.

What makes a perfect proposal Request letter?

1. a succinct overview
2. Proposal
3. Addendums
4. Rules and regulations
5. supplementary information (Case studies, references, and additional data).

Cover letter components

The cover letter will very certainly be seen by many individuals as it is the first part of your proposal. Therefore, it's crucial to ensure that it provides the greatest possible impression of your business. 

But how do you choose your words? Writing an impactful, concise RFP answer letter is one of the most difficult tasks you'll face since your cover letter should only take up one page. Use these five components as a guide when you compose your message.

1. Addressees
2. Greetings and welcome
3. List of RFP requirements
4. Your diverse skills and distinguishing characteristics
5. Thank you, and goodbye.

Your RFP cover letter has to include:

• Introduce your business to the main decision-makers and everyone else evaluating or rating your offer for the buyer.

• Be personable, sincere, and assured, but avoid making a clear sales pitch.

• Describe in general terms how you see the demands of the firm.

• Explain in detail how your company is most suited to securing the RFP opportunity.

• If at all feasible, describe your ideal collaboration and how you might support the company's objectives.

• If the client requests that you add certain information to the cover letter, abide by their directions.

What distinguishes an executive summary from a cover letter?

This question is often asked while creating official RFP replies. What distinguishes an executive summary from a cover letter? Given how similar the two texts are, the mistake is understandable. Both of these brief introduction pieces come before your proposal.

The main difference is that an executive summary provides an outline of your offer for a particular project, while a proposal cover letter introduces your organization. 

Additionally, the executive summary maybe two or three pages long if required, although the cover letter should nearly always fit on a single page. The difference is indeed little. 

Although there may appear to be a natural overlap in the contents, aim to prevent redundancy and make sure that each page offers distinct information.

The 6  guidelines for creating a stronger RFP cover letter

1. Direct it to the appropriate parties

Who will evaluate your proposal? Find out, if you don't already know. Make contact with the RFP contact and get the names of the important people who will have a say in the choice. 

This might be a committee of individuals or a mix of executives, stakeholders, and procurement experts.

You are blending in and conveying a message if you begin your RFP answer letter with the traditional "To whom it may concern" greeting.

Unfortunately, this strategy suggests that you didn't do your research, couldn't be bothered to update your cover letter template, and don't really care whether you get the job. It most definitely does not represent the several hours you have probably spent on the proposal that follows.

Making a direct connection with the key contacts in the proposal cover letter will increase their likelihood of reading the cover letter for the bid proposal and your future proposal. 

This focus on detail supports the notion that, in addition to being a good match based on your credentials, you're also interested in fostering longer-lasting connections. You're not simply another vendor; you want to be a strategic partner.

2. Stay current and be yourself

Place yourself in the recipient's position You just got hundreds of quotes from suppliers that essentially provide the same services. 

You are beginning to sort through the admittedly, probably quite dull RFP replies. Initial examination of a plan to ensure compliance is time-consuming, very repetitious, and quickly becomes boring.

Therefore, it just adds to the monotony if a cover letter begins, "Thank you for the chance to earn your business. It's a time-honored and well-used opening statement. 

Though being modest and appreciative is wonderful, being distinctive and unforgettable is much preferable. In a recent article published in Winning the Business by APMP,

The article continues to advise beginning with a particular and positive statement about the company. 

This opening achieves two goals: it establishes right away that this isn't just another proposal cover letter that you copied and pasted, and it confirms that you performed your research and understand the company's objectives.

In a world that is becoming more automated and productive, it's easy to overlook the individuals who make processes work. Even if you swiftly prepare the RFP using RFP software, the RFP cover letter is a unique chance to be authentic and personal.

3. Use formatting to draw viewers in

If the appropriate individuals read your cover letter, it will only help you get the job. The ideal cover letter structure encourages the reader to participate, just as the ideal proposal style does. 

Therefore, make sure your cover letter is neat, attractive to the eye, friendly, and not too thick. Keep in mind that your goal is to leave a lasting impression, not to go into exhaustive detail about your idea.

You must be strategic with the space you utilize since your cover letter is just one page long. The opening, the body, and the conclusion are the three primary areas where you have the highest opportunity of engaging the reader.

4. Share a story to demonstrate your comprehension.

Do you have a customer success story that might help establish your credibility? Tell it, but keep it short. 

