Writing professional proposal letters of intent:

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FREE RFP Letter of Intent Template

The RFP Letter of Intent (LOI)

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Also known as: LOI, letter of intent to bid, notice of intent, letter of intent to submit a proposal, letter to submit a bid, letter of expression of interest, non-binding LOI, binding letter of intent, binding LOI, non binding letter of intent, letter to submit a bid, letter of interest, letters of interest non-binding, RFP response letter, proof of intent letter, letter fo interest templates for proposals, intention letter, letter of interest template, non-binding offer, expression of intention letter, bid letter of intent, binding statement, non-binding offer letter, non-binding statement, expression of intention, non-binding letter of offer, expression of interest, EOI, letter of EOI, notice of EOI, letter to express interest, EOI response, expression of interest letter, non binding offer letter, EOI response letter, or EOI letter.

Use templates and samples provided in your FREE RFP Letters Toolkit to create your own letter of intent.

The request for proposal (RFP) letter of intent is part of our FREE RFP Letters Toolkit. The letter of intent tells the company issuing the RFP that you are interested not only in submitting a proposal in response, but also in receiving all RFP updates and modifications.

Receiving expression of interest—i.e., letter of intent—from prospective contractors is a step of the acquisition life cycle process as it is devised in an acquisition plan template worthy of the name.

It is highly recommended to read the recommendations below in order to properly and successfully use the letter of intent.

  1. Use a formal letterhead and do not handwrite the RFP letter of intent.
    Use templates and samples provided in your FREE RFP Letters Toolkit to create your own letter of intent.
     
  2. First, indicate your interest in the RFP you received, and acknowledge the deadline for the proposal you will submit.
     
  3. Next, remind the RFP issuer that you are, at the same time, interested in being kept informed about any modification related to this project, i.e. the RFP document itself. Although the letter of intent is not, by essence, a binding document, we may often find at the bottom or, even worse, in the body of the letter of intent a paragraph stating and reinforcing the non-binding character of the letter of intent that was inserted under the pressure of a legal attorney, or any legal advisor or department (read the discussion about the letter of intent legally worthlessness for further information about the dilemma of the letter of intent non-binding statement, also called the "binding offer vs. non-binding offer" dilemma).
     
  4. Finally, close the letter formally with "sincerely" or a similar polite expression. Sign your name and title. Be sure to provide correct, complete contact and reference information for future correspondence. 
     
  5. Do not forget to send the letter of intent via certified mail
     
  6. Since things sometimes get a little more complicated than usual, remember to consult a lawyer for further information before doing anything.

Before even writing your letter of intent, you have to decide that bidding is a good option, you have a significant, substantial, realistic chance of winning, that is. This decision is the result of an analytical process, the bid/no-bid analysis.

Bid/No-Bid Analysis

The letter of intent is sent after having performed a bid/no-bid analysis. The bid/no-bid analysis assesses (quantitatively, qualitatively, or both) all risks inherent in submitting or not submitting an offer. The analysis process relies on building a list of relevant questions, called the bid/no-bid checklist. On the basis of this checklist, a bid/no-bid analysis matrix will be created, which will determine the worth of sending a bid. If the decision is to bid, a letter of intent will be sent to the purchasing officer. If the decision is not to bid, then a no-bid letter, explaining the reasons, will be sent.

FREE Sample of a Non-Binding Letter of Intent

Also known as: non-binding statement, binding expression of intention, binding statement, non-binding expression of interest, non-binding letter of interest, binding LOI, non-binding LOI, non binding letter of intent, non-binding EOI, non-bidding expression of interest letter, non-binding EOI response letter, or non-binding EOI letter.

Don't take your Letter of Intent for a contract: Express your intention should certain circumstances occur.

Is your Letter of Intent Binding or Non-Binding?

Remember, getting a contract and replacing the title with Letter of Intent won't make it a legitimate letter of intent.

And that's exactly what people often do, maybe considering the reassuring character of the document title.

So in this case, they should skip the step of writing a letter of intent and write directly a contract. As far as the letter of intent does not contain provisions we must encounter in a contract to qualify it as is, you're safe.

Indeed, a letter of intent is an agreement to agree, stating that both parties are looking for a deal that will be effective should only certain circumstances happen, like a definitive agreement being executed.

A badly-written letter of intent will scare the reader by stating neither party is bound by it, it's not an agreement, that is; giving the impression that you are not sure about what you're doing so badly that you are not able to give a written commitment, but you tried your best.

A well-written letter of intent, instead, will please the requesting organization by encouraging them to do whatever it takes to come to a definitive agreement, which is the conditio sine quae non for the intended deal to take place. Mr. Lapalisse would have been proud of this truth.

Because, unlike a contract, it should not contain elements or provisions that would otherwise make of that document an agreement between parties, such a state-of-the-art letter of intent hampers either party, even though some have vainly tried in the past, to enforce it as an agreement.

Ok. But how to make sure your letter of intent is non-binding?

Don't scare the reader with your biz-repellent non-binding statement.

How to make your Letter of Intent Non-binding

If you want your letter of intent to display an explicit non-binding character, clearly write it, but not in a form that would scare the reader or make him feel that you don't want to commit because you aren't dependable enough to know what you're doing, as shown below:

"This letter of intent is neither an offer or a contract. Neither party is bound by its terms and, therefore, assume any liability."

It may be satisfactory on a legal point of view, but doesn't leave a good impression to the reader, does it?

So, instead of using such a negative syntax, convert your writing into a positive form, like the examples below:

"Terms of this letter of intent are valid until (a certain date, usually 30, 60, or 90 days; or any other circumstance happens)."

or

"Terms of this letter of intent are informational until they become contractual should a definitive agreement be executed."

or

"Terms of this letter of intent will become effective and enforceable when a definitive agreement is executed."

The latter examples are still binding somehow, but the secret tour de main is they rely upon the occurrence of a given event, whether a definitive agreement or a deadline.

Tips, templates, and samples of an RFP letter of intent

FREE RFP Letters Toolkit, 2014 EditionWANT TEMPLATES AND SAMPLES
OF AN RFP LETTER OF INTENT?

Learn tips on how to write a professional, very impressive, and bullet-proof RFP letter of intent in our FREE RFP Letters Toolkit, 2014 Edition.

You will find in it, amongst others, templates and samples of an RFP letter of intent.

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