FREE RFP Documents including:
Successfull RFPs in Construction NEW!
RFP Template
Acquisition Plan Template NEW!
RFP Cover Letter
Proposal Cover Letter
Executive Summary Template NEW!
FREE Company Profile Template
Disqualification Letter
Rejection Letter
Non-Binding Letter of Intent
Decision Matrix
No-Bid Letter
Protest Letter
Sole Source Protest Letter
Sole Source Justification & Approval (J&A)
Letter to Decline a Proposal
Contract Award Letter
 
FREE Requests for Proposals
(RFP) Template Samples:
Software RFP Template
Process ERP RFP Template
Discrete ERP RFP Template
CRM RFP Template
Accounting RFP Template

Latest Procurement News & Bids Opportunities from Federal Agencies

FAQ about RFP and Proposals:
MADM-Based ERP Software Selection
Compare ERP NEW!
Sealed Bids NEW!
What is Competitive Procurement?
Uniform Contract Format (UCF)
What is Sole Source?
Abstract vs. Executive Summary: Discover The Main Differences NEW!
The Bid/No-Bid Analysis NEW!
Best-known Readability Scores
Bormuth Readability Score
List of Work Words NEW!
47 FREE Affidavit Form Samples NEW!
Bidder Responsibility Determination
Bid Responsiveness Determination
Food Court RFP Examples NEW!
Meta Tag Generator NEW!

More FAQ... Less FAQ...

Coleman-Liau Readability Score
Flesch-Kincaid Readability Score
Flesch Reading Ease Readability Score
Passive Sentences Readability Score
How to protest against Sole Source Solicitation?
The Dale-Chall list of 3,000 simple, familiar words
How to write a Letter of Intent?
Writing an RFP
What is a Decision Matrix?
How to write an Executive Summary?
Official Letter
How to write an RFP?
What are the different Solicitation and Selection Methods?
What are Readability Statistics?
Request for Proposal Procedures Tips
Decision Making Resources
How to write an RFP response letter?
What is Multi-Criteria Decision-Making (MCDM)?
What is Analytical Hierarchy Process (AHP)?
How to write a proposal cover letter?
How to write an RFP rejection letter?
How to write an RFP cover letter?
What does RFP stand for?

Official Letter

Official Letter Definition

An official letter is a formal communication done in writing, that is, written according to fixed, explicit, and definite convention, rules, customs, or format.

The official letter is intended to voice the person or, usually, the entity that issued it, like Federal or Governmental agencies, public or private companies. An official letter is usually considered as a binding letter.

The opposite of an official letter is an informal letter, which is not or less formal, and usually shorter. Thus, an informal letter is not intended to represent the person or entity who wrote it. It is considered as an informational-only, non-binding letter.

Official Letter Format

How to write an official letter?
What is mandatory in an official letter?
Is there any convention on writing an official letter?
How can I close an official letter?

In order to write a letter deemed official, simply follow the format below:

1. Use a formal letterhead and do not handwrite the official letter. Use templates and samples provided in your FREE RFP Letters Toolkit to create your own official letter.
    
2. First, your letter should always be written in a courteous manner notwithstanding the context (i.e., disagreement, protest, complaint). Ire is not a reliable weapon because it usually explodes when it's still in your hands. The right words written with cold blood have actually a better effect.
    
3. Next, an official letter is triggered by an event and its purpose is to formally inform its recipient of such an happening. So, you will probably need to explain the reasons why it's happening and what is the next step. Arguments and reasons are significantly more efficient when factual, that is, relying on facts that make references to specific places, dates and times, and explicitly identify persons and organizations involved.

   Spend the time needed to honestly and properly communicate all the information. The more specific, exhaustive, and honest the writer is, the more difficult it becomes for the reader to contest the letter.
    

4. Keep in mind that the writer may provide the reader with a way to formally argue, contest, or merely respond within a reasonable timeframe to the information contained in the official letter. In some cases, this how-to-protest information is made mandatory by Law.
    
5. Finally, close the letter formally with "sincerely" or a similar polite expression. Sign your name and title.
    
6. Do not forget to send the official letter via certified mail when necessary.
    
7. Since things sometimes get a little more complicated than usual, remember to consult a lawyer for further information before doing anything.

Common Official Letter Templates and Samples

Your RFP Letters Toolkit, 2013 Edition (it's free) provides you with templates and samples for the following kinds of official letters:

• RFP Cover
• RFP Proposal Cover
• RFP Proposal Disqualification
• RFP Proposal Rejection
• Non-Binding Letter of Intent
• No-Bid Letter NEW!
• Letter to Protest Against Solicitation or Award
• Letter to Protest Against Sole Source
• Sole Source Justification and Approval (J&A) NEW!
• Letter to Decline an RFP Proposal
• RFP Contract Award

Tips, templates, and samples of Official RFP Letters

WANT TEMPLATES AND SAMPLES
OF OFFICIAL RFP LETTERS?
Learn tips on how to write professional, very impressive, and bullet-proof Official RFP letters in our FREE RFP Letters Toolkit, 2013 Edition.

It's FREE!

 

"No doubt that these letters save time"

 

Add our news feed to your favorites:

Enter your search terms Submit search form

Web This site

Copyright © May 2013 by RFP Evaluation Centers. All rights reserved (Wednesday May 22, 2013)

RFP Evaluation Centers
740 Saint-Maurice Street, 4th floor
Montréal (Québec) H3C 1L5, Canada
1-800-496-1303 ext. 273 (toll free)
1-514-954-3665 ext. 273 (office)
1-514-954-9739 (fax)

Disclaimer:
We maintain this web site as a service we gracefully offer you, decision makers working at organizations whether requesting or providing external services and products, and who are interested in finding online free templates and samples of documents related to solicitation and selection processes. You are hereby cautioned not to consider the content provided on this web site and all its ancillary documents as a legal or contracting policy advice whatsoever. Indeed, this information should not be relied upon as a substitution for consulting a lawyer. We provide you, only as a convenience, with external references (books, links, etc.) that are not under our control. We are not responsible for their content and, therefore, assume no liability.

We are eager to help you out in your information quest, call us at our toll-free number 1-800-496-1303 ext. 273.