cover letter for tender submission sample

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Tender Submission Covering Letter

We submit tenders to those organizations that are in search of contractors or service providers. The tenders submitted by contractors let them know how much they are ready to charge and under what conditions they are willing to work.

Tender submission is a crucial process everyone has to go through to whoever wants to be in a new business agreement. These days, in addition to working on tenders, contractors are putting effort into writing covering letters also.

What is a tender submission cover letter?

It is a basic introductory letter that acts as a cover letter. The purpose of this letter is to give the introductory details regarding the bid document the contractor is going to submit.

Importance of the covering letter for tender submission:

Cover letters are not mandatory to write and no one asks you to write one while you are about to submit your bid. However, when a person writes the cover letter, it implies that he shows good manners and makes it easy for the companies to read their tenders.

Tender documents are generally very long as they contain a lot of information. Just as a person trying to buy a book cannot read a complete book and judge it by its cover, a bid document is also judged by the content provided in the cover letter. The use of the covering letter is an indication that the contractor values the time of the tender recipient and gives his best in an attempt to make his tender more readable and easy to understand.

What are some important components of the tender cover letter?

Some organizations cannot give individual attention to each and every bid document. Therefore, they completely rely on the cover letter. If they find anything worthy of their attention, they consider reading the entire tender document. So, it is important to be careful as to what you are including in this letter. Below are some major components of this letter:

Introductory information:

Every cover letter possesses an introductory part that gives the introduction of the bid document. After this section, the reader should be able to understand everything about the bid document you have submitted. Make sure that you give preference to the tender you are targeting.

Enlist the main elements of the document:

Since you are trying to cover the entire bid document in this one-page cover letter, make a list of main headings that you have included in your tender submission. This will make the reader know what you have focused on in your cover letter.

Give details of attachments:

Further, brief the reader about what you have attached with the letter and what was your purpose behind it. If you have attached the copy of the contract, inform him that you are optimistic that your bid will get approval, and therefore, you have attached the contract you are ready to sign. Also mention that it will be totally fine for you if your letter does not get the desired outcomes.

To write a compelling covering letter, there is a sample letter given below.

Sample letter:

Ref No. ___________

Name of the organization: Address:

Subject: Covering letter for tender submission

Dear Sir/Madam,

It is to notify you that we are submitting the document comprising our bid of the tender that you advertised on behalf of your organization. The tender number we are targeting is 23532.

Our tender document includes the following information:

• Notice soliciting tenders
• Bid of price
• Clauses of the agreement
• Letter of undertaking
• Bank guarantee

We acknowledge the fact that your organization holds all the right to reject our bids without giving any solid reason. We also accept that your company is not bound to accept a bid that is too low. We are ready to sign the contract with you in case you show a willingness to accept our bid and work with us. The draft of the contract is also attached to this letter.

We are hopeful that you will consider our bid. We assure you that our staff will show strong commitment towards the work it is committed to doing.

Looking forward to your kind response.

File: Word (.docx) & iPad Size 22 KB

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Covering Letter for Tender Submission

A covering letter for tender submission is a written document that accompanies a company’s bid for a specific project or contract. It serves as an introduction to the bid and provides additional context and information that supplements the formal tender document. The letter provides an opportunity to make a positive impression and demonstrate the company’s ability to deliver on the project requirements. It typically includes details on the company’s relevant experience, capabilities, and qualifications, as well as its approach to the project and any unique strengths that set it apart from other bidders. The covering letter for tender submission is a crucial component of the bidding process and helps to increase the chances of a successful outcome.

Importance of Covering Letter for Tender Submission

Showcases your company’s strengths and experience The cover letter provides an opportunity for you to showcase your company’s strengths and experience to the tender committee. By highlighting your company’s expertise and previous successful projects, you can demonstrate that you have the necessary skills and knowledge to complete the project successfully.

Demonstrates your understanding of the project requirements and objectives The cover letter is also a chance to demonstrate your understanding of the project requirements and objectives. By providing a clear summary of the key aspects of the project and outlining your proposed approach and methodology, you can show that you have carefully considered the project requirements and have a solid plan for completing the project successfully.

Sets the tone for your proposal The cover letter sets the tone for your proposal and can influence how the tender committee evaluates your submission. By creating a professional and compelling cover letter, you can make a positive first impression and increase your chances of winning the tender.

Expresses your commitment to the project’s success The cover letter is an opportunity to express your commitment to the project’s success. By highlighting your company’s project management processes and quality assurance procedures, and explaining how these will be used to ensure that the project meets or exceeds the tender committee’s expectations, you can demonstrate that you are dedicated to delivering a high-quality project that meets the project goals.

Provides a means of communication Finally, the cover letter provides a means of communication between your company and the tender committee. By providing your contact information and indicating your availability for a follow-up meeting or discussion, you can ensure that the tender committee has the necessary information to reach out to you with any questions or concerns.

