sample cover letter for bid proposal

How to Write a Winning Proposal Cover Letter (Plus 5 Real Examples)

First impressions are important—especially in the world of proposals.

That’s why writing a good cover letter is an essential step towards winning a bid. In the request for proposal (RFP) process, this single-page letter marks your first opportunity to grab a prospect’s attention and make it clear that your company is uniquely positioned to solve their problem. So if you’re currently using boilerplate copy… Stop. Immediately .

In this blog, you’ll learn how to write custom proposal cover letters that grab a prospect’s attention and increase your chances of winning RFP responses . Plus, five examples of real proposal cover letters from industry pros.

In this article, you’ll learn: 

What is a Proposal Cover Letter?

• What to Include in a Proposal Cover Letter
• How to Write a Proposal Cover Letter
• 5 Real Proposal Cover Letter Examples ⭐

Next Steps: Build Quality Proposals Faster

A proposal cover letter is a single-page document used to pitch your business offerings to a potential client. In it, the customer can tell whether you’re genuinely engaged and have done your research—or if you’ve simply copy and pasted generic language from past business proposals.

It’s also your first opportunity to convince a client to why they should continue reading your proposal. Considering the average team spends 32 hours writing a single RFP response , it’s critical that your proposal cover letter makes a good impression.

“This is the most important five paragraphs one can write as it’s the only part everyone will read. You must knock it out of the park or you’ll lose.”

What Should You Include in a Proposal Cover Letter?

Like any good cover letter, your proposal should open with a unique offer or positioning. It’s important to establish early on why your team is best suited to solve a client’s problem.

A strong proposal cover letter includes:

• A greeting : Introduce your company and what you do.
• Clear summary: Describe your value propositions at a high-level. Be sure to connect these points to your client’s needs. ( Also known as an executive summary. )
• Personalized offer: Explain to the client what you can uniquely provide to solve their problem.
• Relevant references: Help the prospect understand why they should choose you over competitors.
• Visuals: If you have a designer on your team, include visuals that help emphasize the most important content on this page. For example, use callout boxes to make value propositions stand out for busy procurement teams who are skimming the page.

From the offer you present, to the visuals you include, the details in your proposal cover letter should be all about the client. The goal is to show how your company shines before they even get into the details of your proposal. Demonstrate the qualities that you bring to this potential customer by starting out your relationship on the right foot.

Jon Williams, Managing Director of Strategic Proposals , shares the key points you should concisely hit to be successful.

“Thank the customer, show enthusiasm, demonstrate senior sponsorship, briefly introduce win themes–and then shut up and leave the rest to a brilliant exec summary!”

How to Write a Winning Proposal Cover Letter

From reading the RFP thoroughly, to outlining a clear offer, there are six critical steps that seasoned proposal professionals recommend you take to craft a quality cover letter. ( Psst…you can fast-track these steps by using AI for proposal writing . )

Step 1: Read the RFP Cover to Cover

This step seems obvious, but it’s surprising how many teams skip it. You must read the RFP thoroughly, from cover to cover, before beginning your letter.

While reading, take note of any recurring themes from your prospect. Perhaps they focus on quality of design and ease of use. Or maybe they emphasize needing certain functionalities or features—whatever the case, Kori Warriner of KCI Technologies recommends you consider the following questions as you read through the request for proposal:

Questions to consider:

• What is the client’s reason behind the project? (revitalization, aging infrastructure, etc.)
• ​​Where is the funding for the project coming from?
• Does the client have any hot-button issues regarding the project?
• What is the desired end-result?
• What would speak to the client? (retirement-friendly, aesthetics, budget, etc.)

“You need to make the client feel as though you are speaking directly to them.”

While questions may differ by industry, the idea remains the same. Reading the RFP thoroughly helps you better understand the problems your prospect is facing. Which in turn help you paint a clearer picture of how your company can support them.

(It can also help spark ideas for win themes, or specific language, that truly resonates with the prospect—more on that later.)

“Instead of saying ‘we are pleased’ or other overused statements such as that, I introduce my company, and then switch back to talking about what we can do to help the client reach their goals,” Kori explains.

Step 2: Capture Your Prospect’s Attention Early

Chances are, your prospect is extremely busy. They’re likely to skim your proposal cover letter—which is why you should focus on making it memorable. Use it to create a connection to your prospect and capture their attention early in the proposal.

In the structure of a proposal , the first paragraph is the best place to earn your reader’s attention, shares Senior Proposal Consultant Kelly Allen.

“Try to capture the reader in the first paragraph by relating to them in some way. If they are a current client, leverage your relationship. If not, demonstrate a clear understanding of what they need.” Kelly Allen, Senior Proposal Consultant, UKG (Ultimate Kronos Group)

Step 3: Use Clear, Competitive Win Themes

Once you identify their distinct needs, you can formulate which key themes need to be identified in your cover letter. Then, narrow it down to the most persuasive reasons that your prospect should choose your proposal over a competitor. Eileen Kent, President of Custom Keynotes, explains that these are also known as “ win themes ”.

Win themes should be based on what the customer told you they wanted. Position yourself as the one company that can deliver exactly what your prospect is looking for. To do this well, it’s essential that you also understand what your competition is doing.

Here’s how to brush up on what your competitors are offering:

• Review competitors’ websites
• Read competitors’ financial statements
• Look at review websites like G2 or Forrester reports including your competition
• Ask if clients are willing to share competitors’ past RFPs (You never know, unless you ask)

At this stage, you’ll want to focus on how you can stand out from the competition. Eileen also recommends acknowledging any elephants in the room. By that, she means anything that the client may consider your team’s weakness.

She recommends addressing weak points head on to leave a good impression, “The elephant in the room could be your business size. Address it by talking about how you formed a tight team who have exceeded performance expectations, and worked together for years, so they see that as a strength instead,” she explains.

Step 4: Provide a Personalized Offer

Now that you’ve grabbed your prospect’s attention, you need to maintain it. Do this by outlining clear benefits, which speak directly to their pain points in an enticing and clear way.

You should outline how your product will positively impact the buyer and identify what they will get out of your partnership.

“Choose the top 3-5 features of your solution and describe how they will benefit your customer in a single line. Be direct: Here’s what we offer. Here’s how it will solve your problem.”

Step 5: Use a Strong Closing Statement

Your closing statement should be concise, reiterate your capabilities, and highlight the value you deliver. But don’t forget that it’s also an opportunity to connect with your prospect through the proposal process.

“To build a connection, you have to ignore outdated writing advice and not be afraid to use real language” says Rebecca Baumgartner, Sr. Manager, Proposals, PFS .

“Whoever is reading your cover letter can immediately tell if you’re hiding behind jargon or parroting the language of the RFP because you don’t understand what they need,” she explains.

“But when you write authentically, you have the opportunity to show the client you’ve been listening.”

“A great cover letter isn’t stuffy or formal–it’s a conversation between real people, a chance to put aside the technical language of procurement and connect with the human being on the other side.”

Step 6: Add the Finishing Touches

When crafting your proposal cover letter, there are a few final checkpoints to leave your prospect with a good impression.

Graphics aren’t necessary for a proposal cover letter, but they can be helpful. For example: highlighting a quote from a customer in a different font, or using callout boxes to emphasize your key value propositions. Use visuals that help to emphasize your main points, not distract from them.

Here’s what Izane Cloete-Hamilton, CPP APMP, of nFold recommends.

• Use a company letterhead
• Address the letter to the individual specified in the RFP
• Sign the cover letter from a senior person at your company
• If the response is from a strategic partnership between two companies, use dual signatures
• Ensure your letter is no longer than one page

“Sign the proposal cover letter from the highest-level person with signature authority, preferably someone that the customer knows personally.”

Proposal Cover Letters (5 Real Templates)

Now that you know what steps to follow, it’s time to look at some real examples of business proposal cover letters. While you don’t want to copy a boilerplate letter, these templates may provide helpful guidance for your next proposal.

Here are the types of proposal cover letter examples you’ll see above:

• Real proposal cover letter example from a security company
• Example proposal cover letter for an amusement park
• Real proposal letter & executive summary from an enterprise design consultancy
• Winning cover letter example from KCI technologies
• Another proposal cover letter example from a security company

Looking for a sample grant proposal cover letter? Check out this article .

“Remember, your cover letter isn’t about you, it’s about your client. Let them know that you understand them. Then you can talk about how your company can solve their potential challenge.”

To make more time for writing winning proposal cover letters, you’ll need to make some efficiency gains in your overall RFP process. Start by setting your team up with a proposal software that can improve speed and collaboration amongst your team.

Take Aspen Medical for example. Their business development team started using Loopio’s proposal platform in October of 2019. Within a few short months, they were putting together proactive proposals in just 15-30 minutes and seeing a big return on investment (ROI).

In fact, a survey of 165 companies RFP ROI found that those who consistently use proposal software have achieved results of:

• 51% more RFP responses
• 42% less time spent answering proposal questions
• 85% of companies win more business

If you’re looking to improve the pace of your next proposal, try Loopio’s software.

Improve Your Proposal Writing 📝

Want to learn how to master your craft? Read more about proposal writing skills or how to craft a repeatable RFP response template .

Related posts

The best proposal software for 2024 (top four tools), the raci chart: how to respond faster to security questionnaires, 51 fascinating rfp statistics on the state of bidding in 2023.

How to Write a Proposal Cover Letter: Examples + Free Template

Posted by: Cinthya Soto

Proposal cover letters are brief overviews that introduce the more in-depth content of a proposal. Cover letters are normally the first page of a proposal, making them the first impression you will give and your first opportunity to convince the reader to work with you. These letters directly communicate with the client and set the stage for the following proposal details.

If your proposal cover letter is not convincing enough, the reader might not read your entire proposal and choose a competitor. That’s why understanding the do’s and don’ts of proposal cover letter writing is crucial. 

In this blog, we’ll teach you how to structure and write a proposal cover letter, what makes a good and a bad proposal, and we even provide a free downloadable template for your firm to use. 

What Is a Proposal Cover Letter? 

A proposal cover letter is a letter that accompanies an RFP response or bid submission. Its primary purpose is to introduce the proposal, explain its relevance to the recipient, and persuade the reader of the value and credibility of what’s being offered. It sets the tone for the entire proposal, so make sure it’s well-crafted. 

