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How to write an RFP response letter?

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What is an RFP response letter

An RFP response letter is sent to the organization who issued the Request for Proposal (RFP) for which you want to submit a proposal describing how, as an identified prospective provider, you (1) are interested in the related project, and (2) provide the best matching solution to the requirements set forth in the RFP document you just have received.

What is the difference between RFP Response, RFP Letter of Intent, and RFP Proposal Cover Letter

Your organization was identified, by the issuer of the RFP document you have received, as a potential provider of a solution that may address their needs. 

Depending on the process defined in the RFP itself that describes the exact steps for submitting your proposal, you may be asked to send an RFP Letter of Intent, which, basically, 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.

Whether the RFP Letter of Intent being mandatory, it is highly recommended -in fact, you do not have really the choice- to attach to your response to the RFP questionnaire an RFP Proposal Cover Letter, also known as Proposal Letter of Transmittal. You have to understand that the RFP Proposal Cover Letter, beyond merely being the authorization of your proposal by your organization, gives you a unique opportunity to emphasize (1) how your offering matches their needs, and (2) what are the benefits the issuer may thusly reap from identifying your solution as the best match for their requirements.

Would you send your résumé without its cover letter? When the time comes, remember that the RFP Proposal Cover Letter plays exactly the same role as the Cover Letter for a Résumé. So, take a particular attention on how you will write your RFP Proposal Cover letter.

RFP Response letter templates and samples

The request for proposal (RFP) response letters are part of our FREE RFP Letters Toolkit. You will find in it, amongst others, templates and samples of RFP Letter of Intent and RFP Proposal Cover Letter.

Writing a Request for Proposal (RFP) response letter

Your strongest weapon is in your reader's mind.

It is highly recommended that you to read the suggestions below in order to properly and successfully use the RFP response letter.

  1. Use a formal letterhead and do not handwrite the RFP response letter. Use templates and samples provided in your FREE RFP Letters Toolkit to create your own response letter, whether it is an RFP Letter of Intent or an RFP Proposal Cover Letter.
     
  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.
     
  4. The RFP response letter should highlight the content of ancillary documents, namely your proposal, and specify the time for validity of your offering, which, depending of organizations, may range from 30 to 90 days from the proposal due date.
     
  5. List the most important qualifications and benefits of both your product and organization. Indeed, you are not offering a mere product, but a partnership between two organizations. So, as a complement to selling your product, do not forget to sell yourself.
     
  6. Offer a brief summary of your client references.
    It's important for your response letter to be personalized, relevant, and passionate. It is important to select not only the most impressive but the most pertinent ones. Indeed, you will find that relevancy is much more efficient than accuracy.
     
  7. Do not be too bureaucratic in your approach. The RFP issuer has to feel your passion not only for your product but also for their project. When well done, the RFP Proposal Cover Letter can show that listened to them and, thusly, demonstrate your dedication towards your customers.
     
  8. Finally, close the letter formally with "sincerely" or a similar polite expression. Sign your name and title.
     
  9. Be sure to enclose all information (name, title, address, phone, fax, email, level of authority, etc.) regarding the person who will be the point of contact within your organization for the future correspondence.
     
  10. Do not forget to send the response letter via certified mail.
     
  11. Since things sometimes get a little more complicated than usual, remember to consult a lawyer for further information before doing anything.

Tips, templates, and samples of RFP response letters

FREE RFP Letters Toolkit, 2014 EditionWANT TEMPLATES AND SAMPLES
FOR AN RFP RESPONSE LETTER?

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

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

It's FREE!
 

"It's important for the response letter to demonstrate not only your interest to the project but also the benefits your solution brings."
- Pascal PERRY


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POGO Urges OSTP to Ensure that Agency Scientific Integrity Plans Include Contractors and Grantees

POGO is pleased to see that most federal departments and agencies have finally made public their draft or final scientific integrity plans in response to President Obama's March 2009 Memorandum on Scientific Integrity. However, POGO is concerned that several agencies have not included contractors or grantees in their plans. The failure to ensure the integrity of science performed outside the government but funded with taxpayer dollars is particularly troubling given that some of these departments or agencies—such as the Department of Energy (DOE)—rely heavily or nearly entirely on contractors and grantees for scientific research. .