Purpose of Covering Letter

The purpose of a covering letter for tender submission is to introduce your company and proposal to the tender committee and provide a brief overview of your submission. The covering letter serves as an opportunity to make a positive first impression and showcase your company’s strengths, experience, and commitment to the project.

In addition, the covering letter serves to:

Provide context: The covering letter sets the context for the proposal and provides the tender committee with a summary of the key aspects of the project. This helps to ensure that the tender committee has a clear understanding of the project requirements and objectives.

Demonstrate understanding: The covering letter is an opportunity to demonstrate your understanding of the project requirements and objectives. By providing a clear summary of the project and outlining your proposed approach and methodology, you can show that you have carefully considered the project requirements and have a solid plan for completing the project successfully.

Showcase strengths: The covering letter provides an opportunity to showcase your company’s strengths and experience. By highlighting your company’s expertise and previous successful projects, you can demonstrate that you have the necessary skills and knowledge to complete the project successfully.

Express commitment: The covering letter is a chance to express your commitment to the project’s success. By highlighting your company’s project management processes and quality assurance procedures, and explaining how these will be used to ensure that the project meets or exceeds the tender committee’s expectations, you can demonstrate that you are dedicated to delivering a high-quality project that meets the project goals.

Provide contact information: The covering letter provides a means of communication between your company and the tender committee. By providing your contact information and indicating your availability for a follow-up meeting or discussion, you can ensure that the tender committee has the necessary information to reach out to you with any questions or concerns.

The inclusion of both dates in the letter is optional. You may choose to include only one date.

Ref:__________ Date : __________

To [Name of Organization] [Office Address] [Phone Number] [Email Id]

Kind Attn: [Name of Officer], [Designation]

Sub .: Our Bid Submission for [Work Description] Ref : Your Tender Specification No. [Number] dated [Date]

Dear Sir/Madam,

We are submitting our bid documents in response to your Tender No. [Number] dated [Date]. We are eager to offer our services for the work outlined in the Tender document.

We have thoroughly reviewed the following documents and agree to comply with the terms and conditions mentioned therein:

• Notice Inviting Tender (NIT)
• Contract Clauses
• General Forms
• Letter of Undertaking
• Performance Bank Guarantee Terms
• Integrity Pact/Agreement
• Indemnity Agreement

We understand and acknowledge that:

• Your organization reserves the right to reject any or all bids, including ours, without giving a reason and we waive any future rights to challenge the same.
• Your organization is not obligated to accept the lowest bid.
• If our bid is accepted, we will execute all the works specified in the Tender document and comply with the terms and conditions of the contract, a draft of which was attached.

The Tender forms, filled and signed by our authorized representatives, are enclosed along with a Demand Draft for the Earnest Money Deposit (EMD) in the amount of [Amount].

We have confidence in our bid and our company’s commitment to delivering quality work for our clients. We look forward to the opportunity to partner with your organization.

For [Name of Company],

[Signature] [Name of Officer] [Designation] [Department Name]

Place: _________ Date: ______

Enclosed: As Mentioned Above

Tips for writing effective covering Letters

Introduction The introduction should be brief and to the point. Begin by introducing yourself and your company, and express your gratitude for the opportunity to submit a tender. State the name of the project and the tender or request for proposal (RFP) number, and provide a brief overview of the contents of your submission.

Company Overview and Experience The second section of the covering letter should focus on introducing your company to the tender committee. Provide a brief history of your company, including the number of years in operation and any notable achievements or awards. Highlight your company’s expertise and experience in the relevant field, and provide examples of previous successful projects that are similar in scope and complexity to the project being tendered.

Understanding of Project Requirements In this section, demonstrate your understanding of the project requirements and objectives. Explain how your company’s experience and expertise align with the project goals, and provide a brief summary of the key aspects of the project. It is important to convey a clear understanding of the project requirements to demonstrate that you have the necessary skills and knowledge to complete the project successfully.

Proposed Approach and Methodology The fourth section of the cover letter should outline your proposed approach and methodology for completing the project. This section should demonstrate how your company plans to achieve the project goals, including the strategies, tools, and resources that will be used. Provide a brief overview of your project timeline, and explain how your proposed approach aligns with the project requirements and objectives.

Commitment to Project Success In this section, express your commitment to the project’s success. Explain why the project is important to your company, and how you plan to ensure that the project is completed on time and within budget. Highlight your company’s project management processes and quality assurance procedures, and explain how these will be used to ensure that the project meets or exceeds the tender committee’s expectations.

Appreciation and Availability for Questions The final section of the covering letter should express your gratitude for the opportunity to submit a tender, and your willingness to answer any questions or provide additional information as required. Provide your contact information, including phone number and email address, and indicate your availability for a follow-up meeting or discussion.