The cover letter needs to be persuasive and blow your prospect away because it provides a first impression. Since it’s often the first thing the recipient will see, it plays a key role in the recipient’s decision to even consider reading the full proposal. 

The cover letter is frequently the initial opportunity for your proposal to align with the reader’s objectives. While it goes on top of the proposal, it shouldn’t be confused with an executive summary that outlines the main highlights of your proposal. 

Why Your Proposal Cover Letter Matters 

Your proposal cover letter is made up of the most important paragraphs you’ll ever write because it’s the section everyone will read. That’s why it’s essential to nail it, or you stand the chance of losing the project. A cover letter helps busy clients decide if they’re interested in reading the complete proposal. Therefore, having a winning proposal cover letter is equally important as the actual proposal. 

The proposal cover letter gives you a chance to leave clients with a memorable first impression. While proposals lean towards factual information, cover letters offer a more personal touch. Establishing an emotional connection from the beginning significantly increases the likelihood of the reader engaging with your entire proposal. 

What Should Be on a Proposal Cover Letter? 

Though the specifics of your proposal may vary based on the nature of your offer and your sector, the proposal cover letter should consistently stick to the following structure: 

Contact Information 

It’s essential to include your contact details, including your name, email, and phone number, as well as your organization’s information such as its name, email, phone number, website, and even its social media handles. For bonus points, include the link to your LinkedIn profile in the heading too so the reader can get a deeper understanding of who you are. 

Make these details easy to find by placing them at the top or bottom of the cover letter, ensuring they’re in a bold and easy-to-read font so potential clients have no problem finding them. Using the company’s letterhead for the letter not only ensures the inclusion of this information but also gives a professional touch. 

Greeting 

This is your chance to introduce your company and what you do. It’s your first opportunity to make a positive impression and establish a connection with the reader. 

Begin with a concise statement about your company. This could be your mission statement, a brief history, or an overview of what makes your organization unique. This is your chance to highlight areas where your company excels, which helps you establish credibility. 

Additionally, highlight your primary areas of specialization or the main services/products you offer. This will give the reader a clear understanding of your role and what you do. 

Summary  

Often, decision-makers are drowned in proposals, and they might not have the time or patience to go through every detail initially. A concise summary ensures that they can quickly understand your proposal’s primary objectives and value.

You should provide details about your value propositions at a high level and connect how they meet your client’s requirements. By summarizing how your proposal addresses the client’s specific challenges or needs, you can instantly resonate with them, emphasizing that your solution is tailored to their situation.

Offer 

Continuing to the offer, this is where you should further explain how you can provide a personalized solution. Clarify to the client the unique value your solution brings to solve their problem. 

Having captured your potential client’s interest, you now have to focus on keeping it. Achieve this by highlighting the clear benefits that directly compellingly address their challenges, making it easy to understand. 

While you’ll be mentioning how your work will benefit the prospect, you should also explain what they will win from choosing to work with you. 

Here are some tips on how you can accomplish this: 

• Select the three to five primary attributes of your solution 
• Explain their advantages for your client in a concise statement 
• Be straightforward– This is what we provide. This is how it solves your issue 

References 

In situations where multiple firms submit proposals, having strong and relevant references can set you apart from competitors. It offers an added layer of reassurance to prospective clients about your experience and competence. Essentially, relevant references help the client understand why they should choose you over others. 

References also show the prospective client or partner that others have trusted you and that you’ve delivered results. By showcasing references from satisfied clients or partners, you demonstrate that you have been trusted in the past, which can solve any insecurity or concerns the potential client might have. 

Visuals 

Visuals aren’t a must for proposal cover letters. However, they can enhance its impact by emphasizing crucial information. If you have a designer on your team, you can incorporate graphics that highlight the key points of the letter. 

Some examples of what this might look like: 

• Highlighting a customer satisfaction quote in a different font to make it stand out 
• Using callout boxes to draw attention to your key value propositions (especially helpful for busy teams skimming the page) 
• Using the company letterhead
• Including the signature from a senior person at your company 

Conclusion 

Similar to introductions, many cover letters tend to focus more on the body content than the concluding paragraph. However, ending on a powerful note is as crucial as creating a compelling start. It’s recommended to conclude your cover letter by highlighting a significant benefit and the value your project will offer to the company. 

Additionally, when wrapping up your proposal cover letter, always encourage them to continue by reading the complete proposal.

How to Write a Proposal Cover Letter 

Now that you know the structure to follow on the proposal cover letter, it’s time to go into the details of how to write a proposal letter. 

Powerful First Sentence 

Starting with a powerful opening sentence can grab the reader’s attention immediately, encourage them to continue reading, and make your proposal stand out among the endless others they may have received. It’s beneficial to use impactful verbs and straightforward wording to ensure your initial sentence remains engaging and brief.  

Demonstrate You Understand the Problem 

In any proposal, it’s essential to demonstrate to your client that you understand the problem they’re facing. Highlight their goals and the reasons behind your collaboration. Present the company’s challenges in an easily comprehensible manner. Dedicate a section to focus on the company’s concerns, and later in the cover letter, you can introduce the proposed solutions. 

Offer to Discuss the Proposal Further 

Before ending your cover letter, you should stress your readiness to dive deeper into the proposal and address any questions or concerns the reader might have. Additionally, this serves as a chance for you to propose a face-to-face meeting with the potential client to further increase your chances of landing the project. 

Thank the Issuer for the Opportunity 

In the cover letter, you have the opportunity to express gratitude to the proposal’s recipients. Recognizing their participation in the process and expressing appreciation for the opportunity not only demonstrates courtesy but also signals to all reviewers that you’ve closely read the RFP guidelines. 

Persuasive Closing

After completing the structure and details of your proposal cover letter, end with a persuasive closing demonstrating your understanding of the next steps. Clients want to understand how you’ll assist them in achieving their objectives and the next steps for moving forward. This demonstrates to them that you can simplify the process by detailing the necessary steps to advance. 

As mentioned earlier, you’ll want to encourage the reader to read the entire proposal. However, you should also mention the opportunity to discuss the proposal further. Some examples of what this might look like include: 

• “We look forward to the opportunity to discuss our proposal further.” 
• “Once you’ve had an opportunity to review our proposal, please don’t hesitate to reach out and follow up with any questions.” 
• “Our team will be following up in a week for an update and see if there are any additional ways we can support your team. “

Signature 

Don’t forget to include a signature! But who signs it? Who signs the proposal cover letter varies based on different factors. The person who has the relationship with the client is in charge of the strategy, and probably carried out the research leading to the proposal is typically the one that should sign the proposal cover letter. 

However, it’s recommended that you have the proposal cover letter signed by the individual with the highest authorization level, ideally someone the client knows. 

Otherwise, you should consider having the executive director of your organization sign the cover letter and include their contact details for professionalism. People to consider for signing the proposal cover letter include: 

• Executive director 
• Account manager  
• Executive of executives 
• CEO (a strategy used by small firms or when the RFP represents a large portion of a responder’s annual revenue) 
• Someone with a senior title 

What Makes a Good Proposal Cover Letter?

So, now we know how to structure a proposal cover letter and how to write one, but how can we make it stand out? Here are some tips you should follow to craft a good proposal cover letter. 

Capture Reader’s Attention Early 

Within the framework of a proposal, the first paragraph is the best chance you have to catch your reader’s interest. This means the introduction is one of the most essential parts of your proposal cover letter. It’s crucial to catch the reader’s attention immediately, so think of an engaging way to introduce yourself and your company. You can do this by finding a way to relate to them or showing that you understand their needs. 

Mirror Clients’ Words and Phrases 

When writing a proposal cover letter, it’s essential to align your language with the client’s terminology to show that you understand their needs. Failing to do so might not only display a lack of alignment and agreement. 

Prioritize the Prospect 

A common mistake is making a proposal letter about yourself. Clients aren’t focused on your achievements or your professional journey. They want to understand how you’ll assist them in reaching their objectives. Therefore, the cover letter should focus on how you plan to help the client in reaching their objectives.

If you do want to mention special company achievements, make sure they are relevant to your client’s objectives and provide value. 

Get Straight to the Point

Keep it simple. Be clear and avoid any uncertainty. Being unclear can break trust quickly. So, gather all your information before writing, so you don’t sound unsure. Make sure what you write is accurate. You’re the expert. Write confidently and avoid wasting your client’s (or your) time by putting unnecessary information in your proposal cover letter. The goal is to have clients read to the conclusion and sign. 

Stand Out From the Competition

The proposal cover letter shows that you understand the client’s worries. It helps you be different from others and encourages clients to read your entire proposal. After reading the cover letter, they can then look at the more detailed parts.

Moreover, the proposal cover letter is your first chance to highlight your value proposition and what makes your offer unique compared to others. For the cover letter, you should focus on how you can distinguish yourself from competitors.  You don’t want to “sound” the same as the competition. 

RFP Cover Letter Mistakes to Avoid 

Now that we’ve seen what makes a cover letter good, let’s take a look at what makes a cover letter bad. Here are the proposal cover letter mistakes to avoid. 

Repeating the Executive Summary 

Avoid repeating content from the executive summary within your proposal cover letter. Each document — the executive summary, proposal, and cover letter — should be separate. Repetitive information can damage the impact of your message and possibly bore or discourage the reader. 

Not Utilizing the Right Software 

When creating RFP responses, you need to manage digital assets while keeping everything accurate and up to date. With the right software, like a DAM system , you can store and manage all your project images, videos, and other media in one place. This makes it easy to find and incorporate the most relevant and impressive visuals into your RFP to make it more compelling.

With a DAM, you can quickly search, access, and integrate assets from the software directly into your RFP documents. This means that with the right DAM integrations for your industry, you can create documents in seconds with pre-designed templates. 

Additionally, a DAM helps ensure that all images and media used are in line with your brand guidelines and accessed by the right people. 

TIP: Want to know more ways a digital asset management (DAM) system can help you create RFP responses and win more clients? Read our Ultimate DAM Guide now. 

Not Reading the RFP Multiple Times

Overlooking details is the first challenge in the RFP response process. The data presented by the client within the RFP serves to guide and inform your proposal. Hence, it’s crucial to carefully review the RFP multiple times to ensure all essential elements are seen and there is no critical information missing. 

Moreover, if you don’t follow the client’s RFP guidelines, they’ll most likely ignore your response, and all your effort will be lost to those who did thoroughly read the RFP.

