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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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Covering Letter for Tender Submission

A covering letter for tender submission is a written document that accompanies a company’s bid for a specific project or contract. It serves as an introduction to the bid and provides additional context and information that supplements the formal tender document. The letter provides an opportunity to make a positive impression and demonstrate the company’s ability to deliver on the project requirements. It typically includes details on the company’s relevant experience, capabilities, and qualifications, as well as its approach to the project and any unique strengths that set it apart from other bidders. The covering letter for tender submission is a crucial component of the bidding process and helps to increase the chances of a successful outcome.

Importance of Covering Letter for Tender Submission

Showcases your company’s strengths and experience The cover letter provides an opportunity for you to showcase your company’s strengths and experience to the tender committee. By highlighting your company’s expertise and previous successful projects, you can demonstrate that you have the necessary skills and knowledge to complete the project successfully.

Demonstrates your understanding of the project requirements and objectives The cover letter is also a chance to demonstrate your understanding of the project requirements and objectives. By providing a clear summary of the key aspects of the project and outlining your proposed approach and methodology, you can show that you have carefully considered the project requirements and have a solid plan for completing the project successfully.

Sets the tone for your proposal The cover letter sets the tone for your proposal and can influence how the tender committee evaluates your submission. By creating a professional and compelling cover letter, you can make a positive first impression and increase your chances of winning the tender.

Expresses your commitment to the project’s success The cover letter is an opportunity to express your commitment to the project’s success. By highlighting your company’s project management processes and quality assurance procedures, and explaining how these will be used to ensure that the project meets or exceeds the tender committee’s expectations, you can demonstrate that you are dedicated to delivering a high-quality project that meets the project goals.

Provides a means of communication Finally, the cover letter provides a means of communication between your company and the tender committee. By providing your contact information and indicating your availability for a follow-up meeting or discussion, you can ensure that the tender committee has the necessary information to reach out to you with any questions or concerns.

Purpose of Covering Letter

The purpose of a covering letter for tender submission is to introduce your company and proposal to the tender committee and provide a brief overview of your submission. The covering letter serves as an opportunity to make a positive first impression and showcase your company’s strengths, experience, and commitment to the project.

In addition, the covering letter serves to:

Provide context: The covering letter sets the context for the proposal and provides the tender committee with a summary of the key aspects of the project. This helps to ensure that the tender committee has a clear understanding of the project requirements and objectives.

Demonstrate understanding: The covering letter is an opportunity to demonstrate your understanding of the project requirements and objectives. By providing a clear summary of the project and outlining your proposed approach and methodology, you can show that you have carefully considered the project requirements and have a solid plan for completing the project successfully.

Showcase strengths: The covering letter provides an opportunity to showcase your company’s strengths and experience. By highlighting your company’s expertise and previous successful projects, you can demonstrate that you have the necessary skills and knowledge to complete the project successfully.

Express commitment: The covering letter is a chance to express your commitment to the project’s success. By highlighting your company’s project management processes and quality assurance procedures, and explaining how these will be used to ensure that the project meets or exceeds the tender committee’s expectations, you can demonstrate that you are dedicated to delivering a high-quality project that meets the project goals.

Provide contact information: The covering letter provides a means of communication between your company and the tender committee. By providing your contact information and indicating your availability for a follow-up meeting or discussion, you can ensure that the tender committee has the necessary information to reach out to you with any questions or concerns.

The inclusion of both dates in the letter is optional. You may choose to include only one date.

Ref:__________ Date : __________

To [Name of Organization] [Office Address] [Phone Number] [Email Id]

Kind Attn: [Name of Officer], [Designation]

Sub .: Our Bid Submission for [Work Description] Ref : Your Tender Specification No. [Number] dated [Date]

Dear Sir/Madam,

We are submitting our bid documents in response to your Tender No. [Number] dated [Date]. We are eager to offer our services for the work outlined in the Tender document.

We have thoroughly reviewed the following documents and agree to comply with the terms and conditions mentioned therein:

• Notice Inviting Tender (NIT)
• Contract Clauses
• General Forms
• Letter of Undertaking
• Performance Bank Guarantee Terms
• Integrity Pact/Agreement
• Indemnity Agreement

We understand and acknowledge that:

• Your organization reserves the right to reject any or all bids, including ours, without giving a reason and we waive any future rights to challenge the same.
• Your organization is not obligated to accept the lowest bid.
• If our bid is accepted, we will execute all the works specified in the Tender document and comply with the terms and conditions of the contract, a draft of which was attached.

The Tender forms, filled and signed by our authorized representatives, are enclosed along with a Demand Draft for the Earnest Money Deposit (EMD) in the amount of [Amount].

We have confidence in our bid and our company’s commitment to delivering quality work for our clients. We look forward to the opportunity to partner with your organization.