Describe a mutually beneficial collaboration, a terrific customer experience you've provided, or an issue you've been able to preventively tackle. Your comprehension of their operations and objectives is strengthened by this.

You may demonstrate your empathy for their suffering in your proposal cover letter in addition to sharing a narrative. Every RFP begins with a need, and the firm sent you the RFP because they think you can fill that need. So, think about constructing on that base.

Purchaser and vendor interactions are changing. Businesses are increasingly seeking a long-term partner—someone who will actively explore ways to achieve success for both sides. 

In addition to wanting a provider that is interested in their success, RFP issuers often seek value.

5. Adhere to your brand's values

Stay loyal to the persona, culture, values, and tone of your brand since your organization was included in the bid process for a reason. 

The RFP procedure may seem official, but your RFP cover letter need not be. Use a straightforward tone in all of your communications if your organization takes pleasure in being approachable.

Recently, I discussed the value of RFP cover letters with Dave Hulsen, co-founder of RFP360, and our resident authority on issuing RFPs. 

I questioned him about any notable patterns that raised red flags from the hundreds of cover letters he had received during his time working in procurement. 

He often saw cover letters that perplexed him when he read them. He described his response to them by stating, Opening

Nothing draws your attention more than your own name. So, as advised above, send the letter to the evaluator directly (s). Then, in a distinctive and powerful opening phrase, add the buyer's firm name.

• Center: Utilize bullet points to make the most of the space in the middle of your RFP response letter. Without particularly mentioning your rivals, draw attention to your major points of differentiation. Include your strengths, such as customer service, timely delivery, innovative features, value additions, scalability, customer growth, and so on.

• Closing: To advance the agreement, use the last line. Give the potential customer a straightforward and obvious call to action (see tip six for more information and an example). For instance, provide specifics on how they can proceed with you, ask for the data you need to expedite contracting or explain what happens next in the process.

Any one of them will help you draw the reader in, increasing the likelihood that they will read your complete cover letter. Ideally, it piques their interest to the point that they read your executive summary and proposal as well.

Make sure that the tone of your cover letter supports the connection you've established while appropriately representing your business. Don't mislead your prospect by approaching them strangely or in an unfamiliar manner.

6. Conclude by including a call to action, your contact details, and a real signature.

Even while the cover letter should be approachable, personable, and authentic, it is still a sales tool. 
State what you want them to do next and who they may contact for follow-up, just as in any effective sales message.

Your RFP cover letter should conclude with a call to action, such as:

• Please get in touch if you have any queries.

• When can we arrange a demo with your team so that we can show you more?

• Please let me know if I can connect you with another client for a reference.

• Please share your normal terms and conditions to expedite the contracting process.

The last component of a successful RFP cover letter is a real signature (either handwritten or digital). Although it may not seem significant, it adds a pleasant touch and provides one more chance to demonstrate your commitment to winning the RFP opportunity.

1. RPF cover letter template

[Date] [Consultant First Name] [Consultant Last Name] [Organization] [Street Address] [City], NY [ZIP] [Salutation]:

For the planning and execution of a development strategy for the [name of area] commercial district in [borough], [name of organization] is seeking suggestions. The address of this business area is [explain the location, including borders].

By luring in a new construction that will serve the community's present and future needs, [Name of Organization], which has a contract with the New York City Department of Small Business Services, aims to reinvigorate this commercial strip.

The organization's goals are to find development prospects, promote the redevelopment of underutilized or abused space, support commercial activity, boost public safety, and increase the range of products and services available to the market region.

The pages that follow provide a more detailed description of the services. The organization will utilize the knowledge gathered from the development plan to create and carry out a commercial development program in the target region in collaboration with the Department of Small Business Services.

The Department of Small Business Services will be in charge of the consultant's contract with [name of the organization]. A pre-proposal meeting will take place on [date] at [location]

[Date]

[Time]

The submission deadline for proposals is [date]. The anticipated start date of the contract is [date].

Please bring any contact to my attention at [organization address] if it has anything to do with this proposal. Please get in touch with me at [email address and phone number] if you have any queries.

Sincerely,

[Name and Title]

cc: [Name of SBS Contract Manager]

Read: PPP loan Forgiveness Letter (2 Samples)

2. RFP invitation cover letter sample

Dear [Name]

Our submission to RFP 00/2022 for a turnkey contractor to upgrade and modernize the roller coasters at Disney World is attached.