Summary of Key Points

In summary, a cover letter for tender submission is an essential component of the proposal and serves the following purposes:

Provides context for the proposal and summarizes the key aspects of the project.

Demonstrates understanding of the project requirements and objectives.

Showcases the strengths and experience of your company.

Expresses your commitment to the project’s success.

Provides a means of communication and contact information for the tender committee.

By creating a professional and compelling covering letter, you can make a positive first impression and increase your chances of winning the tender.

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Tender Cover Letter: 4 Free Templates

Preparing a tender cover letter is a vital step when submitting a proposal for a project or contract. This guide will walk you through the process, offering insights to ensure your message is clear, compelling, and tailored to the specific requirements of the tender.

Let’s embark on this journey together, aiming to present your company’s capabilities and commitment in the most persuasive and professional manner.

Table of Contents

What to Write in a Tender Cover Letter:

When crafting a tender cover letter, it’s crucial to include the following elements:

• Begin by addressing the recipient or the organization inviting the tender. Use formal salutations and ensure that names and titles are accurate.
• Clearly express your company’s interest in the tender opportunity. Briefly highlight why your company is well-suited for the project.
• Provide a concise overview of your company, emphasizing its strengths, capabilities, and relevant experience. Focus on key achievements and competencies that align with the tender requirements.
• Demonstrate a thorough understanding of the project by referencing specific details from the tender document. Highlight how your company’s offerings align with the project’s goals and specifications.
• Clearly articulate the unique value that your company brings to the table. This could include specialized expertise, innovative approaches, or cost-effective solutions.
• If relevant, consider including references or testimonials from previous clients or partners. This provides evidence of your company’s track record and reliability.
• Address any compliance requirements outlined in the tender document. Provide assurances that your company will adhere to all stipulated terms and conditions.
• Outline a realistic timeline for project completion and detail the specific deliverables that will be provided.
• Clearly provide contact information for the designated point of contact within your company. This ensures ease of communication for any queries or clarifications.

How to Write a Tender Cover Letter:

• Customize each tender cover letter to align with the specific requirements, objectives, and preferences outlined in the tender document.
• Keep the letter clear, concise, and focused on the key points that demonstrate your company’s suitability for the project.
• Emphasize experience, qualifications, and successes that directly relate to the tender. This builds confidence in your company’s ability to deliver.
• Maintain a professional tone throughout the letter. Avoid jargon or language that may be unclear to the reader.
• Before finalizing the tender cover letter, ensure it is free of any spelling or grammatical errors. A well-proofread letter reflects attention to detail.

By following these steps and tips, you’ll be well-prepared to compose a compelling Tender Cover Letter that effectively communicates your company’s strengths and suitability for the project. Your letter will serve as a crucial component of your tender submission, showcasing your company’s capabilities in the best possible light.

Letter Template: 1

Tender Cover Letter

James Brown

238 Broadway

United States

The HR Manager

XYZ Company

354 F 63 rd Street

Subject- Tender cover letter. 

We at (Mention the name) Builders are glad to submit our proposal for your consideration in response to Tender Notice No.(Mention  the numbers) for the construction of pedestrian footbridges on major (Mention the name) highways, which is due on (Mention the day/month/year).

We are certain that we are the best company for the contract after carefully reading the tender’s requirements. In the building industry, we have (Mention the numbers) years of expertise and a solid reputation for producing constructions of the highest caliber.

We have completed multiple successful construction projects over the past (Mention the numbers) years, and as a result, our contracting business has developed a reputation as a top trader. (Mention the company name), and (Mention the company name). Are a few of our clients. 

We have successfully finished building roads and bridges during the past ten years. For people, businesses, and governments including the (Mention the name of the department), and (Mentions another department name), (Mention the name) Builders has been a leading and effective trader in the execution of planned developments.

Please find the technical and commercial bids attached. An opportunity to take part in this tender would be an honor.

my sincere thanks

[Handwriting signature]

[Mention the contact details]

[Mention here, if there is any post note to be given]

Download Template : ( pdf, docs, ODT, RTF, txt, HTML, Epub, Etc )

Letter Template: 2

We are glad to submit our proposal for your tender project(Mention the company name), proposed on (Mention the date/month/year), due on (Mention the date/month/year), with tender notice number (Mention the notice numbers).

In the execution of planned building, we, (Mention the name) Builders, are a reputable organization as efficient and successful merchants. We are certain that we are the best company for the tender after carefully reading and researching the specifications and the tender’s rules. We have (Mention  the numbers) years of experience working with people, significant businesses, and governments to deliver high-quality construction projects on schedule.