For [Name of Company],

[Signature] [Name of Officer] [Designation] [Department Name]

Place: _________ Date: ______

Enclosed: As Mentioned Above

Tips for writing effective covering Letters

Introduction The introduction should be brief and to the point. Begin by introducing yourself and your company, and express your gratitude for the opportunity to submit a tender. State the name of the project and the tender or request for proposal (RFP) number, and provide a brief overview of the contents of your submission.

Company Overview and Experience The second section of the covering letter should focus on introducing your company to the tender committee. Provide a brief history of your company, including the number of years in operation and any notable achievements or awards. Highlight your company’s expertise and experience in the relevant field, and provide examples of previous successful projects that are similar in scope and complexity to the project being tendered.

Understanding of Project Requirements In this section, demonstrate your understanding of the project requirements and objectives. Explain how your company’s experience and expertise align with the project goals, and provide a brief summary of the key aspects of the project. It is important to convey a clear understanding of the project requirements to demonstrate that you have the necessary skills and knowledge to complete the project successfully.

Proposed Approach and Methodology The fourth section of the cover letter should outline your proposed approach and methodology for completing the project. This section should demonstrate how your company plans to achieve the project goals, including the strategies, tools, and resources that will be used. Provide a brief overview of your project timeline, and explain how your proposed approach aligns with the project requirements and objectives.

Commitment to Project Success In this section, express your commitment to the project’s success. Explain why the project is important to your company, and how you plan to ensure that the project is completed on time and within budget. Highlight your company’s project management processes and quality assurance procedures, and explain how these will be used to ensure that the project meets or exceeds the tender committee’s expectations.

Appreciation and Availability for Questions The final section of the covering letter should express your gratitude for the opportunity to submit a tender, and your willingness to answer any questions or provide additional information as required. Provide your contact information, including phone number and email address, and indicate your availability for a follow-up meeting or discussion.

Summary of Key Points

In summary, a cover letter for tender submission is an essential component of the proposal and serves the following purposes:

Provides context for the proposal and summarizes the key aspects of the project.

Demonstrates understanding of the project requirements and objectives.

Showcases the strengths and experience of your company.

Expresses your commitment to the project’s success.

Provides a means of communication and contact information for the tender committee.

By creating a professional and compelling covering letter, you can make a positive first impression and increase your chances of winning the tender.

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When submitting a bid for a project or product, it is always good business practice to include a cover letter. The cover letter should express your interest in the job/project and briefly explain why you should be chosen. This shows the company that you are serious about the opportunity and willing to make the extra effort to make sure your bid is noticed. 

It is important to remember that a cover letter is not just a formality – it is an opportunity to sell yourself and your company. Therefore, you should take the time to write a well-crafted letter that will grab the reader’s attention and make them want to learn more about you. 

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Covering Letter for Tender Submission: A Comprehensive Guide

In today’s competitive business landscape, submitting a compelling cover letter and your tender proposal is crucial to stand out. A well-crafted cover letter introduces your business to potential clients, highlights your unique selling propositions, and convinces them of your capabilities. This comprehensive guide will delve into the intricacies of writing a winning cover letter for tender submission, providing valuable insights and sample formats to help you succeed in the competitive bidding process.

1. Introduction

The cover letter serves as the first impression of your business to the tendering authority. It is essential to start with a solid, engaging introduction that captures the reader’s attention. Begin by addressing the recipient with a courteous salutation and briefly mention the purpose of your letter. For example:

“Dear [Recipient’s Name],

We are delighted to submit our tender proposal for [Project Name] and, at this moment, present our cover letter to provide a concise overview of our organization, expertise, and commitment to delivering exceptional results.”

2. Background and Expertise

This section demonstrates your understanding of the project requirements and showcases your organization’s relevant experience and expertise. Clearly articulate how your skills align with the tender specifications and why your company is the ideal choice. Highlight key projects you have undertaken in the past that demonstrate your ability to deliver similar projects successfully. Consider including the following information:

• Company background: Provide a brief overview of your organization, its history, and core competencies.
• Expertise: Describe your company’s knowledge and its relevance to the tender. Emphasize any unique or innovative approaches that set you apart from competitors.
• Project highlights: Share success stories or case studies illustrating your company’s ability to deliver outstanding results. Include specific details, such as project size, challenges overcome, and client satisfaction.

3. Unique Value Proposition

Clearly communicate your unique value proposition to differentiate your tender submission from others. Explain what sets your company apart and why the tendering authority should choose you over the competition. Consider addressing the following points:

• Competitive advantages: Identify your company’s unique strengths and competitive advantages, such as cutting-edge technology, industry accreditations, or specialized expertise.
• Innovation and creativity: Highlight any innovative or creative solutions your organization can bring to the project, demonstrating your ability to think outside the box and deliver exceptional outcomes.
• Added value: Describe any additional benefits or value-added services your company can provide, such as ongoing maintenance, training programs, or extended warranties.