14 Federal Agencies Fail to Fulfill the President's Directive: Billions in Taxpayer-Funded Science Not Included in Integrity Plans and Policies

The Department of Energy (DOE) and the Food and Drug Administration were two of 14 federal agencies that failed to set proper scientific standards for contract and grantee researchers, despite the fact that tens of billions of dollars in taxpayer money funds this science each year, the Project On Government Oversight (POGO) said in a letter sent today to the Obama administration..

POGO Supports DoD Effort to Redefine Commercial Items

The Project On Government Oversight (POGO) urges you to support the Department of Defense's (DoD) legislative proposal for the National Defense Authorization Act that will result in improved oversight of billions of dollars' worth of so-called "commercial" goods and services..

POGO Supports Proposed Defense Contractor Crime Reporting Rule

The Department of Defense (DoD) seeks input on a proposal to amend the Defense Federal Acquisition Regulation Supplement (DFARS) to expand coverage on contractor requirements and responsibilities with regard to the reporting of crimes committed by or against contractor personnel. .

POGO's Response to Professional Services Council Letter Regarding Reducing Civilian Workforce

Senators and Representatives recently received a letter from the Professional Services Council (PSC) responding to their letters to Secretary of Defense Leon Panetta, in they criticized the Department of Defense's (DoD) efficiency initiative, which aims to reduce costs by scaling back the civilian workforce to 2010 levels rather than compliance with mandates to reduce reliance upon contractors. We would like to offer some perspective on a number of points raised in the PSC letter..

POGO and Partners Strongly Support Passage of the DATA Act

We, the undersigned organizations, are writing in strong support of the Digital Accountability and Transparency Act (DATA Act), H.R. 2146, which is planned for a floor vote this Wednesday. The DATA Act is an important step towards improving federal financial transparency and would empower the public to better understand how their federal dollars are being spent. .

A Test Case on Sanctions?

If there's one thing most Americans support in foreign policy, it's sanctions against Iran to halt its alleged drive for nuclear weapons. From President Obama to Mitt Romney, Rick Santorum, and Newt Gingrich, leading candidates all want to put the economic squeeze on Tehran and to signal their support for Israel. President Obama recently announced he will ratchet up sanctions on the country's oil exports and declared a "national emergency" to deal with the Islamic Republic. The Senate will try to iron out its differences over anti-Iran measures in coming weeks, as bus stations around Washington, DC, are studded with advertisements questioning the President's resolve on the issue..

U.S. Wasting Billions on Over-Priced Service Contracts; Government Lacks Data to Make Informed Contracting Decisions, POGO Tells Congressional Subcommittee

The federal government more than doubled its spending on service contracts over the last decade, despite having inaccurate data on the "true" cost of those contracts—largely because of the misguided notion that outsourcing is more cost effective than using federal workers, the Project On Government Oversight (POGO) told a Senate subcommittee today..

POGO's Scott Amey testimony on "Contractors: How Much Are They Costing the Government?"

I want to thank Chairman McCaskill, Ranking Member Portman, and the Subcommittee for asking the Project On Government Oversight (POGO to submit written testimony about the important, but often ignored, issue of service contracting costs. Although there are many initiatives in place to cut federal agency spending and reduce the costs associated with the federal workforce, the cost of contractor services has escaped scrutiny. Such avoidance is extremely disturbing because the government annually spends more taxpayer dollars on contractor services than it spends on goods, over $320 billion and $210 billion in FY 2011, respectively. To put that level of spending in perspective, total contract spending was $205 billion in FY 2000, of which services accounted for $128 billion of the total..

Last Modified: Tuesday, August 28, 2012 9:25:11 PM



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