We have successfully finished several high-profile building projects over the past (Mention the numbers) years. As one of (Mention the country name)’s top contracting companies, (Mention the company name) has taken the lead in carrying out a variety of building projects for private citizens, the government, and big businesses.We have completed multiple successful construction projects over the past (Mention the numbers) years, and as a result, our contracting business has developed a reputation as a top trader. (Mention the company name) , and (Mention the company name). are a few of our clients. Here is a copy of our corporate profile that includes more details about our achievements.

For your consideration, please find our technical and commercial offers attached. We are interested in learning more about what we can do to help the project succeed.I appreciate the chance to participate in this tender.

Yours Sincerely,

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Covering Letter for Bid Submission with Tender Documents

When submitting a bid for a project or product, it is always good business practice to include a cover letter. The cover letter should express your interest in the job/project and briefly explain why you should be chosen. This shows the company that you are serious about the opportunity and willing to make the extra effort to make sure your bid is noticed. 

It is important to remember that a cover letter is not just a formality – it is an opportunity to sell yourself and your company. Therefore, you should take the time to write a well-crafted letter that will grab the reader’s attention and make them want to learn more about you. 

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Covering Letter for Tender Submission: A Comprehensive Guide

In today’s competitive business landscape, submitting a compelling cover letter and your tender proposal is crucial to stand out. A well-crafted cover letter introduces your business to potential clients, highlights your unique selling propositions, and convinces them of your capabilities. This comprehensive guide will delve into the intricacies of writing a winning cover letter for tender submission, providing valuable insights and sample formats to help you succeed in the competitive bidding process.

1. Introduction

The cover letter serves as the first impression of your business to the tendering authority. It is essential to start with a solid, engaging introduction that captures the reader’s attention. Begin by addressing the recipient with a courteous salutation and briefly mention the purpose of your letter. For example:

“Dear [Recipient’s Name],

We are delighted to submit our tender proposal for [Project Name] and, at this moment, present our cover letter to provide a concise overview of our organization, expertise, and commitment to delivering exceptional results.”

2. Background and Expertise

This section demonstrates your understanding of the project requirements and showcases your organization’s relevant experience and expertise. Clearly articulate how your skills align with the tender specifications and why your company is the ideal choice. Highlight key projects you have undertaken in the past that demonstrate your ability to deliver similar projects successfully. Consider including the following information:

• Company background: Provide a brief overview of your organization, its history, and core competencies.
• Expertise: Describe your company’s knowledge and its relevance to the tender. Emphasize any unique or innovative approaches that set you apart from competitors.
• Project highlights: Share success stories or case studies illustrating your company’s ability to deliver outstanding results. Include specific details, such as project size, challenges overcome, and client satisfaction.

3. Unique Value Proposition

Clearly communicate your unique value proposition to differentiate your tender submission from others. Explain what sets your company apart and why the tendering authority should choose you over the competition. Consider addressing the following points:

• Competitive advantages: Identify your company’s unique strengths and competitive advantages, such as cutting-edge technology, industry accreditations, or specialized expertise.
• Innovation and creativity: Highlight any innovative or creative solutions your organization can bring to the project, demonstrating your ability to think outside the box and deliver exceptional outcomes.
• Added value: Describe any additional benefits or value-added services your company can provide, such as ongoing maintenance, training programs, or extended warranties.

4. Project Approach

In this section, outline your proposed approach to the project, demonstrating your understanding of the tender requirements and your ability to deliver the desired outcomes. Clearly articulate your methodology, processes, and timelines, addressing the following aspects:

• Project management: Explain your approach to project management, including how you plan to coordinate various activities, allocate resources, and ensure effective communication.
• Team composition: Introduce critical members of your team who will be involved in executing the project, emphasizing their relevant qualifications and experience.
• Milestones and deliverables: Provide a detailed timeline with key landmarks and deliverables, highlighting your commitment to meeting project deadlines.
• Risk management: Address potential risks and challenges associated with the project and mitigation strategies to ensure smooth project execution.

5. Financial Considerations

While the cover letter primarily focuses on showcasing your expertise and value proposition, it is essential to address financial aspects briefly. Provide an indicative pricing structure or cost estimate to give the tendering authority an idea of your pricing strategy. Avoid being too specific, as the formal tender document typically includes detailed financial information.

(To be printed on the letterhead of the bidder)

Ref: ………………. Date: ……………..

(Name of the Organization)

(Office Address)

(Phone Number)

Kind Attn: (Name of the Officer), (Designation)

Sub.: Our bid/offer submission for the ……………….. work

Ref: Your Tender specification no. ……….. dated ………….

Dear Sir/Madam,

We want to offer our services for the _____ (name of the project) tender that your company has put out. We have gone through the requirements in detail and are confident we can provide the best possible solution for your needs.

I am attaching our bid submission document along with this covering letter. Our team is very excited about this opportunity to work on such a prestigious project, and we hope you will give us a chance to prove our worth.