4. Project Approach

In this section, outline your proposed approach to the project, demonstrating your understanding of the tender requirements and your ability to deliver the desired outcomes. Clearly articulate your methodology, processes, and timelines, addressing the following aspects:

• Project management: Explain your approach to project management, including how you plan to coordinate various activities, allocate resources, and ensure effective communication.
• Team composition: Introduce critical members of your team who will be involved in executing the project, emphasizing their relevant qualifications and experience.
• Milestones and deliverables: Provide a detailed timeline with key landmarks and deliverables, highlighting your commitment to meeting project deadlines.
• Risk management: Address potential risks and challenges associated with the project and mitigation strategies to ensure smooth project execution.

5. Financial Considerations

While the cover letter primarily focuses on showcasing your expertise and value proposition, it is essential to address financial aspects briefly. Provide an indicative pricing structure or cost estimate to give the tendering authority an idea of your pricing strategy. Avoid being too specific, as the formal tender document typically includes detailed financial information.

(To be printed on the letterhead of the bidder)

Ref: ………………. Date: ……………..

(Name of the Organization)

(Office Address)

(Phone Number)

Kind Attn: (Name of the Officer), (Designation)

Sub.: Our bid/offer submission for the ……………….. work

Ref: Your Tender specification no. ……….. dated ………….

Dear Sir/Madam,

We want to offer our services for the _____ (name of the project) tender that your company has put out. We have gone through the requirements in detail and are confident we can provide the best possible solution for your needs.

I am attaching our bid submission document along with this covering letter. Our team is very excited about this opportunity to work on such a prestigious project, and we hope you will give us a chance to prove our worth.

If you have any questions or concerns, please do not hesitate to contact us at _____ (contact information). Thank you for your time and consideration.

We look forward to associating with your organization.

Thanking you,

For (Name of the Company),

    (Signature)

(Name of the Officer)

(Designation)

(Department’s Name)

Place: …………….

Date: ……………..

In conclusion, crafting a compelling cover letter for tender submission is critical in securing new business opportunities. Following this comprehensive guide’s guidelines and sample formats, you can create a winning cover letter that effectively communicates your organization’s strengths, expertise, and unique value proposition. Remember to tailor your cover letter to the specific tender requirements, highlighting relevant experience, successful projects, and innovative approaches. Clearly outline your project management methodology, team composition, and proposed timelines to demonstrate your ability to deliver exceptional results. Additionally, provide a brief overview of your pricing structure to give the tendering authority an indication of your cost considerations. Investing time and effort into developing a solid cover letter can position your organization as a standout contender in the competitive bidding process. Good luck with your tender submissions!

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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 .

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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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Tender Cover Letters

A basic tender cover letter is a useful tool that is used by people to win the competition. There are many people competing with you in a standard tender process. Although tender cover letters are not always required, they can be an important thing to create.

When should be included in the tender cover letter?

It is important to know what a tender cover letter should cover. Here are the main items of this document :

• Information about the recent achievements of the company.
• Reasons why the company applying for tender should be given the tender.
• Highlight the main aspects of the company.

How to write the tender cover letter

• Write the introduction of the company in a brief way. The qualification of the company, in accordance with the requirements of the client, should be mentioned in the introduction section. 

It is important to give the introduction in a persuasive manner so that the client can be convinced to give tender. It should be explained that why your company should be chosen to give the tender. Make sure that you must personalize the tender cover letter in order to tailor it for the project the client is giving the tender for.

2. By writing the tender cover letter, you are actually making an offer to your client. In this letter, you can tell the client the benefits he will be able to get after accepting your offer.

3. Keep the tender cover letter in a simple way. Keeping the letter simple does not mean that you compromise on the quality of the language and content. Write the tender cover letter in a sophisticated language. Make sure that you add all the relevant content in the letter. Also, add some additional services such as customer care services.

4. After getting the tender, you will have to work in partnership with the client. The client might be insecure about working in partnership with you. So, mention your approach towards working with anyone in partnership. The client should be made clear about your prerogative about the partnership

5. Mention the key benefits of giving tender to you

Sample Letters

Name Address

Dear Mr. John,

With reference to your tender notice [X] advertised on 14 th November 2019, with the due date of 15 th December 2019, we are pleased to present our proposal.

We have developed our proposal after getting a comprehensive understanding of your company’s and the project’s requirements. We understand that you need this building to be one of its kind, with unique architectural design.

ABCD Limited has been serving the market with a team of expert architects for 25 years. We have been offering our services to many renowned national and international names, including ABC, XYZ, etc. Over the years, we have not only developed architectural experience but also, have established how to understand the client’s demands and satisfy them. We believe in uniqueness and quality at an affordable price.