Not Understanding the Client’s Needs 

This might seem like a general mistake, but it’s a big one. If you don’t understand what the client wants, your whole response won’t matter. For this reason, you need to read the RFP carefully to know what the client looking for. Don’t send a proposal that’s missing details or doesn’t match what they need. 

Making the Length Too Long 

Your cover letter should always be one page unless you’re dealing with a long proposal of 100+ pages. If you do end up with a longer cover letter, it might be because you are including too much detail. Instead of describing every detail of your proposal (save that for the executive summary), focus on the top three aspects that will catch the reader’s attention. This will leave the reader wanting to know more, encouraging them to read the entire proposal.  

Proposal Cover Letter Examples 

It’s time to take a look at good proposal cover letter examples to help you further understand what is expected. 

Construction Proposal Letter Example 

Here is a construction RFP response cover letter example that works: 

Source: Examples   

Architecture RFP Cover Page Example

Here is an architecture RFP cover page example that works: 

Source: Utley Strategies 

Engineering Cover Letter for a Proposal 

Here is an engineering cover letter example that works: 

Free Cover Letter for Proposal Template 

Below, you can download a FREE proposal cover letter template made for the AEC industry from OpenAsset partner and proposal writing guru, Rachelle Ray. Just enter your name and email for immediate access.

AEC Cover Letter Template

Responding to an RFP? The downloadable RFP cover letter sample has the structure you need for a proposal cover letter that wins more clients. 

How to Create Quality Proposal Cover Letters Every Time 

Creating quality proposal cover letters every time isn’t an easy task. However, as the #1 DAM for AEC and Real Estate, OpenAsset can help you find, share, and use the digital assets you need to create high-quality AEC proposals quickly and easily. 

With dozens of integrations and useful features, OpenAsset makes it easy to share and manage the heavy amounts of digital assets needed to create winning proposals . 

Get your free downloadable proposal cover letter template today. And if you’d like to learn more about our DAM technology, you can reach out to one of our digital asset experts today to schedule a demo . 

Get OpenAsset DAM Insights

How to Create Winning Proposals

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Here’s What to Include in an RFP Cover Letter

Table of Contents

You never get a second chance to make a first impression. The same is true when responding to Request for Proposal (RFP) opportunities . A successful RFP response establishes its tone immediately through a well-thought-out cover letter. RFP cover letters include an overview detailing why your organization is best suited to meet the issuer’s needs.  

An effective cover letter for a bid proposal sets clear expectations for your proposal from the start, which makes a world of difference in the eyes of a reviewer. So, the question evidently becomes how can you ensure your Request for Proposal’s cover letter is as impactful as possible?

Here are our five tips for writing the perfect RFP cover letter:

Reuse Previous Content Strategically in Your RFP Cover Letter

When responding to multiple RFPs, it’s not uncommon to leverage standardized responses and templates. There’s nothing inherently problematic about including reused content as long as it’s directly relevant to the bid at hand. Problems present themselves when the writer neglects to tailor the cover letter response to the requesting organization. There’s arguably nothing worse than accidentally forgetting to omit the name of another organization in your cover letter. Just pay close attention to details and include bid-specific content in your response.

Match the Requesting Organization’s Tone in Your RFP Cover Letter

If you’re responding to a potential government contract, you most likely want to keep things simple and straightforward. But, if you’re instead responding to an RFP from an innovative startup, some creativity through imagery won’t hurt.

Imagine writing a letter to your mom. Now, imagine writing a letter to your best friend. Those letters are going to sound very different. They should, right? You’re matching their tones. So, include language that matches the tone of the bid in your RFP cover letters.

Include Specific References to the Opportunity for Which You’re Applying

Identify one or two unique characteristics about the requesting organization and incorporate them into your overview. For example, if the RFP involves work in a rural community, reference your organization’s specific experience driving progress in similar contexts. From there, focus on three or four key needs of your potential client. Explain how your team is uniquely situated to deliver solutions in these specific areas and provide examples that demonstrate the positive impact your team can provide.

Trust us, the person reviewing your bid response wants to know that real thought and effort were applied. Investing energy into providing a few personalized details in the RFP cover letter will pay dividends for your entire proposal.

Address Your RFP Cover Letter to a Specific Contact Person at the Requesting Organization

More often than not, the person to whom you addressed the actual bid response is also the person reading said bid response. And, usually, that contact person has a role in the evaluation of the response itself, helping choose the winning entity. As you would with any letter, you should address the letter to that individual, not an entire organization or “whomever this may concern.”

Conclude the RFP Cover Letter With a Call-to-Action

Express your willingness to discuss any aspect of your proposal in greater detail with the reviewer at any time. You may also offer additional references or point them in the direction of collateral that will help in their decision-making. For example, some organizations have websites that the issuing party may not know about. Do you have an impressive website, a notable reference or a highly publicized project? If so, mentioning it off the bat in your cover letter gives you a leg-up on the competition. It also makes your response more memorable.

If you follow the tips above, your cover letter for your bid proposal will provide an effective introduction that’s specific, concise and intriguing. The remainder of your bid will expound on the key points raised in the cover letter. But the objective of the cover letter is simply to prove your organization’s response is well worth a closer look. From there, your team will be in a great position to close the deal!

You Don’t Have to Go It Alone

As an organization founded by proposal experts who help clients on both sides of the RFP marketplace with our Bid Builder and Bid Manager services (read a few Case Studies !), we have a unique perspective on how successful cover letters are created and reviewed. The Bid Lab helps businesses navigate the RFP process from inception to submission. Find opportunities to use that cover letter with Bid Banana , the user-friendly RFP search engine. And if your organization needs help writing a compelling cover letter, then contact us now for a complimentary consultation at 1-844-4BIDLAB or by emailing [email protected] .

Need a Cover Letter Template?

A great cover letter can help you get started with your first bid. Download our proven template below and get a sneak peek into our secret sauce.

Download Our FREE Cover Letter Template

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5 Tips for Writing a Better RFP Cover Letter

May 17, 2021.

Table of Contents

RFP cover letter template

When responding to a request for proposal (RFP) you may be asked to include an RFP cover letter. RFPs are used by local and federal governments and organizations in order to procure goods or services.

Your RFP cover letter will be the first thing that the contracting authority will read when looking at your proposal. Due to this, you want to make a good first impression, conveying your excitement about the opportunity. RFPs are greatly competitive so you want to stand out from other vendors.

What is an RFP cover letter?

First, let’s address the simplest question regarding what an RFP cover letter actually is. Your RFP cover letter is the first thing a contractor will see when looking at your RFP proposal . It should be no more than one page in length, and it’s almost always required with a request for proposal.

It’s more of a conversational introduction to your RFP response and your chance to tell a little bit about yourself. You could think of it as a cover letter for a job application. It is kind of similar, as you’re wanting the contracting authority to hire your business for the contract. You should detail what you’ll offer them and why you think they’ll benefit from hiring you.

Why is an RFP cover letter needed?

You would be forgiven for wondering what difference an RFP cover letter actually makes to the bid process. Well, if you think about it, your RFP cover letter is essentially your business’s first impression to a contractor. As you know, first impressions count and while the cover letters aren’t usually marked, you should still make the effort. This is why it’s just as crucial as your bid proposal and why you should put in the time.

DOWNLOAD FREE COVER LETTER TEMPLATE

What’s the difference between an rfp cover letter and an executive summary.

When talking about RFP cover letters, you’ll often hear the term of an executive summary thrown around. However, they are quite different. An executive summary is a high-level overview of your RFP response. It should capture the most important elements of your proposal on one page.

As I’m sure you’re aware, your RFP response can range from 10-pages to 50. Many contracting authorities have stakeholders that are key in the decision-making process. They don’t always have the time to read multiple 50-page proposals. This is when the executive summary comes in. They can have a read and understand a vendor’s proposal in mere minutes.

An RFP cover letter:

• Reiterates details from your RFP (including company name and the service or product requested)
• States that you’re bidding for their contract by responding to the RFP
• Explains why your organization is qualified to respond to the RFP
• Reveals the key benefits they’ll experience while working with your business
• Demonstrates your excitement for the potential partnership.

The cover letter should give the contractor the context of who you are before reading about what you do.

Here’s our go-to RFP cover letter template:

You may be wondering how to make your government bid RFP cover letter stand out. Below is our go-to RFP cover letter template that can help you outshine your competitors. Typically, there are five key points you want to cover in your letter.

Address your letter to a named contact at the organization

Always address your cover letter to a named contact within the contracting organization. If you’re not sure, get in touch and find out. Ask for the names of the key contacts that weigh in on the final decision.

Specifically addressing key personnel shows that you put the effort in to find out who is involved in the project. It will also increase your chances that they will actually read the cover letter. It suggests that you’re invested in developing a deeper professional relationship. Starting your letter with “To whom it may concern” suggests laziness and that it’s a generic copy and paste job. If all it takes is a simple phone call to find a name, why not give them a ring? Those two minutes can score you extra brownie points and show that you’ve done your research.

Introduction and greeting

Don’t start off your RFP cover letter thanking the commissioner. It’s overdone and boring and is likely what all your competitors will be doing. Put yourself in the commissioner’s shoes, if you’re reading 30 cover letters starting the same, it’s a little repetitive. You want to stand out and be memorable. Try starting with something complementary and specific about the contracting authority. This demonstrates that you have done your homework and that it isn’t just another generic cover letter.

Summary of RFP needs

You should convey that you understand what the commissioner is needed from their RFP. The evaluator doesn’t want to read a boring, robotic cover letter. You want to demonstrate you not only understand their business but their needs and how to best deliver them.

Your business qualifications and unique selling point

This section should highlight your business qualifications and differentiators. Include your business’s unique selling points (USP) and what you excel at. Here, you should really be persuasive and sell your company. Do you have any innovative solutions or cutting-edge features? Do you excel at customer support? This is the time and place to proudly showcase these to the commissioner.

A closing call to action

Concluding your cover letter with a closing call to action is a great way to close the pitch. After all, your RFP cover letter is basically a sales communication. Remember to thank them for their time and consideration for the contract and opportunity. You should state what you want them to do next and who they can contact should they need it. For example:

• Let me know if I can put you in touch with another client for a reference
• Please reach out with any questions you may have
• Should you need any further information to move this process forward, please let us know.