If you have any questions or concerns, please do not hesitate to contact us at _____ (contact information). Thank you for your time and consideration.

We look forward to associating with your organization.

Thanking you,

For (Name of the Company),

    (Signature)

(Name of the Officer)

(Designation)

(Department’s Name)

Place: …………….

Date: ……………..

In conclusion, crafting a compelling cover letter for tender submission is critical in securing new business opportunities. Following this comprehensive guide’s guidelines and sample formats, you can create a winning cover letter that effectively communicates your organization’s strengths, expertise, and unique value proposition. Remember to tailor your cover letter to the specific tender requirements, highlighting relevant experience, successful projects, and innovative approaches. Clearly outline your project management methodology, team composition, and proposed timelines to demonstrate your ability to deliver exceptional results. Additionally, provide a brief overview of your pricing structure to give the tendering authority an indication of your cost considerations. Investing time and effort into developing a solid cover letter can position your organization as a standout contender in the competitive bidding process. Good luck with your tender submissions!

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How to Write a Tender Cover Letter That Wins Construction Bids

The tender process is a relatively straightforward series of stages – from issuing the tender documents to awarding the contracts. However, in the construction industry, tendering can be incredibly competitive for building projects. It’s not enough to simply offer the lowest price; the key is to provide the best value and demonstrate that you are the top contractor for the job, based on quality, price, and service.

Whether it’s corporate clients or government agencies, you need to attach a construction cover letter when you submit your tender document to gain an edge right at the onset. It’s not a requirement, but it can highlight the main reasons why you should be awarded the contract, especially if you can show your success on similar projects.

Our Top Tips for Winning Construction Bids

In this blog post, we’ll go through what a tender cover letter is and how to craft a one-page proposition that makes an impact.

What is a Tender Cover Letter?

A tender cover letter is an expression of interest in a tender notice. It is printed on the company’s letterhead and inserted after the title page of the tender being submitted. It’s often just one to two pages long and gives a brief preview of a company, its capacity to deliver the requirements of the project, and its success on previous projects similar to the one it is bidding for.

By furnishing a tender cover letter, you give the client a glimpse of your accomplishments that substantiate your ability to meet the requirements they have set. It paints a good picture of your company that impacts their decision-making. 

How To Write a Tender Cover Letter

Start with a short introduction:.

Firstly, thank the organisation for their invitation to tender. Then, give a brief introduction to your company. Include how long you’ve been in the industry, your main services, and what you stand for. Ideally, try to keep this to just one paragraph – short, sharp and to the point. You can attach a copy of your company profile and executive summary after the cover letter to give the client more information about your company.

Enumerate specific reasons why you should be awarded the contract:

State your unique business proposition. What is that distinct feature you have that sets you apart from other companies? Don’t make general statements rife with empty promises or inflated qualifications – they’ll see right through it . List down specific reasons why you are the best contractor for the project.

Go through the specifications and rules of the tender, then explain how you can meet those requirements. If you have previous projects that provide proof of your competence and experience , mention them in this part.

Include administrative notes and other relevant details:

If you’re tendering as a joint venture, mention it in the cover letter. Add any administrative note relevant to certain aspects of the tender. There’s no need to indicate your quote at this point, but if you have specialised estimation and quoting processes , you can point out this advanced feature that boosts your efficiency.

Write a captivating commitment statement:

Win the award by assuring the client that you are fully committed to making the project a success. Craft a captivating commitment statement that guarantees your utmost service and promises to adhere to the contract and deliver successful outcomes. 

Tender Cover Letter Example

There’s no standard template for a tender cover letter. Your cover letters can be tailored to suit the tone that matches your brand image – this helps you stand out from the crowd . They should also include unique details that make you the best choice for the specific project you’re submitting a tender for , as well as your contact details.

To give you an idea of how to craft one, here’s a tender cover letter example. 

Cover Letter for Tender Proposal (Example)

ABC Builders

_____________

Parks and Recreation Authority

Sub: Application for [Tender Notice No.]

Dear Sir/Madam,

We at ABC Builders are pleased to respond to your request for tender on the CONSTRUCTION OF A RECREATIONAL FACILITY FOR [project] with [Tender Notice No.] dated [day/month/year] due on [day/month/year].

Upon thoroughly reviewing the tender’s specifications, we are confident that we have the capacity to successfully deliver the construction project requirements.

As one of the country’s leading contracting firms, ABC Builders has been collaborating with various organisations for the successful completion of construction projects for private individuals, government institutions, large corporations, and other entities. Over the last 10 years, we’ve completed several high-profile projects for prominent clients, including [famous individual], [corporate client], and [government agency].