Enclosed with this letter, we are submitting our detailed proposal and the relevant documents. All the details and information has been provided. If you need any more information or want any changes in the project proposal, please feel free to contact me at [X].

Once again, we thank you for giving this opportunity to us.

Emily Johns.

Dear Ms. Jennifer,

We are pleased to present our proposal against your tender notice [X], which was advertised on 5 th October 2019. Although the due date for the proposal is 3 rd December 2019, we are submitting it beforehand, so that any required changes can be incorporated in a timely manner. 

After understanding your requirements, we believe we can be the best company to serve you for your electric spare parts. We have been supplying spare parts to this market for more than 7 years, and have developed an understanding of the customer requirements. You can also get the benefit out of our knowledge of the customer demands and identify the spare parts with high demand. As we import the spare parts from all over the world, we can serve a quality product at the most reasonable and competitive price, which is your main concern as well.

We have provided all the relevant details in the attached proposal. Let us know at [X] if any changes are required in the proposal. As we will be serving you for the first time, we are offering a 10% discount for the first year of our contract.

Thank you for this opportunity. We hope to serve you the best.

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A Sample Tender Cover Letter

The tender cover letter is an important yet underused tool. Though not always a requirement when applying for tender, a great cover letter will give you an edge over other applicants.

It enables you to highlight reasons why you should be awarded the project, by providing information on your company’s previous successes that are relevant to the requirements you are bidding for. Persuasive writing, backed by evidence, demonstrates to the buyer why they should award the tender to your company.

Here is an example tender cover letter and tips to help you write your own.

Elements of a Tender Cover Letter

• A short introduction thanking the organisation for inviting your company to tender.
• A unique reason why you should be given the job. It should be specific and not contain general statements, and should reinforce the theme in the general document.
• A commitment statement to making the contract a success.
• An administrative note on some aspect of the tender can be included. For example, you may be tendering as a joint venture.

Tender Cover Letter Rules

• It should be placed after the title page and should be on your company’s letterhead.
• It should only be one page or two at most. However, if it’s a combined cover letter and executive summary, you can stretch it to three or four pages.
• It is often addressed to the contact person mentioned in the document you are responding to. If you are in doubt, you can address it to the senior-most person.
• The cover letter should be signed by a person of similar stature, status, and responsibility in your company. However, if they have little to do with the response, you can supply a contact person to field any questions.

Tender Cover Letter Sample 

ABC Pty Limited

Cover Letter for Tender Proposal

Co. Ref Letter No:

30 th August 2017.

Sub: Tender Notice No. SE/BCPRES/B/ 2017/030 Dated 15.10.2017 Due on 15.11.2017

We are pleased to present our proposal for your review against Tender Notice No SE/BCPRES/B/2017/030 Dated 15 th October 2017 Due on 15 th November 2017.

We have studied the tender and now have a better understanding of the construction project requirements.

For the last ten years, we have completed a number of high-profile construction projects and achieved great success. As one of the leading contracting firms in Australia, ABC Pty Limited has been at the forefront in execution of a wide array of construction projects for individuals, government, and large corporations.

Some of our clients include; [Corporate Clients] [Government Agencies] [Institutions] [Individuals].

The three separate envelopes enclosed consist of EMD, Part ‘A’ Technical Bid and Part ‘B’ Commercial Bid, for your consideration.

Thank you for the opportunity to participate in this tender. If you have any questions, please don’t hesitate to get in contact with me directly.

[NAME]  

[Auth. Signatory]

5 Tender Tips

1. can you do the job.

Do you have a chance of winning the tender? Determine if you have the required human and capital resources to undertake the job. This ensures that you don’t waste resources by tendering for jobs that exceed your capacity.

2. Is your tender compliant?

Confirm the client’s requirements by carefully reading the specifications, rules, and addendums in the request for tender. You can prepare a tender checklist to ensure your bid addresses all the criteria. Ensuring that your tender is submitted in the right format increases your chances of success.

3. Provide evidence of your competence

Avoid making empty claims on your suitability for the project. Back your claims with case studies of similar projects you have completed successfully, because your client needs evidence to award the job.  

4. Fill the price or cost schedule

Sometimes filling a price or cost schedule for the items you are tendering is required. You need to clearly indicate how all the costs are arrived at and make sure you clarify if your tender prices are inclusive or exclusive of GST.    

5. How will you fill the skills gaps?

If you don’t have all the required skills in-house, you should explain how you intend to fill the skills gaps. If you plan to subcontract your subcontractors should have an input in the tender.    

To download your free and customisable cover letter template, as well as two other easy-to-use Word document templates, click the image below.