  Tips on how to make your RFP cover letter stand out

As mentioned above, your cover letter should go against the grain. You want to stand out and be memorable and this is your chance. Below are some helpful tips on how to make your RFP cover letter stand out:

• Match your tone to that of the contracting authority
• Keep it fresh and genuine, the evaluators are human after all
• Stay true to your brand, if your business prides itself on being down to earth, use that style
• Be creative with your formatting, including a branded heading is always a nice touch.

So, hopefully, you have a better idea of how to create a memorable RFP cover letter. Avoid being generic and unspecific. Show the contracting authority that you’ve done your homework and are excited to work with them. An RFP Consultant will be able to help you with the whole RFP process. They understand what commissioners are looking for and how to best convey it.

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Have you already written a bid but need a second pair of eyes to review your work? Our RFP Mentor service will do just that. Simply send over your bid responses and the solicitation documents. Our writers will then assess your work, ensuring that your responses are in line with the specification. They will also check for any spelling or grammar errors. You can then submit your bid with confidence.  Upload your work  for a free quote.

Do you need help with preparing a bid proposal? Proposal Ready can help businesses that are new to tendering or those in need of rejuvenating their content. Our Bid Consultants can offer you proposal writing services , creating:

• 3 designed and company branded case studies
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Find more helpful tips and advice in our blogs. We cover topics including:

• Working with RFP Writers
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• Federal contract bids
• RFP cover letters
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• Bid proposals
• Federal government RFPs
• RFP Consultants
• How technical Bid Writers can help your business
• And many more.

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5 Simple Steps to Writing a Better Proposal Cover Letter

From getting the prospect’s attention to showing you have the right solution, your proposal’s cover letter has a big job to do. I’m breaking down 15 examples to show you how to create your most persuasive cover letter ever, one that makes prospects excited to read on and sign on the dotted line.

11 min. read

Proposal cover letters.

Does that phrase strike fear in your heart? Or at least give you some anxiety?

From job applications to business proposals, writing a good cover letter, executive summary, or some other introduction isn’t easy.

So, this post will give you an easy-to-follow five-step process to create a killer CUSTOMIZED cover letter for every proposal you send out.

A proposal cover letter is important. It’s your proposal’s first impression with your prospect. It sets the tone, for better or for worse. And writing it can sometimes provide clarity on what should or shouldn’t be included in your proposal.

It shouldn’t be something you slap together before moving on to the ‘meat’ of the proposal or a dull fill-in-the-blank exercise that ends up sounding more canned than Campbell’s.

No more chunky and clunky cover letters.

But, at the same time, you can’t spend hours upon hours crafting a bespoke one. You have a deal waiting on that proposal to get done.

So, what you need is a good writing formula.

I’m borrowing from the outline that my colleague Jennifer set out in her proposal executive summary post . She knows what’s up, having written dozens of cover letters/executive summaries during her time in the digital agency world.

If you’re looking for the why and when, plus some dos and don’ts, of writing one of these bad boys, be sure to check out her post.

Now, let’s dive into the who, what, where, and how here, including some examples.

Executive summary vs. cover letter

What do these phrases actually mean?

It’s tricky because the terms ‘executive summary’ and ‘cover letter’ are sometimes used interchangeably in the world of proposals.

I mean, I just used both in the intro to this very post.

Me taking a photo of the culprit.

You might also hear other terms, like overview or introduction, being tossed around for this piece of proposal writing. But rest assured we’re all talking about the same thing.

Technically, there is some nuance to how each of these sections function in a B2B proposal.

First, a proposal cover letter and an executive summary have some things in common:

• They should appear at the beginning of your proposal.
• They should be one page long, maximum.
• They should be prospect-focused.
• They should NOT be overly sales-y or pitchy.
• They should NOT be a detailed rehash of the entire proposal.
• They should get the recipient excited to read on.

Now, here’s where they differ.

What is a proposal cover letter?

A proposal cover letter:

• Is more conversational.
• Is formatted as a letter with salutation and sign-off.
• Doesn’t contain strategy or execution.
• Can be more persuasive (like how a cover letter for a job mentions why you’re the best person for it).

What is a proposal executive summary?

A proposal executive summary:

• May be formatted as a statement.
• Tells the story of how you provide solutions for your clients and the impact (evidence) of your solutions.
• Stays quite high-level.

Sometimes a prospect will specify that your proposal should include one or the other or both, like when you’re responding to an RFP . However, if there are no client specifications it’s up to you which one you include, how you write and structure it, and what you want to label that section in your proposal document.

Okay, now let’s get writing—with some examples to help you visualize the steps and tips.

How to write a cover letter for your proposal in 5 simple steps

One of the hardest aspects of writing a cover letter is including all the information you want to convey while keeping it as brief as possible and being compelling or even entertaining at the same time.

It’s okay. Here’s how to achieve all that in just five steps.

Step 1: Get their attention Step 2: Show you understand the challenge Step 3: Show you have the right solution Step 4: Show your work Step 5: Tell them what’s next

Step 1: Get their attention

“Snoozefest Co. is excited to submit this proposal to you.”

Are they though?

It reads more like this to a prospective client: “Snoozefest Co. is going through the motions in this proposal intro so we can cash your cheque.”

This is the very first thing the prospect will read in your business proposal! It needs to grab some attention.

Here are some examples of more impactful ways to open your cover letter.

Cover Letter Example 1 - Business consulting

Cover Letter Example 2 - Electrical

Cover Letter Example 3 - Public relations

Why these examples work

They put the focus on the client.

Congratulate them on a recent (relevant) company achievement. Show that you get what it’s like to be in their shoes . Offer up a fun fact or industry statistic that signals you’re already thinking about their market niche.

They build curiosity.

Segue your way to success. Each of these first paragraph examples creates build-up, curiosity, and excitement for what the prospect will read next and throughout the rest of the proposal. Ask a question. Don’t give away all the answers just yet. (what is the “light at the end of the tunnel”?)

They start to allude to the pain point.

You’ll go more in-depth into the challenges you’re solving in the next few paragraphs but it’s good to get it out there up top. It could be more explicit, like in example 1 (how to go from good to great when you’re already at capacity), or it could be more subtle, like how the specific mention of “heritage home” starts to set up the challenge in example 2.

Step 2: Show you understand the challenge

Sometimes when we write, we gloss over the pain point. It can be awkward to write about the challenges someone is facing in their professional life; you don’t want to suggest they don’t know what they’re doing or they’re not good at their job.

In a cover letter, though, it’s essential to dig into the ‘pain point’ they’re feeling in order to close the deal. Showing you understand the obstacles they’re facing is the best way to position your company as the only solution to their challenges. (See Step 3.)

But avoid any urge to make it about you. It can come off as “Look how smart I am!” Again, turn it back to the prospect. A good way to do this is to make sure you use the word ‘you’ more than ‘I’ or ‘we’ in this section.

Cover Letter Example 4 - Legal services

Cover Letter Example 5 - SaaS/Social

Cover Letter Example 6 - Insurance

Why these examples work:

They say what the prospect is likely thinking.

Show you understand all aspects of the prospect’s challenge by bringing up objections before they have a chance to, and then knock them down. Legal advice is too expensive and complicated? Not when you partner with us!

They’re complimentary.

Butter your prospect up a bit. They’re not experiencing these challenges that you understand so well because they’re bad at their jobs. No, maybe it’s just a resourcing issue! Like in Example 5, you can position your team as the experts who take challenging tasks off people’s plates.

They show off the benefits of doing business with an expert.

Give them peace of mind. You’ve done this before and this isn’t your first rodeo. You see and understand the full challenge so you can help clients avoid problems before they crop up.

Step 3: Show you have the right solution

Okay, NOW you can talk about yourself. With a few cautions:

• Keep it relevant. Your company’s Best Float win at the local parade is cool and all but now’s not the time.
• Keep it concise. It’s time to ‘elevator pitch’ your solution.
• And keep it upbeat without overhyping. You want your solution to sound attractive, but don’t write cheques with your cover letter that the rest of the proposal can’t cash.

Cover Letter Example 7 - Solar

Cover Letter Example 8 - Web design

Cover Letter Example 9 - PR

They keep things high-level

No need to outline the eight different ways you’ll test their website or every single PR tactic you’ll use. This isn’t a book report on your proposal.

They still stay specific.

“Public relations...creates and maintains your public image, and positions you as a leader in your industry” is better than “we make you look good”.

But notice that these examples don’t use jargon. If a jargon-y phrase is used, like responsive design, it’s immediately explained in a non-technical way. Stick to plain language like this, unless you cater to a highly-specialized specialized audience that will understand acronyms and look for that industry-insider lingo.

They show how you’re putting everything on the table.

Look at how these cover letters talk about the sales document they’re about to read over. For example, the proposal is not just a package; it’s a “comprehensive package”.

It’s the difference between presenting the proposal as ‘here’s some info’ and ‘we’re presenting you with all the details, including facts and figures’. Let the reader know that your proposal gives them everything they need to make an informed decision.

Step 4: Show your work

Time for a not-so-humble humblebrag .

Maybe it’s a team skill set you’re known for. Or some original research you’ve done that would resonate with this prospect.

You could showcase how your company is a power-player in your niche via previous work you’re especially proud of or awards you’ve received. Or give a quick preview of your proprietary process.

Basically, the information you include in this paragraph should provide an answer to the question on every prospect’s mind: why should they work with you ?

Cover Letter Example 10 - Exterior pressure washing

Cover Letter Example 11 - Content marketing

Cover Letter Example 12 - Construction

They give the references some ‘meat’.

If you’re talking about existing customers, don’t just name drop. Highlight some impressive outcomes you’ve achieved for them as well. For example, they didn’t just construct a building at NYU, it’s an award-winning building they built at NYU.

They cite the facts.

If there’s a specific accreditation that clients will need to know about (i.e.: are you licensed, bonded, board-approved, etc.?), now’s the time to mention it. Basically, anything that would differentiate you from competitors. In a market dominated by big national brands? Talk about how your business is family-run. Or vice-versa.

They go granular but don’t get into the nitty-gritty.

Again, be as specific as possible without going into too much detail.

Talking about “our process” is okay. But “Our four-step process” is an ideal amount of information for the purposes of this cover letter since you’re going to explain the steps later on in the proposal.