Our expertise, experience, and reputation in the construction industry make us a suitable company for this tender. Our team is comprised of experts who are highly skilled in all phases of construction. We are also reputed for consistently providing efficient, timely, and on-budget services for every project we undertake.

Enclosed is a copy of our company profile and executive summary for further information about our company. Also attached herewith are our commercial and technical bids for your consideration.

We thank you for the opportunity to participate in this tender. It would be a great honour to work with you on this project. If you have any questions or need more information, please do not hesitate to contact me directly.

Yours sincerely,

Make Your Tender Cover Letter Stand Out

Your tender cover letter is the pretty packaging that makes your tender stand out from all the rest. It’s essential to take time to craft one that highlights your capacity to deliver successful outcomes. Strive to make a connection that fosters a reliable partnership with other stakeholders.

Tendering for contracts can be highly competitive, and it’s crucial to provide the best value for clients by demonstrating the quality, price, and service of your company. To gain an edge over competitors, submitting a tender cover letter can highlight your accomplishments, previous success, and unique value proposition. Crafting a captivating commitment statement that assures clients of your full commitment to delivering successful outcomes can make all the difference. By following our tips mentioned above, you can create a tender cover letter that stands out and increases your chances of being awarded the contract!

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Home » Tenders » How to write a cover letter for tender submission?

How to write a cover letter for tender submission?

by Swati Deshpande | Tenders

Have you written a cover letter for your tender submission. Although it is not mandatory, it is a good practice to include a cover letter with your tender application. While there is no one cover letter template that you should follow, the idea is to let the tendering authority learn the key highlights about your company and understand why you will be a good fit for the tender. Here we look at how you can write a tender cover letter professionally.

Table of Contents

Meaning and elements of a cover letter for tender submission, do’s and don’ts for the cover letter.

Gone are the days when tender procurement happened through a bunch of papers and lot of paperwork was involved. Traditionally, a tender cover letter was an unavoidable part of tender response. Nowadays, most of the tendering process in India takes place through an e-tendering system for tender management. As a result, there is a limited scope for attaching a cover letter along with your tender response.

However, it is considered as a good business practice to have one. This article will discuss the importance of a cover letter for tender submission and its elements. Let’s begin with the defining cover letter for cover letter for tender proposal.

Let us begin by understanding ‘what is a tender cover letter?’

The cover letter is a letter that provides additional information about your company and explains why the contract should be awarded to your company. If you plan to write a covering letter along with your bid document, the letter should contain following elements:

• Short introduction : The letter should contain a brief introduction with information/highlights about your company.
• Reason for contract awarding : Mention what your unique selling point is and the unique advantage the buyer would get if the contract is awarded to you.
• Your commitment : The letter can include your commitment and brief pricing range. You can include how you can provide value for money service.
• Get the heading, subject line and address right : First, mention all details right. Mention the tender request number, address it to the right person and, include all required details such as address of the business, date, etc. Mention the tender number in the subject line to highlight it.
• Acknowledgement of request for tender: In the body of the letter, you can start with acknowledging the fact you have read and understood the requirement of the buyer. Additionally, you can also mention that you are eligible and capable of fulfilling the requirements mentioned.
• Company introduction: In the later part, you can give a brief introduction of your company. In case the tender pertains to manufacturing you can highlight capabilities and capacities of your manufacturing unit. You can also mention advanced technologies that you may be using that can help you fulfil this order if you win.
• Value for money : This is one of the crucial parts of the letter. You need write about pricing of tender and explain how you are providing value for money. You can touch upon the aspects such as quality, timely delivery, adherence to the compliances, etc.
• Attachments : List down the attachments you are enclosing. Give proof of your competence and attach other mandatory documents that have been asked by the buyer. Additionally, attach copies for certifications. You can also include proof of previously delivered orders.
• Keep the letter short. Do not exceed it more than one-or-two pages. Use the company’s letter head and include proper authority’s signature towards the end.
• Make sure your company is eligible and capable of carrying out this job is you win the contract.
• Do not include unnecessary information. Although brief introduction of your company is necessary, keep it short and crisp.
• Mention your competence and relevant projects undertaken previously. Do not mention about the projects that are not relevant or similar to this order. Back it up with evidence in attachment.

To sum it up

Although cover letter is not a necessary document while submitting a tender, it is good have one that gives the buyer gist about your company capabilities and competence. Besides, it depicts professionalism. Hence, if you get an opportunity, do include a cover letter.

Swati is a passionate content writer with more than 10 years of experience crafting content for the business and manufacturing sectors, and helping MSMEs (Micro, Small and Medium Enterprises) navigate complexities in steel procurement, and business services. Her clear and informative writing empowers MSMEs to make informed decisions and thrive in the competitive landscape.