A vital part of Disney World's plan to provide a wonderful experience is the new roller coasters. The additional rides, however, cannot be accommodated by the facilities as they are now. Disney needs a qualified turnkey partner to fix this.

Disney will receive a supplier with more than 35 years of expertise in theme park development by choosing Best Company. We provide the resources—financial, contractual, technical—as well as the knowledge—to guarantee success. 

Risk, expense, and time are reduced because of Disney's established track record in Florida and Paris. The innovation prize at the Experience Thrills Awards 2021 went to our new X-cite rides.

By selecting Best Company, Disney obtains the following benefits:

• A single point of responsibility with reasonable prices.

• A reputable partner with rides that have won awards.

• A partner who is competent and financially secure to ensure capacity.

Our answer demonstrates our ability to satisfy your project's requirements with a solution. It meets with every criterion of the tender. We have included a compliance matrix to help with a quick review.

We are excited to work with Disney to lay the groundwork for future experiences.

My heartfelt thanks,

Read:- How to Write a Cover Letter For a Part-Time Job (8 Samples) 

Don'ts in Cover Letters

After learning how to create a cover letter, let's discuss some mistakes to avoid:

• Use "thank you for the chance" or any other version as the first sentence. This is filler material that doesn't significantly enhance your selling points. In any case, most readers will just scan this paragraph. If your objective is to establish yourself as an authority, this might also give the impression that you are groveling or desperate for the chance. Instead, begin with a few phrases that demonstrate that you are aware of their present situation. As they read the remainder of your proposal, you'll position your organization as a collaborator, which is a strong position.

• Simply say, "Please see the attached proposal." Too many businesses write a brief line in the cover letter requesting that the attached proposal be submitted in response to RFP #123. Additionally, this is filler text that doesn't explain to the reader why they should even read your proposal. You may provide such information in addition to the material mentioned above if the RFP expressly requests that you do so in a cover letter (also known as a transmittal letter).

• Too long is too long. On the other side, if you write an excessively lengthy cover letter, the reader probably won't read it from beginning to end. Unless you need to use an abnormally big font or the proposal is very lengthy (100+ pages), your cover letter should always fit on one page.

• Don't provide details in excess. Being too specific in your cover letter might be one factor contributing to its length. Keep the cover letter focused on the three to four aspects that are most likely to pique the reader's interest rather than attempting to describe every aspect of your service (you can do this in the executive summary). Give just a brief summary of those ideas without going into great detail. They will be intrigued and continue reading the proposal as a result.

• Put your business first. How you will aid the client in reaching their objectives should be discussed in the cover letter. You may undoubtedly emphasize your company's noteworthy accomplishments, but they should always clearly relate to the objectives of the client and how those accomplishments enable them to attain those goals. Never include information about your company's past, current services, personnel, or other "marketing" materials in the cover letter.

• Just ignore it. Include the cover letter, please! Some businesses completely eschew them in favor of letting the proposal speak for itself. They pass up a simple opportunity to interact with the customer. Although you want to be the only firm with a cover letter, you don't want to be the only bidder without one.

Related: [5 Samples] Letter to Request Speed Bumps

Conclusion 

After considering all that has been said, it should be clear that the RFP response must be flawlessly written. The first stage in the lengthy proposal process is writing a professional, high-quality RFP cover letter.

As a succinct conclusion, the following are a few key points:

• Always make the proposition customer-centered, and keep it personal. Keep in mind that you should speak about others, not yourself.

• Maintain high standards and make sure your letters are of the highest possible quality.

• Be captivating; strive to come up with a hook that will draw them in and set them apart from the competition.

• Pay attention to the little details and adhere to the requests made by the customer in the RFP.

• Depending on the customer you are writing to, change your tone.

• Write a conclusion to wrap up the letter and provide the groundwork for any further steps that will be required.

Naturally, if you believe that there is a particular point that you should include in your RFP cover letter but that isn't covered in this post, feel free to do so. Since the most customized cover letters are the greatest, be sure to include that personal touch in every letter you send.

Read related articles:

1. [3 Samples] Letter To Patient About Lab Results
2. 21 Membership Leaving A Church Letter Samples (Complete Guide)
3. How to Write an Application Letter for a Fuel Station Job?