Step 5: Tell them what’s next

Your sales team wouldn’t end a sales call without discussing next steps. Your proposal cover letter is no different.

The closing is your chance to set expectations, either for the prospect or yourself. Don’t forget that you have to keep your end of the bargain. If your cover letter says you’ll follow up with them in a certain amount of time, for Pete Campbell’s sake, do it.

(Bonus: If you’re using proposal software, you’ll be notified when your prospect opens your proposal so you can perfectly time your follow up.)

Cover Letter Example 13 - Construction

Cover Letter Example 14 - Financial Services

Cover Letter Example 15 - Public Relations

They show how the vendor and the prospect together.

Why will this specific partnership work? You’ve talked about them, you’ve talked about yourself, now it’s time to talk about why you’ll go together like a square-hole colander and quinoa. (A square shape keeps the round grains from falling through while you’re rinsing it. Obviously.)

They ask for the sale.

You’ve refrained from selling throughout this cover letter. Now’s the time to ask for the close. Don’t shy away from presuming that you’ll be the winning proposal, that you “hope” they’ll pick you.

They talk about the next steps.

What literally happens next? Should they sign now? Will you be meeting to walk through the proposal before a signature is expected? Are you going to follow up with them? Let the reader know what’s expected of them and what they should expect from you.

A quick caveat before you rush off to write your proposal

There you have it. And now you just plug these pieces into your cover letter and copy these examples word for word and…

Not so fast.

The 15 example snippets above are all pulled from our proposal templates , all written by professional writers. Templates and samples like these are amazing starting points. But they aren’t the end-all, be-all.

Notice that all these samples are written in a slightly different voice? How you word your proposal if you’re in legal or financial services might be different than how you would write one in the marketing industry or the world of pressure washing.

And how YOU word your proposal should be consistent with your brand voice, including language, tone, and style . The information you include should speak to YOUR ideal customer. Remember, the cover letter is your proposal’s first opportunity to persuade your prospect that you’re the best choice to hire.

Conversions don’t come from canned, uncustomized content. Use these steps and examples as the catalyst for your own authentic version of a pitch-perfect cover letter for your proposal.

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RFP360 is a part of RFPIO, the leading response management software. To explore more tips for creating compelling content and writing a winning RFP cover letter, visit RFPIO.com .

After weeks of work, you’ve finally put the finishing touches on your request for proposal (RFP) response. The proposal is a product of the hours you invested customizing past content, collaborating with subject matter experts and refining your messaging. Because of your efforts, the proposal is a masterpiece ⁠— creative, comprehensive and compelling. Consequently, you’re feeling confident. After all, your company should win this business — you’ve earned it. Now, there’s only one thing left to do… slap a proposal cover letter on top, submit it and move on to the next RFP.

But wait. Not so fast. When was the last time you read your boilerplate RFP cover letter? Like, actually read it. If you’re like many others, it’s been a while. Unfortunately, that means you might not be putting your best foot forward.

So, before you send off that RFP response, let’s take a closer look at your proposal cover letter and be sure it accurately represents your proposal. With a couple easy tips and a quick review, your cover letter will send just the right message.

In this post, we’ll explore what a proposal cover letter is and why it matters. Then, I’ll explain what a cover letter includes, tips for writing a winning letter and a few sample RFP cover letters. Finally, I’ll share a proposal cover letter template you can download and customize to get a head start.

What is a proposal cover letter?

Why a well-written cover letter matters, parts of a proposal, components of a cover letter.

• What your RFP cover letter should do

Beyond the basics: Six tips to writing a better RFP cover letter

• Getting started: RFP cover letter example and template
• Helpful response resources

Download the RFP cover letter template now.

A proposal cover letter is a single-page letter addressed to a prospective customer containing high-level information from a prospective vendor. The letter precedes an accompanying RFP response or business proposal.

Alternative names for the proposal cover letter include RFP response cover letter, bid proposal cover letter, RFP cover page and other similar variations. No matter what it’s called, the cover letter is your chance to introduce your business and offer to a potential new customer. As such, you need to make it count.

You spend hours working through the proposal process, so why should you spend even more time crafting an RFP response cover letter? The proposal cover letter is an oft-overlooked sales tool. Indeed, it’s a zero-cost way to get your message directly to the people who decide whether or not your proposal wins. Furthermore, the RFP cover letter takes very little time to compose (especially if you use our template below) and offers you one more way to stand out from your competitors.

If you’re like most businesses, your cover letter can probably be summarized like this: “Dear Mr. or Ms. Company ⁠— Thank you so much for this opportunity. Included in this proposal you will find our answers that meet the requested specifications. Thank you for your consideration.”

While common, this isn’t a terribly compelling way to introduce yourself to a new customer that could help you grow your business. Your RFP cover letter provides a first impression to the proposal evaluators and decision makers reviewing your proposal.

Think of it this way: If you were going to present your proposal in person, how would you greet the buyer? You’d probably wear your best suit, walk confidently, put on a warm smile and share a confident handshake to make a memorable introduction. It should be the same with your proposal cover letter. Unfortunately, if your letter is anything like the example above, it’s like showing up in sweatpants and offering an unenthusiastic, mumbled greeting.

The RFP cover letter can also be used to:

• Create or deepen the connection between you and your buyer
• Reinforce your brand, values and expertise
• Promote your key differentiators
• Establish primary point(s) of contact

No matter how you use the RFP cover letter and what you put in it, remember that the person receiving it is just that ⁠— a person. The quality of your bid proposal cover letter determines whether they read it carefully, skim it quickly or ignore it completely. Generally, proposal cover letters are memorable either because they are embarrassingly bad or extraordinarily good. Make your cover letter memorable for the right reasons.

Basics to know before you start your proposal cover letter

The RFP cover letter should be included as a normal part of every proposal, but it’s just one component. Indeed, most proposals also include a number of other elements that will generally appear in a specific order.

• Cover letter
• Executive summary
• Terms and conditions
• Supporting documentation (Case studies, references and additional data)

As the first element of your proposal, the cover letter is bound to be seen by a lot of people. So, it’s important to make sure it is the best possible representation of your company. But, how do you decide what to say? One of the biggest challenges when writing an RFP response letter is how to keep it short while also making an impact ⁠— remember, your cover letter should fit on a single page. To help you craft your message, focus on these five elements.

• Greeting and introduction
• Summary of RFP needs
• Your broad qualifications and differentiators
• Thank you and closing

Your RFP cover letter should:

• Be the first page of your RFP response followed by your executive summary and proposal
• Introduce your company to the buyer’s key decision makers and any others reviewing or scoring your bid
• Be conversational, genuine and confident ⁠— but it shouldn’t be an overt sales pitch
• Offer an overview of your understanding of the company’s needs
• Clearly state why your business is uniquely qualified to win the RFP opportunity
• If possible, express your vision for the future partnership and how you can help the business reach its goals
• Follow the customer’s instructions if they ask you to include specific information in the cover letter

What’s the difference between a cover letter and an executive summary?

When building formal RFP responses, this question comes up a lot. What is the difference between a cover letter and an executive summary? The confusion is understandable as the two documents share a lot of similarities. They are both short, introductory documents that precede your proposal.

The primary distinction is that a proposal cover letter is an introduction to your company while the executive summary is an overview of your offer for a specific project. In addition, the cover letter should almost always fit on a single page while the executive summary may be two or three pages if necessary. Admittedly, the difference is subtle. While the contents may seem to naturally overlap, try to avoid repetition and ensure that each document provides unique information.

Download our executive summary template to see an example.

1. Address it to the right people

Who is going to review your proposal? If you don’t already know, find out. Get in touch with the RFP contact and ask for the names of the key contacts who will weigh in on the decision. This may be a committee of people or a combination of procurement professionals, stakeholders and executives.

If you start your RFP response letter with the standard “To whom it may concern” salutation, you’re blending in and sending a message. Unfortunately, this approach communicates that you couldn’t be bothered to update your cover letter template, didn’t do your homework and don’t really care that much about winning the business. It certainly doesn’t reflect the hours of time you’ve likely invested creating the proposal that follows.

By specifically addressing the proposal cover letter to the key contacts, you make a quick connection and instantly improve the chances that they’ll actually read the bid proposal cover letter and your subsequent proposal. This attention to detail reinforces the idea that not only are you a good fit based on your qualifications, but you’re also invested in developing deeper relationships. You’re in it to be a strategic partner, not just another vendor.

2. Keep it fresh and be human

Put yourself in your recipient’s shoes ⁠— You’ve just received dozens of proposals from vendors who more or less provide the same type of services. You are starting to sift through RFP responses that are admittedly, probably pretty dry. The initial review checking for proposal compliance is time consuming, highly repetitive and gets old quick.

So, if a cover letter starts with something like, “Thank you for the opportunity to earn your business,” it’s just adding to the tedium. It’s a classic and well-worn opening line. While it’s good to be humble and grateful, it’s far better to be unique and memorable. A recent post featured in APMP’s Winning the Business ,

“… never start a cover letter with “thank you.” It’s boring, and almost everyone does it. This seemingly respectful thank you does not help your organization to stand out or inspire your reader to keep reading.” 

The article goes on to recommend starting with something specific and complimentary about the business. This opener accomplishes two things; it quickly shows that this is no ordinary copy-and-paste proposal cover letter while reinforcing that you did your homework and recognize the business’s goals.

In an increasingly automated and efficient world, it’s easy to forget about the people behind the process. Even if you use RFP software to quickly complete the RFP itself, the RFP cover letter offers a rare opportunity to be human and genuine.

3. Use formatting to catch their eye

Your cover letter only helps you win the business if it actually gets read by the right people. Just like using the perfect proposal format, the right cover letter format invites the reader to engage. So, make sure your cover letter is clean, visually appealing, approachable and not too dense. Remember that you’re trying to make an impression, not dive into every detail of your proposal.

Because your cover letter only uses one page, you have to be smart about how you use the space. There are three main places where you have the best chance to hook the reader: the first sentence, the center of the page and the closing.

Opening Nothing catches your eye like your own name. So, as suggested above, address the letter directly to the evaluator(s). Then, include the buyer’s company name in a unique and impactful opening sentence.

Center Make the most of the center of your RFP response letter using bullet points. Draw the eye directly to your biggest differentiators without specifically calling out your competitors. Include what you excel at like customer support, on-time delivery, cutting-edge features, value adds, scalability, customer growth and so on.

