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Business Discussions | 31 May, 2024

Writing an RFP Cover Letter

Writing an effective cover letter for RFP (Request for Proposal) is essential for standing out in a competitive bidding process. Below is a comprehensive guide on how to write an impactful RFP cover letter, along with a template to help you get started.


What is an RFP Cover Letter?

An RFP cover page is a formal document that accompanies your RFP response letter, serving as an introduction to your proposal. The bid cover letter provides a brief overview of your company, the services or products you offer, and your interest in the project. It’s an opportunity to make a positive first impression, set the tone for your proposal cover letter, and highlight your key qualifications and the benefits you bring to the table.


Why is an RFP Cover Letter Needed?

An RFP response cover letter is needed for several reasons:

  • Reiterates Key Details: It reiterates important details from your RFP letter, including the company name and the specific service or product requested.
  • States Your Intent: It clearly states that you are bidding for their contract by responding to the RFP.
  • Demonstrates Qualification: It explains why your organization is qualified to respond to the RFP and how you meet the requirements.
  • Highlights Benefits: It reveals the key benefits the client will experience while working with your business.
  • Expresses Enthusiasm: It demonstrates your excitement for the potential partnership.

A cover letter for business proposal submissions serves similar purposes, ensuring that your bid stands out and addresses the client’s needs effectively.


What is the Difference Between an RFP Cover Letter and an Executive Summary?

While both the cover letter RFP and the executive summary serve to introduce your proposal, they differ in content and purpose:

  • RFP Proposal Cover Letter: This is a formal letter that introduces your company and proposal. It sets the stage for the reader by providing context about who you are and why you are bidding. It’s more personal and tailored to the specific RFP.
  • Executive Summary: This is a concise summary of the key points in your request for proposal letter. It provides an overview of your solution, highlighting how it meets the client’s needs, the benefits, and the unique value proposition. The executive summary is more detailed and focused on the content of your proposal.


Have Questions? Looking To Get Started?



Key Points

You may be wondering how to make your government cover letter for RFP stand out. Below are the five key points you want to cover in your letter:

  1. Address Your Letter to a Named Contact at the Organization: Personalize the cover letter for a proposal by addressing it to a specific individual.
  2. Introduction and Greeting: Start with a warm greeting and a brief introduction of your company.
  3. Summary of RFP Needs: Briefly summarize the client’s needs as outlined in the RFP response cover page.
  4. Your Business Qualifications and Unique Selling Point: Highlight your qualifications and what makes your business unique, referring to examples from the RFP cover letter template and RFP cover letter examples.
  5. A Closing Call to Action: End with a strong closing that encourages the client to contact you. This can be crucial for securing a cover bid or receiving an RFP acceptance letter.

By following this guide, you can ensure that your RFP cover letter for proposal is both professional and persuasive, increasing your chances of winning the contract. Whether you are writing a bid proposal cover letter for an RFP response, a construction bid cover letter, or a government RFP cover letter proposal, these tips will help you create a strong and effective cover letter for bid proposal that captures the attention of the client and sets you apart from the competition.



Writing an effective cover letter for RFP response is crucial in the competitive bidding process. By addressing the five key points—addressing a named contact, providing an introduction and greeting, summarizing the RFP needs, highlighting your qualifications and unique selling point, and including a closing call to action—you can create a compelling RFP cover letter that sets your proposal bid letter apart.

For guidance on how to write a cover letter for a business proposal, contact BSBCON. We offer RFP writing services to help you secure the contracts that drive your business forward.