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RFP Cover Letter: The Dos and Don’ts

Table of Contents

You’re not alone if you feel like completing RFPs is a never-ending process. Time, research and planning all take an organized effort from your team. There are myriad documents to assemble and requirements to meet. But, just when you think you’re finally finished, you may realize that you’re forgetting that all-important ‘first impression’: your RFP cover letter. Cover letters are often not on the list of the issuer’s requirements, so they’re easy to forget. Some people also feel uneasy writing cover letters because they’re so different, both in purpose and tone, from the rest of the bid. But, as with the icing on the cake, the cover letter tops off your information-full RFP with a personalized touch. 

Your RFP cover letter’s objectives are:

• To thank the company for the opportunity to bid.
• To provide a short explanation of who your company is.
• To quickly summarize why your company is qualified to meet the requirements of their RFP.

In this article, we share some notions of what to do (and what not to do) when writing your RFP cover letter. 

Do: Match Your Style to the RFP

As the cover letter is the first page of your RFP package, tailor the formatting to align with the issuer’s requirements. Issuers typically include a specific formatting guideline they ask responses to follow, including font and font sizes. For example, if the issuer requires the response to be in Times New Roman in 12-point font, implement the same into your cover letter. 

Don’t use any fonts meant for party invitations (i.e., Comic Sans, Scripts, or any that reflect handwriting). If the issuer does not list a requirement, select a font that’s clear, professional and easy to read (i.e., Roboto, Arial).

Don’t: Write a Lengthy RFP Cover Letter Introduction

Your response is filled with many pages detailing, defining and fulfilling a complete scope of work. The procurement manager will be spending all of their time reviewing and comparing your response to others with similar information. Don’t overburden the reader by writing a long, overly detailed cover letter. 

Rather, impress them with a quick, smart and to-the-point RFP cover letter not exceeding one page in length. Your team has put together the perfect set of responses to all of the questions of the RFP. So, leave that information to speak for itself within the remainder of the document.

Do: Follow All the Rules of Business Letter Formatting Etiquette

Although the RFP cover letter is an introduction to your fun and exciting team, this isn’t the place to go rogue by using perfume-infused paper. Rather, stick to proper business letter formatting . However, you may introduce a visual of your business logo using your letterhead. This also adds a pop of color to the sea of black-and-white information that follows.

We then recommend applying formalized business letter etiquette rules such as:

• Include the issuer’s business name, address and contact information.
• Insert the final date of when your response was completed.
• Address the letter to the key person at the organization who’s reviewing your bid. Don’t address your letter “To Whom It May Concern” or the like. If the RFP doesn’t list a contact person, take the extra step and contact the organization to ask for the contact name(s). This little bit of effort shows the reader that you’re invested in creating a relationship with them. As simple as it is, the person on the other end of the RFP will likely continue reading your full introduction letter.

Do: Be Compelling 

When writing RFP cover letters, it’s easy to come off as sounding impersonal or even repetitive. But don’t fall into this trap! Introduce your company’s compelling personality by directly engaging the customer.

Do follow these steps when crafting your letter:

• Thank the issuer for the opportunity to bid. But not right away! Avoid starting the opening line in your RFP cover letter using any “Thank you for…” statements. Instead, be creative and address a fact about your potential client. For example, “ Our team recognizes the impact DigitalSolutions Inc. made by upgrading the software solutions for the University of Neptune. “ Now, you’ve gained the attention of the reader. Because you’ve directly addressed a successful project they completed in the past, they’ll pay attention when you discuss continuing that success in the future.
• Reiterate the details of their RFP. Next, address their pain point(s). This should quickly sum up the details of their RFP and state that your business is prepared to resolve that need.
• Explain why your organization is qualified to respond. By now, you’ve done your homework on your potential client. So, use this part of the RFP cover letter to state why your team is uniquely situated to deliver solutions. Remember, it’s not a sales pitch; it’s an alignment pitch.
• Provide a short list of deliverables.  This should acknowledge your inclusion of their requested main requirements. Don’t get into too much detail.
• Close the cover letter. Close your RFP cover letter with a call to action. A simple sentence letting the team know that you’re happy to provide them with any additional information is usually a safe bet. Then finish with a handwritten signature. This small step is the sprinkle on the cake that tops off the total investment you put into the bid.

Final Thoughts

Remember, the RFP cover letter should be the icing on the cake, and you want the reader to enjoy it. And you should also enjoy creating it. After all, your team dedicated their hard work, time and resources to crafting a perfect response for that customer. Your company is more than just a black-and-white response; use this area to your advantage and convey your commitment and personality! Just know that the more you engage, the more memorable you’ll be.