Closing Use the final line to move the deal forward. Offer the prospect a clear and direct call to action (see tip six for more information and an example). For example, provide details about how they can move forward with you, request the information you need to speed up contracting or share what comes next in the process.

If you can engage a reader in any one of these areas, they are far more likely to take the time to read your entire cover letter. Ideally, it’s intriguing enough that they continue on to check out your executive summary and proposal as well.

4. Tell a tale and express your understanding

Have a success story with a similar client that could boost your credibility? Tell it, but be brief. Share how a partnership has been mutually rewarding, how you’ve delivered a great customer experience or how you’ve been able to proactively solve problems. This reinforces your understanding of their business and goals.

In addition to telling a story, you can use your proposal cover letter to express your understanding of their pain. Every RFP starts with a need, and you received the RFP because the company believes you can meet that need. So, consider building on that foundation.

The relationship between buyers and sellers is evolving. More and more, businesses are looking for a long-term partner, someone who will actively find opportunities to create wins for both parties. RFP issuers want value but they also want a vendor that is invested in their success.

5. Stay true to your brand

Your company was included in the bid process for a reason, so stay true to the persona, culture, values and tone of your brand. Just because the RFP process is formal, doesn’t mean your RFP cover letter has to be. If your company prides itself on being down-to-earth, use that style in all of your communications.

Recently I was talking to our resident RFP issuing expert and RFP360 Co-Founder, Dave Hulsen, about the importance of RFP cover letters. During his days in procurement, he received hundreds of cover letters so I asked if there were any memorable trends that raised red flags. On several occasions he found himself reading cover letters that left him confused. He recounted his reaction to these saying,

“I would issue RFPs to vendors based on engaging conversations where I felt like the vendor understood what I needed. Then I’d read the robotic, boring proposal cover letters and do a mental double-take. What happened to the welcoming, empathetic salesperson who understood my business?”

Make sure that the tone of your cover letter accurately represents your brand and builds on the relationship you’ve cultivated. Don’t confuse your prospect by approaching them as if they were a stranger or in an unrecognizable style.

6. Close with a call to action, contact information and an actual signature

While the cover letter should be friendly, relatable and genuine; it’s also still a part of the sale. As with any good sales communication, state what you want them to do next and who they can contact to follow up.

Wrap up your RFP cover letter with a call to action like:

• Please reach out with any questions you may have
• We’re eager to show you more ⁠— when we can schedule a demo with your team?
• Let me know if I can put you in touch with another customer for a reference
• To accelerate the contracting process, please send your standard terms and conditions

And the final element in a winning RFP cover letter is an actual signature (either handwritten or digital). It may not seem like a big deal, but it’s a nice touch and one last way to show your investment in winning the RFP opportunity.

Get started with this RFP cover letter example and template

Sample rfp cover letter.

RFP cover letter template

Ready to start crafting your own RFP cover letter? Check out this template that provides guidance on how to use the example above to create your own killer RFP cover letter.

Additional RFP cover letter examples

Rfp cover letter sample – fedex to state of utah.

If you only look at one other RFP cover letter sample, make it this one. This sample cover letter and accompanying proposal from FedEx is one of our favorites. Indeed, this request for proposal cover letter follows all the best practices. It includes:

• A specific addressee
• An engaging opening line
• Excellent formatting and bullet points
• A statement of experience
• Simple, but recognizable branding
• A real signature

Sample proposal cover letter – Insight Public Sector to Education Service Center (ESCO)

This proposal cover letter example introduces Insight Public Sector’s response to ESCO’s RFP for technology software, equipment, services and solutions. The letter fits on a single page, reaffirms the company’s qualifications and uses colorful bullet points to draw the eye to the company’s primary differentiators.

Proposal transmittal letter example – SunPower/GSRP for Town of Nantucket

The RFP response letter focuses on the experience and financial stability of the two vendors partnering to win the business. In addition, the letter confirms the companies’ ability to meet the specific qualifications set forth in the RFP for solar PV development for onsite energy generation.

RFP response cover letter sample – ISITE Design for Health Level Seven

While this cover letter uses the standard opening line, it’s scannable, brief and makes use of bullet points to highlight the company’s qualifications. In addition, the letter is addressed directly to the proposal evaluator. It’s a warm introduction for the Web services strategy proposal that follows .

Helpful RFP response resources

Looking for more tools and information to help you write the perfect RFP response? Check the helpful resources below.

Guide to writing an executive summary

Do you know the difference between the executive summary and your RFP cover letter? Learn more in this blog that explores how to write an executive summary that stands out. It also offers an example and template you can download.

How to write an executive summary that stands out

Top RFP response tools

A good RFP tool can make all the difference. Luckily, there are a ton of great tools and resources available for proposal professionals. From RFP management to proposal design, this blog offers recommendations for anything you might need help with.

21 best RFP response tools for 2021

RFP proposal templates and tools

Looking for some inspiration to freshen up your proposal template? We’ve collected some great examples of proposals as well as tools to create them. Explore all the possibilities and give your next proposal new life.

Proposal templates, formats and tools: Create better RFP responses faster

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• Construction

How to Write a Tender Cover Letter That Wins Construction Bids

The tender process is a relatively straightforward series of stages – from issuing the tender documents to awarding the contracts. However, in the construction industry, tendering can be incredibly competitive for building projects. It’s not enough to simply offer the lowest price; the key is to provide the best value and demonstrate that you are the top contractor for the job, based on quality, price, and service.

Whether it’s corporate clients or government agencies, you need to attach a construction cover letter when you submit your tender document to gain an edge right at the onset. It’s not a requirement, but it can highlight the main reasons why you should be awarded the contract, especially if you can show your success on similar projects.

Our Top Tips for Winning Construction Bids

In this blog post, we’ll go through what a tender cover letter is and how to craft a one-page proposition that makes an impact.

What is a Tender Cover Letter?

A tender cover letter is an expression of interest in a tender notice. It is printed on the company’s letterhead and inserted after the title page of the tender being submitted. It’s often just one to two pages long and gives a brief preview of a company, its capacity to deliver the requirements of the project, and its success on previous projects similar to the one it is bidding for.

By furnishing a tender cover letter, you give the client a glimpse of your accomplishments that substantiate your ability to meet the requirements they have set. It paints a good picture of your company that impacts their decision-making. 

How To Write a Tender Cover Letter

Start with a short introduction:.

Firstly, thank the organisation for their invitation to tender. Then, give a brief introduction to your company. Include how long you’ve been in the industry, your main services, and what you stand for. Ideally, try to keep this to just one paragraph – short, sharp and to the point. You can attach a copy of your company profile and executive summary after the cover letter to give the client more information about your company.

Enumerate specific reasons why you should be awarded the contract:

State your unique business proposition. What is that distinct feature you have that sets you apart from other companies? Don’t make general statements rife with empty promises or inflated qualifications – they’ll see right through it . List down specific reasons why you are the best contractor for the project.

Go through the specifications and rules of the tender, then explain how you can meet those requirements. If you have previous projects that provide proof of your competence and experience , mention them in this part.

Include administrative notes and other relevant details:

If you’re tendering as a joint venture, mention it in the cover letter. Add any administrative note relevant to certain aspects of the tender. There’s no need to indicate your quote at this point, but if you have specialised estimation and quoting processes , you can point out this advanced feature that boosts your efficiency.

Write a captivating commitment statement:

Win the award by assuring the client that you are fully committed to making the project a success. Craft a captivating commitment statement that guarantees your utmost service and promises to adhere to the contract and deliver successful outcomes. 

Tender Cover Letter Example

There’s no standard template for a tender cover letter. Your cover letters can be tailored to suit the tone that matches your brand image – this helps you stand out from the crowd . They should also include unique details that make you the best choice for the specific project you’re submitting a tender for , as well as your contact details.

To give you an idea of how to craft one, here’s a tender cover letter example. 

Cover Letter for Tender Proposal (Example)

ABC Builders

_____________

Parks and Recreation Authority

Sub: Application for [Tender Notice No.]

Dear Sir/Madam,

We at ABC Builders are pleased to respond to your request for tender on the CONSTRUCTION OF A RECREATIONAL FACILITY FOR [project] with [Tender Notice No.] dated [day/month/year] due on [day/month/year].

Upon thoroughly reviewing the tender’s specifications, we are confident that we have the capacity to successfully deliver the construction project requirements.

As one of the country’s leading contracting firms, ABC Builders has been collaborating with various organisations for the successful completion of construction projects for private individuals, government institutions, large corporations, and other entities. Over the last 10 years, we’ve completed several high-profile projects for prominent clients, including [famous individual], [corporate client], and [government agency].

Our expertise, experience, and reputation in the construction industry make us a suitable company for this tender. Our team is comprised of experts who are highly skilled in all phases of construction. We are also reputed for consistently providing efficient, timely, and on-budget services for every project we undertake.

Enclosed is a copy of our company profile and executive summary for further information about our company. Also attached herewith are our commercial and technical bids for your consideration.

We thank you for the opportunity to participate in this tender. It would be a great honour to work with you on this project. If you have any questions or need more information, please do not hesitate to contact me directly.

Yours sincerely,

Make Your Tender Cover Letter Stand Out

Your tender cover letter is the pretty packaging that makes your tender stand out from all the rest. It’s essential to take time to craft one that highlights your capacity to deliver successful outcomes. Strive to make a connection that fosters a reliable partnership with other stakeholders.

Tendering for contracts can be highly competitive, and it’s crucial to provide the best value for clients by demonstrating the quality, price, and service of your company. To gain an edge over competitors, submitting a tender cover letter can highlight your accomplishments, previous success, and unique value proposition. Crafting a captivating commitment statement that assures clients of your full commitment to delivering successful outcomes can make all the difference. By following our tips mentioned above, you can create a tender cover letter that stands out and increases your chances of being awarded the contract!

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Free Sample Bid Proposal Letter Template

Table of Contents

Your bid proposal letter is an important document to help your business stand out to potential clients. It is a brief document that summarizes the actual bid proposal. If you don’t know what a bid proposal letter should contain, the  sample bid proposal letter in this article will help. In addition to that, you’ll find tips for writing a bid proposal that stands out from the crowd. 

