A Request For Proposals (RFP) proposal cover letter is a single-page, informative, and businesslike document that precedes any other correspondence. It should not be confused with the customer’s actual detailed offer. It is not to be confused with the executive summary letter. It needs to be impactful since this will be the one opportunity to capture the attention of a potential customer. It is just the initial piece of the official RFP response proposal.
There are several parts that comprise the official RFP response proposal:
· The cover letter under discussion
· The executive summary pages
· The full proposal
· Terms and conditions
· Any supporting documentation
Though relatively easy to compose, it could be viewed almost as more important than your actual proposal because it will be the first impression that could gain (or lose) your customer. Besides an introduction for your company, the cover letter should make a strong impression of your care for the customer’s needs. It should also make a strong impression of the unique qualifiers of your company’s suitability for the project, and your company’s brand and expertise.
Below are key tips for writing a successful cover letter:
Provide Essential Elements
Certain elements should not be overlooked in the cover letter:
· Express gratitude for the opportunity in the letter but do not start out with “thank you.” Rather, start out with complimenting the business and the importance of their goals
· Be personable and genuine rather than sounding like a salesman
· Demonstrate that you understand the customer’s needs and their requirements
· State your company’s ability to meet all their needs
· Demonstrate why your company is the best choice
· Discuss what the solution will look like using your company.
· Sign it personally from an executive or a frontline sales representative
Do Not Write The Cover Letter First
Writing a cohesive proposal is important, so do not just jump into writing your response. Differentiate yourself from other applicants by considering what they are asking for in the RFP. Differentiate yourself by how your company can benefit them specifically with value propositions that go beyond simply meeting requirements listed on page one.
Write Respectfully And Personably
Experts recommend starting your cover letter 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 while reinforcing that you did some honest research into their goals.
Share A Success Story
Showing your successes is a great way to boost credibility. Share how you were able to help one of the former clients, who appreciated the work done, and are now more successful than ever before. Share your success story but be brief.
The RFP issuing organization is looking for certain things in a proposal response. And they must be won over with this letter. Do not waste their time by providing information that is available outside this cover letter. Rather, it is essential to demonstrate an understanding of the pain of their need and how you are an excellent choice for the solution.