You Don’t Have to Go It Alone

At The Bid Lab, we work with clients who don’t have the time, resources, or experience to manage, write and build their bids. So whether you’re still learning the RFP process basics, looking for the perfect RFP recipe , or trying to avoid making common mistakes , The Bid Lab has your back. (Yes, even if you’re looking for non-RFP ways to expand your business altogether.) After all, we’re experts on both sides of the equation. We know how to write an RFP and how to respond to an RFP. Bids and RFPs are our business – all day, every day! So reach out for a free consultation by calling 1-844-4BIDLAB or 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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How to write a proposal cover letter [with example]

Like the devilishly tempting Hostess Ding Dongs treat, a proposal cover letter has to be short, sweet, and dense. Unlike that aforementioned hockey puck of delectability, proposal cover letters cannot be mass-produced. To write a proposal cover letter with nary a wasted word, you first need to understand its strategic significance in the overall proposal.

I’ve spent more than 17 years on proposals and have written hundreds of proposal cover letters. When I started, we printed out proposals and created huge binders to share with reviewers. Reviewers would open the binders to see the proposal cover letter, then an RFP executive summary , and then dig into the proposal itself. Binders are part of a bygone era; there’s been a big digital shift since I started.

Requests for paperless submissions and the growing popularity of online portals has altered the strategic significance of the proposal cover letter. It’s gone from a “must-have” element, to a “nice-to-have” one. My background is predominantly healthcare and insurance. Anecdotally, maybe only 30% of requests for proposals (RFPs) in healthcare and insurance request executive summaries while most volunteer that a cover letter is optional. If they give you an option, take it.

Some online portals don’t even give you an opportunity to include extra documents like cover letters. In such cases, you now have to include the cover letter as part of your proposal PDF. At the same time, RFPs are more complex than ever, requiring more details in submitted proposals. Issuers expect you to have your content in order, and a lot of it.

Speaking of issuers and what they’re looking for in proposal cover letters: They don’t need information that they can find on your website, that they can Google, or that sounds canned. They want to make sure you’ve reviewed the RFP requirements, and it’s absolutely essential to hit them with that up front, in your proposal cover letter. Especially if your solution meets all of the issuer’s requirements. Emphasize that fact simply and directly.

What is a proposal cover letter?

The proposal cover letter is meant to frame up your RFP proposal. It’s not a rehashing of the proposal or executive summary . It’s a vehicle to thank the issuer for the opportunity to respond, to say, “We’ve seen your business requirements and composed this proposal because we think we’re the best partner for you.” Think of it as the bow on your RFP proposal package.

Whether paper, PDF, or stone tablet, one thing that hasn’t changed about the proposal cover letter is that it’s your first opportunity to declare the value propositions that differentiate yours from competitive proposals. These value props will be the threads that weave through your proposal, from cover letter, to executive summary, to answers to questions.

As far as length, I aim for a page and a half when I write proposal cover letters. Try to keep it under two. Go longer only if a template or specific framework for the cover letter is provided by the issuer, which is sometimes the case in government RFPs.

Why a good proposal cover letter matters

RFP reviewers will be looking for deviations in responses. Deviations among responders as well as deviations from their (the issuers) requirements.

When you can write a cover letter and state, “After reviewing the RFP, we are confident that our solution meets all requirements and detail that fact in our proposal,” you make a compelling argument for reviewers to concentrate on how your proposal illustrates how you solve problems. They’ll notice cover letters that do not mention something that direct, and will review those proposals to look for where the solutions fall short.

When should you write the proposal cover letter?

It’s page one so it should be written first, right? Not necessarily. I’m a proponent of writing the executive summary first, the cover letter second, and then building the proposal. Certainly review the RFP first so you can determine what it’s asking for. But don’t just jump into a response from there. Take the time to establish the value props that will make it a cohesive proposal.

Writing the executive summary first helps you formulate your argument and determine which content you’ll need for the proposal. Once you know what you need to be persuasive and how you can solve the issuer’s problem, then you can develop the three-to-five value props (I try to boil it down to three solid, unique value props) that you can define in the proposal cover letter.

Who signs the proposal cover letter?

Notice I didn’t title this section, “Who writes the proposal cover letter?” The person who writes it and the person who signs it may not be one and the same.

If your proposal team is fortunate enough to have a dedicated writer, then have them write the letter based on input from the frontline sales rep. Whoever writes the letter must be fully informed of response strategy and have intimate knowledge of the proposal and executive summary. Strategy, voice, and style need to be consistent across all documents (cover letter, executive summary, and proposal).

Who signs it depends on a variety of factors. In most cases, the frontline sales rep will sign the proposal cover letter. They have the relationship, own the strategy, and likely conducted the discovery that informed the proposal. However, it’s not uncommon for an executive sponsor such as a VP of sales to sign. The thinking being that executive reviewers may appreciate seeing a proposal that’s been vetted by a fellow executive.

There are also those cases when the executive of executives, the CEO, signs the letter. There are two common scenarios for this play. One, the RFP may be large enough to represent a significant percentage of a responder’s annual revenue. Two, the responding organization is concerned with appearing relatively small, and in an effort to improve its stature, seals the proposal with a CEO’s signature.