Tips for Writing a Good Bid Proposal

Bidding for a project is an exciting opportunity to show your business’s value and win the work you need . Writing an effective bid proposal letter can be the difference between getting hired and missing out on the job. 

Keep Your Main Goal in Mind

First, never forget that the goal of your bid proposal is to convince the potential client that you’re their best option for the job. Provide clear evidence that shows why you should receive the contract over any other bidder. Make sure to state your company’s strengths and how they fit in with the budget and timeline given by the agency or manager. 

Cover All Angles

Second, create a complete copy of all essential elements required for an effective bid proposal letter. List all factors that could increase your chances of winning the bid. These factors include quality assurance policies, research methods, standard operating procedures, and so on. Keep in mind that agencies and managers use this document to assess and compare different proposals, so make sure it looks professional. 

Research Before Writing

Third, take the time to research the project requirements before starting the bid proposal letter. Doing so, you’ll have an easier time finding solutions that meet the stated criteria and provide a convincing bid proposal. 

Sample Bid Proposal Letter

Here’s a sample bid proposal letter for you to better understand how to write one.  Dear esteemed client,  I am writing to submit our bid for the bridge construction project you requested. With years of experience in the field, I can assure you that we will offer you reliable and quality service for this job. Our process involves the latest technological advancements, ensuring the bridges are designed with strong structural integrity.  Our team is devoted to creating aesthetically pleasing designs that meet your safety requirements. We specialize in both new builds and renovations, so no matter your needs, we’re confident we can provide an optimal solution. Our team will always consider your unique vision while making sure each bridge meets all necessary standards of excellence.   We understand how important it is to remain within budget and keep up with deadlines. That’s why our engineers take pride in working quickly and accurately on every project. We want to make certain the finished product fully meets expectations, which is why we maintain close contact with clients throughout the entire process.  I believe that we are the perfect fit for this project, as our company offers high-end services at competitive rates. Please don’t hesitate to contact me if there are any questions or concerns about our offer. Thank you for taking the time to consider us as potential contractors for your bridge construction job.  Sincerely,  [Name] 

Final Thoughts

Project bidding is a part of doing business. You can’t shy away from it. Thus, it is highly beneficial to understand how everything about bid submission works. With the sample bid proposal letter above, you should have no problem drafting one. If you are finding it too hard, you can use the INK AI assistant to get it done.

Abir Ghenaiet

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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Top 10 Project Proposal Cover Letter Templates with Samples and Examples

Hanisha Kapoor

Do you know that businesses, on average, spend an average of 23 manhours on writing a proposal that wins projects?

The success of all that effort, however, hinges on crafting an engaging cover letter that per se showcases the proposal.

Take this single-page document as your first opportunity to let your target audience know how your company is uniquely positioned to solve your clients’ problems.

This quote from Eileen Kent, president Custom Keynotes LLC, best expresses the importance of a cover letter.

This (a cover letter) is the most important five paragraphs one can write as it’s the only part everyone will read. You must knock it out of the park, or you will lose.

A Project Proposal Cover Letter to Make A First Good Impression

A well-written cover letter gets you closer to bagging a contract. It is crucial to grab the prospect’s attention and establish why your company is best suited to solve a problem. It also helps your audience feel reassured that you are in for the long-term.

Support your business proposals in an elegant way using our content-ready e-commerce cover letter templates featured in this guide.

The details in your cover letter need to be about your client. Start your relationship on the right foot with an overview of the results you will bring to resolve the pain-points of the potential customer. Other than this, a strong cover letter should include:

• Personalized offer
• Relevant references

It takes time to draft a project proposal cover letter that makes your client feel as though you are speaking directly, and exclusively, to him/her. To create and design a cover letter that earns your readers’ attention and wins you recall ( and the project ), deploy SlideTeam’s ready-made PPT Templates. These are customizable, easy-to-use, and downloadable at an instant.

Use these premium PPT Slides and connect to your prospect.

Let’s begin!

Template 1: Project Proposal Cover Letter PowerPoint Template

Increase your chances of writing a winning proposal and grabbing your prospect’s attention with this well-crafted PowerPoint Template. This presentation template comes with in-built content to help you outline a cover letter that can serve as an industry benchmark. Use this PPT graphic to showcase your brand USP and offerings to engage your client. Download now!

Download this template

Template 2: Cover Letter for Agriculture Project Proposal Slide

This PPT Slide makes a perfect fit for employees or business owners in the agricultural industry. Craft a professional and appealing proposal for your client with this PowerPoint Graphic showcasing your skills, expertise, and knowledge. Add your company logo and picture to the cover letter to personalize it. Provide your client with a summary of the project, with offers and references using this content-ready PowerPoint diagram. Download now!

Grab this slide

Template 3: Cover Letter for Research Project Proposal PowerPoint Graphic

Here is another well-structured PowerPoint Layout to help you pen down an engaging cover letter for your audience. Offer your client a sneak peek into your scholarly research to get funds with this flexible PPT template. Provide your reviewer with critical points on your cover letter, such as title, name of the university, degree name, etc., to make a good impression. Grab this flexible PPT design to kickstart your project. Download now!

Template 4: Cover Letter for Painting Project Proposal PowerPoint Template

Wish to scale up your business? It’s time you reach out to a wider range of audiences. Give your project proposal a good start by writing a cover letter that introduces your company, nature of work, expertise, and experience. Deploy this ready-made presentation template and use it as an opportunity to connect with your audience. Incorporate details of your company in the cover letter to make sure you are reachable, to capitalize the recall that this presentation template helps you gather. Download now!

Template 5: Cover Letter for Structural Engineering Project Proposal PPT Slide

Draft a crisp and personalized cover letter for your client. Use this professional cover letter that focuses on your products and services. Demonstrate your understanding of their needs and how you can solve their problems using this easy-to-use PowerPoint Template in your cover letter. Download now!

Template 6: Cover Letter for Engineering Project Proposal PowerPoint Template

Want to outdo your competitors? Create a persuasive cover letter, pitch your business offerings, and win your clients using this well-structured PowerPoint Template. Deploy this presentation template and draft a cover letter encouraging your reader to go through your entire proposal. Use this actionable PPT slide and highlight your company background, products, team, and experience to create the desired impact. Incorporate this presentation template and save time and effort in devising a professional cover letter for your business.

Grab this template

Template 7: Cover Letter for Solar PowerPoint Template

This is another PowerPoint Template to help you create a cover letter in the portrait form. Give your project proposal a professional look, and design your cover letter with an attractive theme and visual using this PPT slide. Add your content, logo, and company picture to the slide to personalize your project proposal. Use this well-designed PowerPoint Template to showcase your winsome project proposal. Download now!

Template 8: Cover Letter for Civil Engineering Project Proposal PPT Template

Want to sound confident in your project proposal? Deploy this PowerPoint Template and draft a persuasive cover letter for your project. Initiate your meeting with the presentation of your work experience, company history, projects, and more. The stunning visual doubles the impact. Download now!

Template 9: Cover Letter for Security Project Proposal PowerPoint Slide

Here is another cover letter PPT slide from our collection to help you begin your project proposal. Incorporate this PowerPoint diagram and write a glowing cover letter that is confident of success. This PowerPoint Template comes with pre-built content to support your project findings. Write a well-structured cover letter using this PowerPoint Template. Download now!

Template 10: Cover Letter for Entrepreneurship Project Proposal PPT Template

Use this PPT slide from SlideTeam’s repository to outline a memorable cover letter for your project proposal. Grab this ready-made PowerPoint template and use it to craft a fantastic cover letter. Show how you are an industry pro, equipped with relevant skills and knowledge using this PowerPoint Template. Download now!

A cover letter needs to be a perfect blend of visuals and content. Going overboard with either of two can have your clients snooze off. Ensure you present yourself with modest and grace; showcase your workings, and clear understanding of your audience’s problems in your cover letter. Therefore, use SlideTeam’s PPT Templates and introduce your project with the utmost zeal and passion for grabbing your prospect’s attention. These premium presentation templates are available for download here to help you craft a cover letter that seals the deal.

PS: Do better business and impress stakeholders with your written communication, meant for record, with our business letter PPT Templates featured in the blog .

Project Proposal Cover Letter FAQs

Are proposal and cover letter the same.

It is interesting to note that cover letters are different from project proposals. While a cover letter is a concise project description, a bid is a more detailed overview of a project showcasing reports and other documents. Project proposals are presented to business investors, clients, customers, etc. It is created to explain why a project could benefit both parties. A cover letter may help you achieve a higher success rate if drafted well. Cover letters are summaries of a proposal in which the client’s problems and issues are highlighted and addressed. It is akin to addressing painpoints of the clients. in five paragraphs or less.

What should a cover letter include?

Writing a captivating cover letter is a task. It is tough to grab your audience’s attention and deliver an important message. However, some ways can help you formulate a winning cover letter that provides solutions to your client’s pain points, products, services, etc. It is essential to professionally structure your cover letter to engage your audience. To achieve results from a well-designed, effective and engaging cover letter, doing the following activities is a must:

1. Format the heading area 2. Address the cover letter directly to the client 3. Captivate your audience with an interesting opening sentence 4. Showcase your best assets in the 1st paragraph

What are the essential parts of a cover letter?

A professional and appealing cover letter should include an introduction, sales pitch, and conclusion.

Introduction : Ensure that you introduce yourself with confidence, using verbs that really elevates your pitch. Some examples are: Drive, Create, Design, Build, Transform, Exponential Growth etc. Take this as an opportunity to leave a first good impression on your client. Providing a brief overview of your company and offerings.

Sales pitch : You must show your understanding of the client’s problems. State your deep understanding of the issues your clients are facing. Once the client sees you know what is needed to improve your client’s processes, your job to bag that contract is half-done. Present your actionable solutions to combat the gaps.

Conclusion : End your cover letter by thanking your client for their expression of interest in your services. Add proper salutations with your signature and contact details so they can reach out to you.

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Sample Letter Format

4+ Sample Bid Proposal Letter Sample Templates

A bid proposal letter is a formal document that is used to present a proposal to a potential client. This letter outlines the details of the bid, including the proposed project, the scope of work, and the estimated costs. Writing a bid proposal letter can be a challenging task, as it requires careful planning and attention to detail.