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How to Write a Proposal Cover Letter: Examples + Free Template

Posted by: Cinthya Soto

Proposal cover letters are brief overviews that introduce the more in-depth content of a proposal. Cover letters are normally the first page of a proposal, making them the first impression you will give and your first opportunity to convince the reader to work with you. These letters directly communicate with the client and set the stage for the following proposal details.

If your proposal cover letter is not convincing enough, the reader might not read your entire proposal and choose a competitor. That’s why understanding the do’s and don’ts of proposal cover letter writing is crucial. 

In this blog, we’ll teach you how to structure and write a proposal cover letter, what makes a good and a bad proposal, and we even provide a free downloadable template for your firm to use. 

What Is a Proposal Cover Letter? 

A proposal cover letter is a letter that accompanies an RFP response or bid submission. Its primary purpose is to introduce the proposal, explain its relevance to the recipient, and persuade the reader of the value and credibility of what’s being offered. It sets the tone for the entire proposal, so make sure it’s well-crafted. 

The cover letter needs to be persuasive and blow your prospect away because it provides a first impression. Since it’s often the first thing the recipient will see, it plays a key role in the recipient’s decision to even consider reading the full proposal. 

The cover letter is frequently the initial opportunity for your proposal to align with the reader’s objectives. While it goes on top of the proposal, it shouldn’t be confused with an executive summary that outlines the main highlights of your proposal. 

Why Your Proposal Cover Letter Matters 

Your proposal cover letter is made up of the most important paragraphs you’ll ever write because it’s the section everyone will read. That’s why it’s essential to nail it, or you stand the chance of losing the project. A cover letter helps busy clients decide if they’re interested in reading the complete proposal. Therefore, having a winning proposal cover letter is equally important as the actual proposal. 

The proposal cover letter gives you a chance to leave clients with a memorable first impression. While proposals lean towards factual information, cover letters offer a more personal touch. Establishing an emotional connection from the beginning significantly increases the likelihood of the reader engaging with your entire proposal. 

What Should Be on a Proposal Cover Letter? 

Though the specifics of your proposal may vary based on the nature of your offer and your sector, the proposal cover letter should consistently stick to the following structure: 

Contact Information 

It’s essential to include your contact details, including your name, email, and phone number, as well as your organization’s information such as its name, email, phone number, website, and even its social media handles. For bonus points, include the link to your LinkedIn profile in the heading too so the reader can get a deeper understanding of who you are. 

Make these details easy to find by placing them at the top or bottom of the cover letter, ensuring they’re in a bold and easy-to-read font so potential clients have no problem finding them. Using the company’s letterhead for the letter not only ensures the inclusion of this information but also gives a professional touch. 

Greeting 

This is your chance to introduce your company and what you do. It’s your first opportunity to make a positive impression and establish a connection with the reader. 

Begin with a concise statement about your company. This could be your mission statement, a brief history, or an overview of what makes your organization unique. This is your chance to highlight areas where your company excels, which helps you establish credibility. 

Additionally, highlight your primary areas of specialization or the main services/products you offer. This will give the reader a clear understanding of your role and what you do. 

Summary  

Often, decision-makers are drowned in proposals, and they might not have the time or patience to go through every detail initially. A concise summary ensures that they can quickly understand your proposal’s primary objectives and value.

You should provide details about your value propositions at a high level and connect how they meet your client’s requirements. By summarizing how your proposal addresses the client’s specific challenges or needs, you can instantly resonate with them, emphasizing that your solution is tailored to their situation.

Offer 

Continuing to the offer, this is where you should further explain how you can provide a personalized solution. Clarify to the client the unique value your solution brings to solve their problem. 

Having captured your potential client’s interest, you now have to focus on keeping it. Achieve this by highlighting the clear benefits that directly compellingly address their challenges, making it easy to understand. 

While you’ll be mentioning how your work will benefit the prospect, you should also explain what they will win from choosing to work with you. 

Here are some tips on how you can accomplish this: 

• Select the three to five primary attributes of your solution 
• Explain their advantages for your client in a concise statement 
• Be straightforward– This is what we provide. This is how it solves your issue 

References 

In situations where multiple firms submit proposals, having strong and relevant references can set you apart from competitors. It offers an added layer of reassurance to prospective clients about your experience and competence. Essentially, relevant references help the client understand why they should choose you over others. 

References also show the prospective client or partner that others have trusted you and that you’ve delivered results. By showcasing references from satisfied clients or partners, you demonstrate that you have been trusted in the past, which can solve any insecurity or concerns the potential client might have. 

Visuals 

Visuals aren’t a must for proposal cover letters. However, they can enhance its impact by emphasizing crucial information. If you have a designer on your team, you can incorporate graphics that highlight the key points of the letter. 