There’s definitely some gamesmanship at play here. Even so, the name on the letter will never overshadow the content of the proposal.

7 steps to write a proposal cover letter

The compact nature of the proposal cover letter makes it difficult to fit everything in one or two pages. Good writers are valuable assets in these instances. Every proposal cover letter should contain the following sections:

• Thank the issuer (and broker, where applicable) for the opportunity.
• Recite your understanding of the opportunity to validate that you reviewed the RFP requirements.
• List your abilities to meet requirements. If you can meet all of them, lead with that fact.
• Describe your value propositions. You’re trying to portray that, “This is what we bring to the table, and that’s why we’re the best choice.”
• Provide a high-level future snapshot of what business will look like after your solution is chosen.
• Conclude with a persuasive delivery of your understanding of next steps: “We look forward to the opportunity to discuss our proposal further.” Show that you’re able and willing to move forward in the sales lifecycle.
• Sign it from the frontline sales representative or executive sponsor. This should not look like a form letter from the organization as a whole.

3 common mistakes to avoid

Beyond the mistakes of not including a proposal cover letter at all or writing one that’s too long, proofread your next letter for the following mistakes before sending it.

• Avoid repeating anything from the executive summary or proposal. Those documents need to live on their own, just like the proposal cover letter.
• Don’t waste space with your resume. Something like this… Responsive’s growing list of 600+ clients including 40+ Fortune 500 organizations continue to take advantage of our one-of-a-kind Unlimited User licensing model, expanding their usage on the platform to scale organizational success. With Responsive as their team’s support system, every day they break down silos by facilitating collaboration and efficiency in their RFx response process ….is boilerplate that can appear elsewhere in the proposal or not at all, given that it’s likely available to the issuer on your corporate website.
• If a broker is involved, thank them, too. The proposal cover letter is also an opportunity to directly address the issuer. This can be particularly valuable when a broker is involved. Some issuers rely on RFP brokers to sift through responses to make sure only the best possible solutions get serious consideration. Ignore these brokers at your peril. While the response and executive summary will address the issuer and the problem at hand, the cover letter is where you can give a nod to the broker. Acknowledging their involvement in the process and thanking them for the opportunity as well will at the very least alert all reviewers that you paid close attention to the RFP requirements.
• Don’t guess. Make sure you or someone on your team does the legwork and discovery to inform your response strategy. The more you have to guess, the longer the letter will take to write.

Proposal cover letter example

Feel free to use the proposal cover letter example below as a template for your next letter. One of the many advantages of proposal software such as Responsive is the automation of the cover letter process. Don’t get me wrong, you still have to write it, but RFP software helps:

• Access and write in the template within the platform (no need to toggle back and forth between a word processor and whatever application you’re using to build your proposal)
• Include identical brand elements as the proposal and executive summary
• Add the cover letter to the front of the proposal and/or executive summary when you output it for submission

When you use the following example, you’ll need to swap out the RFPIO-centric items with your own company and solution information as well as the custom value props for that specific proposal. The three value props highlighted in the example are Salesforce integration, data security, and customer support. For your letter, these will be specific to your solution and the problem stated in the RFP.

Hi [Issuer(s) first name(s)],

Thank you for considering Responsive as your potential vendor for RFP automation software. We are cognizant of the effort it takes to make a selection like this, so we very much appreciate the opportunity. First and foremost, Responsive meets all of the requirements detailed in your RFP. That’s illustrated in greater detail in this proposal. In the meantime, the following capabilities make us confident that Responsive is the most qualified company and solution for [issuing company name’s] [RFP title].

• Helping businesses improve and scale their RFP response process for greater efficiency. The time and resource savings reported to us from our clients has allowed them to participate in more proposals and provide high-quality responses that create additional revenue opportunities.
• Automating the import and export functions, centralizing content for RFPs, and facilitating collaboration among key stakeholders.
• Managing knowledge and content through our AI-enabled Content Library .
• Giving clear visibility into the entire RFP process through reports and dashboards—including project status and progress, and analytics for actionable insights.

We know that it’s important for [issuing company name] to find a solution with a strong integration with Salesforce. This proposal details Responsive’s integration with Salesforce , and how it will work for you. In addition to that, Responsive’s open API allows for integrations with many other technologies for cloud-storage, collaboration, and other desired platforms.

We also take your data security concerns highlighted in the RFP very seriously. You can be assured that your data will be safe and accessible. We work with a variety of enterprise customers and understand the necessary level of security that is required. From the beginning, we made it a priority to build security right into Responsive’s technology, which we continue to maintain. We are SOC 2 and ISO27001 certified, while continuing to pursue other best-in-class certifications to ensure security.