In this article, we will provide a sample bid proposal letter that you can use as a guide when creating your own. We will also offer tips and best practices for writing an effective bid proposal letter that will help you win more contracts and grow your business. Whether you are a freelancer, a small business owner, or a contractor, a well-written bid proposal letter can be the key to landing your next project.

Bid Proposal Letter Sample 1:

Dear [Client’s Name],

We are excited to submit our bid proposal for your [project name]. Our team has extensive experience in [relevant experience], and we are confident that we have the expertise to deliver outstanding results for your project.

Our proposal includes a detailed project plan, outlining the scope of work, timelines, and milestones. We also provide a breakdown of our costs, which includes labor, materials, and other expenses.

We understand that your project is unique, and we are committed to working closely with you to ensure that we meet all of your requirements. Our team will be available to answer any questions you may have, and we will keep you informed of our progress throughout the project.

We believe that our proposal offers the best value for your investment, and we look forward to the opportunity to work with you on this project. Thank you for considering our bid proposal, and we look forward to hearing from you soon.

[Your Name]

Bid Proposal Letter Sample 2:

We are pleased to submit our bid proposal for your [project name]. Our team is highly skilled and experienced in [relevant experience], and we are confident that we have the expertise to deliver the results you need.

Our proposal includes a detailed project plan, outlining the scope of work, timelines, and milestones. We also provide a breakdown of our costs, which includes labor, materials, and other expenses. In addition, we have included a list of references and examples of our past work to demonstrate our track record of success.

We understand that your project is important, and we are committed to providing you with the highest level of service and quality workmanship. Our team will work closely with you throughout the project to ensure that we meet all of your requirements and deliver the project on time and within budget.

Bid Proposal Letter Sample 3:

We are excited to submit our bid proposal for your [project name]. Our team is dedicated to delivering the highest quality workmanship, and we have the experience and expertise to meet all of your project requirements.

Our proposal includes a detailed project plan, outlining the scope of work, timelines, and milestones. We also provide a breakdown of our costs, which includes labor, materials, and other expenses. We have also included a list of our certifications and qualifications to demonstrate our commitment to excellence.

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Bid Manager Cover Letter Examples

Use these Bid Manager cover letter examples to help you write a powerful cover letter that will separate you from the competition.

Bid managers are responsible for developing and submitting proposals to potential clients. They need to be able to understand the client’s needs and create a proposal that meets those needs.

When you apply for a bid manager position, you’ll need to write a cover letter that showcases your skills and experience. Use these examples to learn how to write a cover letter that will make hiring managers want to meet you.

Formal/Professional Writing Style Example

With my strong background in bid management and a proven track record of securing lucrative contracts, I am confident in my ability to contribute significantly to your company’s success.

Throughout my career, I have showcased exceptional skills in managing the end-to-end bidding process, from identifying potential opportunities to contract negotiation and award. As a certified Project Management Professional (PMP), I possess the ability to lead cross-functional teams, efficiently coordinate proposal development, and maintain strict adherence to often tight deadlines. My strong analytical skills and ability to develop competitive strategies further set me apart from other candidates.

In my most recent role as a Bid Manager at XYZ Solutions, I successfully managed a high volume of proposals and secured contracts worth over $30 million. Additionally, my experience in fostering effective relationships with clients, partners, and internal stakeholders ensures a smooth and collaborative process every step of the way. My excellent communication skills, both written and verbal, have enabled me to create compelling and persuasive bid documents that consistently achieve my employer’s objectives.

Importantly, my ability to adapt to new industries and quickly grasp complex concepts has allowed me to achieve success in various sectors. Therefore, I am confident in my ability to make a significant impact as a Bid Manager within your organization.

Please find my enclosed résumé for your perusal. I would welcome the opportunity to further discuss how my skills and expertise align with your requirements and how I can support your organization in achieving its goals. Thank you for considering my application.

Yours sincerely,

[Your Name]

Entry-Level Writing Style Example

As a recent graduate with a Bachelor of Business Administration, specializing in Marketing and Management, from XYZ University, I believe I am well-equipped to excel in this role and contribute to the growth of your esteemed organization.

Throughout my academic career, I have honed my skills in project management, teamwork, and communication – all essential attributes for a Bid Manager. My participation in various group projects, case study analyses, and marketing strategy development has helped me develop a strong understanding of effective bid management processes. Moreover, my internship experience with ABC Company provided valuable insights into the dynamics of the business world and gave me a solid foundation for tackling real-world challenges.

Your company’s reputation for delivering high-quality projects and its focus on continuous innovation resonate with my own values and aspirations as a professional. I am confident that my skills, coupled with my passion for excellence, would make me a valuable addition to your team.

As an entry-level candidate, I am eager to learn and grow in this role under the guidance of experienced colleagues. I am confident that my enthusiasm for the Bid Manager position, coupled with my background in business and marketing, will enable me to make a strong contribution to your company’s ongoing success.

I look forward to meeting with you in person to discuss my qualifications in greater detail. Thank you for considering my application.

Networking/Referral Writing Style Example

I was referred to this opportunity by [Referrer’s Name], who is a highly respected colleague and friend. Our professional relationship dates back to our time at [Previous Company], where we collaborated on various successful projects. The positive working relationship we shared, and [Referrer’s Name]’s knowledge of my skillset, makes their recommendation highly valuable to me.

With over [Number of Years] years of experience in bid management, I have developed strong proposal writing and project management skills. In my previous role as a Bid Manager at [Previous Company], I helped secure numerous contracts valued at over $[Amount] million, leading to substantial company growth. I am confident that my expertise in analyzing requirements, developing effective strategies, and managing teams would greatly benefit your organization.

In addition to my professional experience, I hold a degree in [Degree Subject] from [University Name]. I have a keen eye for detail and excellent communication skills, which have proven valuable in developing compelling bid proposals and strengthening relationships with clients and stakeholders.

I am enthusiastic about the prospect of joining your team and contributing to the continued success of [Company Name]. I believe that my knowledge, skills, and the strong professional relationship I have with [Referrer’s Name] make me a perfect fit for this position.

Thank you for considering my application. I am looking forward to the opportunity to discuss my suitability for the Bid Manager role in more detail.

Enthusiastic/Passionate Writing Style Example

Ever since I came across your company, I have been in awe of the work you do and the positive impact it has on your clients. The commitment to not only deliver outstanding solutions but also to build long-lasting relationships with your partners is something that resonates deeply with me. I am incredibly motivated to seize this opportunity to become a part of that success story.

With over five years of experience in bid management, I have honed my skills in crafting compelling proposals that result in winning bids. I take great pride in my ability to effectively communicate the unique strengths of the organization and the value it brings to prospective clients. My keen attention to detail and excellent time management skills allow me to excel in meeting tight deadlines consistently. Moreover, leading collaborative, cross-functional teams to develop innovative strategies has been one of the most fulfilling aspects of my career, which I believe aligns well with your company’s ethos.

What excites me most about the prospect of joining your team is the opportunity to contribute to the continuous growth of your company. I have followed your achievements closely, and I am motivated to apply my expertise and passion to facilitate even greater success. I am eager to immerse myself in this dynamic environment and collaborate with equally passionate individuals to drive winning bids.

Thank you for considering my application. I look forward to the opportunity to discuss how my experience and fervor for bid management can be an asset to your incredible team. Together, I am confident we can continue to make a significant impact on the industry and contribute to your company’s ongoing success story.

Problem-Solving Writing Style Example

As an experienced Bid Manager with a proven track record of producing successful bids, I believe that I can help address the challenges your organization faces in winning new contracts and sustaining growth.

Having conducted thorough research about your organization, I have identified a potential area for improvement: the competition your company faces in acquiring projects from both large and small businesses. To address this, my previous experience in analyzing competitors and crafting unique value propositions can be instrumental in making your bids stand out while highlighting the key differentiators that resonate with prospective clients.

In my previous role, I managed a team to develop and submit winning bids that increased the company’s revenue by 40% in 18 months. This was possible due to my strong understanding of RFP requirements and the ability to communicate effectively with stakeholders across various departments, ensuring a cohesive and comprehensive proposal. My Project Management Professional (PMP) certification also proves my competence in managing the bid process from start to finish, including proposal development and submission, as well as contract negotiation and closing.

Beyond my accomplishments, I am proactive and have a natural tendency to identify and capitalize on growth opportunities. I understand the significant impact of winning major contracts on your organization’s reputation, and I am confident in my ability to find creative solutions that will help your company excel in the competitive landscape.

I am excited about the potential of contributing my skills and experiences to help your organization continue its upward trajectory, and I look forward to the opportunity to discuss my candidacy further.

Thank you for considering my application.

Storytelling/Narrative Writing Style Example

As I walked through the bustling marketplace in my hometown, I couldn’t help but take note of the numerous negotiations and exchanges taking place around me. Growing up in a family of small business owners, the art of negotiation and persuasion was instilled in me from a young age. I watched my parents tirelessly work to secure contracts and deals that would support our family and allow their business to thrive. These early experiences ignited a passion within me to pursue a career that would allow me to utilize my skills in negotiation, persuasion, and strategic thinking – a career as a Bid Manager.

Throughout my professional journey, I have honed my skills in identifying opportunities, crafting compelling proposals, and leading cross-functional teams to secure contracts in a competitive marketplace. My experience working as a Senior Bid Coordinator for XYZ Company has equipped me with the ability to manage complex bids, build rapport with clients, and creatively address challenges that arise during the bidding process.

I am particularly drawn to your organization because of its reputation for innovation and its commitment to making a positive impact in the industry. I am confident that my background in managing bids, coupled with my passion for strategic negotiation, would make me an ideal candidate for this role.

In conclusion, I am excited about the possibility of joining your team and contributing to the continued success of your organization. Thank you for considering my application for the Bid Manager position. I look forward to the opportunity to further discuss my qualifications and demonstrate my passion for this role.

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Construction Bid Cover Letter (Sample)

If you’re bidding on a construction project, here’s a sample template you can use to write a construction bid cover letter .

Dear [name of potential client],

Thank you very much for approving us as one of your bidders for your project. I feel thrilled about working on this project. I believe that our company, [ company name], is most suitable to work with you.

The bid I proposed includes those previously indicated in the building specs we have discussed. Should there be any changes, kindly contact me so I can review my bid and provide you with an accurate cost.

Please give us a call if you have concerns or questions regarding my bid.

Thank you very much for this opportunity. We hope to hear from you soon.

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