A proposal cover letter is an important element of any RFP response. While the cover letter used to be a mandatory element in proposal submissions, it has now become voluntary to have one. Nevertheless, a well-crafted proposal cover letter can differentiate your proposal from the competition. It is therefore very useful to be well-informed on how to prepare a proposal cover letter, which is what we will explore in this article.
The cover letter serves as a vehicle to thank the issuer for the opportunity to respond, show that you’ve reviewed the RFP requirements, and state why your solution meets the issuer’s requirements. The proposal cover letter is meant to frame up your RFP proposal and can make a significant impact on the overall success of your proposal.
The importance of a well-prepared cover letter
To write an effective proposal cover letter, it’s important to understand its strategic significance in the overall proposal. The cover letter should be short and concise, with a length of no more than two pages. It should contain sections for thanking the issuer, reciting your understanding of the opportunity, listing your abilities to meet requirements, describing your value propositions, providing a high-level future snapshot of what business will look like after your solution is chosen, and concluding with a persuasive delivery of your understanding of next steps.
Mistakes to avoid when preparing a proposal cover letter
There are some common mistakes that you should avoid when writing a proposal cover letter. It’s essential to avoid repeating anything from the executive summary or proposal. The cover letter should not be a rehashing of what’s already in the proposal.
Further, if a broker is involved, thank them, too. Acknowledging their involvement in the process and thanking them for the opportunity as well will at the very least alert all reviewers that you paid close attention to the RFP requirements.
It’s also important to proofread the proposal cover letter for mistakes before sending it. Oversight mistakes or typos are a no-go.
Who signs the cover letter?
When signing the proposal cover letter, it’s important to ensure that the person who signs it has intimate knowledge of the proposal and executive summary and that the strategy, voice, and style are consistent across all documents.
The cover letter is also relevant to the contract
Just keep in mind: Since the cover letter contains contract-relevant data, such as the binding period, it is a constituent part of the tender. The statements made are relevant to the contract, even if it is an informal cover letter.
Proposal Cover Letter Example
Finally, here is an example of a proposal cover letter you could use:
Dear [Issuer(s) name(s)],
Thank you for considering [Company Name] as your potential vendor for [RFP Title]. We are cognizant of the effort it takes to make a selection like this, so we very much appreciate the opportunity. First and foremost, [Company Name] meets all of the requirements detailed in your RFP. In the meantime, the following capabilities make us confident that [Company Name] is the most qualified company and solution for [Issuing Company Name’s] [RFP Title]:
[Value Prop 1]
[Value Prop 2]
[Value Prop 3]
We know that it’s important for [Issuing Company Name] to find a solution with strong integration with [Technology Name].
We eagerly await the chance to continue the conversation about our proposal. Thank you for considering us, and we wish you the best of luck in making your selection.
Sincerely, [Signee’s name] [Signee’s title]
More time to write to prepare the right proposal cover letter
To write a cover letter, you need to understand its strategic importance in the overall bid and its purpose in preparing the bid. The cover letter should be short and concise and generally not exceed two pages. In terms of content, you should take the opportunity to thank the potential client, list your skills in meeting the requirements, describe the contents of your offer, and give an outlook on the future.
In the latter, you can briefly outline what the business will look like once you have chosen your solution, and conclude with a convincing statement of your understanding of the next steps. By following these guidelines, you can write a short and concise cover letter that sets your offering apart from the competition. Automate your RFP process to have more time to focus on writing the right cover letter for your RFP. Learn more about automation options with Beyond.RFP in a free demo!