Regarding your requirement for ongoing support following implementation: When it comes to customer support, our technical and account managers are high performers. We have an expert group of 110 nimble programmers and developers who are always ready to provide quick technical fixes (that you can request right within the solution). Our reliable and attentive account team is ready to fully support [company name] should we move forward as your vendor.

Upon deploying Responsive, it’s intuitive user experience is simple to get used to. You’ll also get free access to Responsive Academy for all your training needs, now and in the future. Getting started is as simple as loading that first project. The whole team will be collaborating from there. As your Content Library grows, machine learning will provide more and more automation opportunities. It won’t be long before you see a drastic uptick in proposal quality and number of proposals submitted.

If you’re interested in comparing our solution to other comparable tools, we recommend that you visit software review platform G2 Crowd’s top RFP Solutions grid . This information is based on user satisfaction and places Responsive at the top in all categories.

We look forward to the opportunity to discuss our proposal further. We appreciate your consideration, and wish you luck on your selection.

Thanks, [Signee’s name] [Signee’s title]

You should have it “cover”-ed from here

If you’ve done your research and client discovery, and you know the value props specific to the RFP that you’ve already reviewed, then letter writing will go fast. The better you know the client and people involved, the easier it is going to be for you to tailor the proposal cover letter, the executive summary, and, most importantly, the RFP proposal.

To learn more about how Responsive can help you write better proposal cover letters, schedule a demo today!

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Home » Tenders » How to write a cover letter for tender submission?

How to write a cover letter for tender submission?

by Swati Deshpande | Mar 13, 2023 | Tenders

Have you written a cover letter for your tender submission. Although it is not mandatory, it is a good practice to include a cover letter with your tender application. While there is no one cover letter template that you should follow, the idea is to let the tendering authority learn the key highlights about your company and understand why you will be a good fit for the tender. Here we look at how you can write a tender cover letter professionally.

Table of Contents

Meaning and elements of a cover letter for tender submission, do’s and don’ts for the cover letter.

Gone are the days when tender procurement happened through a bunch of papers and lot of paperwork was involved. Traditionally, a tender cover letter was an unavoidable part of tender response. Nowadays, most of the tendering process in India takes place through an e-tendering system for tender management. As a result, there is a limited scope for attaching a cover letter along with your tender response.

However, it is considered as a good business practice to have one. This article will discuss the importance of a cover letter for tender submission and its elements. Let’s begin with the defining cover letter for cover letter for tender proposal.

Let us begin by understanding ‘what is a tender cover letter?’

The cover letter is a letter that provides additional information about your company and explains why the contract should be awarded to your company. If you plan to write a covering letter along with your bid document, the letter should contain following elements:

• Short introduction : The letter should contain a brief introduction with information/highlights about your company.
• Reason for contract awarding : Mention what your unique selling point is and the unique advantage the buyer would get if the contract is awarded to you.
• Your commitment : The letter can include your commitment and brief pricing range. You can include how you can provide value for money service.
• Get the heading, subject line and address right : First, mention all details right. Mention the tender request number, address it to the right person and, include all required details such as address of the business, date, etc. Mention the tender number in the subject line to highlight it.
• Acknowledgement of request for tender: In the body of the letter, you can start with acknowledging the fact you have read and understood the requirement of the buyer. Additionally, you can also mention that you are eligible and capable of fulfilling the requirements mentioned.
• Company introduction: In the later part, you can give a brief introduction of your company. In case the tender pertains to manufacturing you can highlight capabilities and capacities of your manufacturing unit. You can also mention advanced technologies that you may be using that can help you fulfil this order if you win.
• Value for money : This is one of the crucial parts of the letter. You need write about pricing of tender and explain how you are providing value for money. You can touch upon the aspects such as quality, timely delivery, adherence to the compliances, etc.
• Attachments : List down the attachments you are enclosing. Give proof of your competence and attach other mandatory documents that have been asked by the buyer. Additionally, attach copies for certifications. You can also include proof of previously delivered orders.
• Keep the letter short. Do not exceed it more than one-or-two pages. Use the company’s letter head and include proper authority’s signature towards the end.
• Make sure your company is eligible and capable of carrying out this job is you win the contract.
• Do not include unnecessary information. Although brief introduction of your company is necessary, keep it short and crisp.
• Mention your competence and relevant projects undertaken previously. Do not mention about the projects that are not relevant or similar to this order. Back it up with evidence in attachment.

To sum it up

Although cover letter is not a necessary document while submitting a tender, it is good have one that gives the buyer gist about your company capabilities and competence. Besides, it depicts professionalism. Hence, if you get an opportunity, do include a cover letter.

Swati is a passionate content writer with more than 10 years of experience crafting content for the business and manufacturing sectors, and helping MSMEs (Micro, Small and Medium Enterprises) navigate complexities in steel procurement, and business services. Her clear and informative writing empowers MSMEs to make informed decisions and thrive in the competitive landscape.

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