Some examples of what this might look like: 

• Highlighting a customer satisfaction quote in a different font to make it stand out 
• Using callout boxes to draw attention to your key value propositions (especially helpful for busy teams skimming the page) 
• Using the company letterhead
• Including the signature from a senior person at your company 

Conclusion 

Similar to introductions, many cover letters tend to focus more on the body content than the concluding paragraph. However, ending on a powerful note is as crucial as creating a compelling start. It’s recommended to conclude your cover letter by highlighting a significant benefit and the value your project will offer to the company. 

Additionally, when wrapping up your proposal cover letter, always encourage them to continue by reading the complete proposal.

How to Write a Proposal Cover Letter 

Now that you know the structure to follow on the proposal cover letter, it’s time to go into the details of how to write a proposal letter. 

Powerful First Sentence 

Starting with a powerful opening sentence can grab the reader’s attention immediately, encourage them to continue reading, and make your proposal stand out among the endless others they may have received. It’s beneficial to use impactful verbs and straightforward wording to ensure your initial sentence remains engaging and brief.  

Demonstrate You Understand the Problem 

In any proposal, it’s essential to demonstrate to your client that you understand the problem they’re facing. Highlight their goals and the reasons behind your collaboration. Present the company’s challenges in an easily comprehensible manner. Dedicate a section to focus on the company’s concerns, and later in the cover letter, you can introduce the proposed solutions. 

Offer to Discuss the Proposal Further 

Before ending your cover letter, you should stress your readiness to dive deeper into the proposal and address any questions or concerns the reader might have. Additionally, this serves as a chance for you to propose a face-to-face meeting with the potential client to further increase your chances of landing the project. 

Thank the Issuer for the Opportunity 

In the cover letter, you have the opportunity to express gratitude to the proposal’s recipients. Recognizing their participation in the process and expressing appreciation for the opportunity not only demonstrates courtesy but also signals to all reviewers that you’ve closely read the RFP guidelines. 

Persuasive Closing

After completing the structure and details of your proposal cover letter, end with a persuasive closing demonstrating your understanding of the next steps. Clients want to understand how you’ll assist them in achieving their objectives and the next steps for moving forward. This demonstrates to them that you can simplify the process by detailing the necessary steps to advance. 

As mentioned earlier, you’ll want to encourage the reader to read the entire proposal. However, you should also mention the opportunity to discuss the proposal further. Some examples of what this might look like include: 

• “We look forward to the opportunity to discuss our proposal further.” 
• “Once you’ve had an opportunity to review our proposal, please don’t hesitate to reach out and follow up with any questions.” 
• “Our team will be following up in a week for an update and see if there are any additional ways we can support your team. “

Signature 

Don’t forget to include a signature! But who signs it? Who signs the proposal cover letter varies based on different factors. The person who has the relationship with the client is in charge of the strategy, and probably carried out the research leading to the proposal is typically the one that should sign the proposal cover letter. 

However, it’s recommended that you have the proposal cover letter signed by the individual with the highest authorization level, ideally someone the client knows. 

Otherwise, you should consider having the executive director of your organization sign the cover letter and include their contact details for professionalism. People to consider for signing the proposal cover letter include: 

• Executive director 
• Account manager  
• Executive of executives 
• CEO (a strategy used by small firms or when the RFP represents a large portion of a responder’s annual revenue) 
• Someone with a senior title 

What Makes a Good Proposal Cover Letter?

So, now we know how to structure a proposal cover letter and how to write one, but how can we make it stand out? Here are some tips you should follow to craft a good proposal cover letter. 

Capture Reader’s Attention Early 

Within the framework of a proposal, the first paragraph is the best chance you have to catch your reader’s interest. This means the introduction is one of the most essential parts of your proposal cover letter. It’s crucial to catch the reader’s attention immediately, so think of an engaging way to introduce yourself and your company. You can do this by finding a way to relate to them or showing that you understand their needs. 

Mirror Clients’ Words and Phrases 

When writing a proposal cover letter, it’s essential to align your language with the client’s terminology to show that you understand their needs. Failing to do so might not only display a lack of alignment and agreement. 

Prioritize the Prospect 

A common mistake is making a proposal letter about yourself. Clients aren’t focused on your achievements or your professional journey. They want to understand how you’ll assist them in reaching their objectives. Therefore, the cover letter should focus on how you plan to help the client in reaching their objectives.

If you do want to mention special company achievements, make sure they are relevant to your client’s objectives and provide value. 

Get Straight to the Point

Keep it simple. Be clear and avoid any uncertainty. Being unclear can break trust quickly. So, gather all your information before writing, so you don’t sound unsure. Make sure what you write is accurate. You’re the expert. Write confidently and avoid wasting your client’s (or your) time by putting unnecessary information in your proposal cover letter. The goal is to have clients read to the conclusion and sign. 

Stand Out From the Competition

The proposal cover letter shows that you understand the client’s worries. It helps you be different from others and encourages clients to read your entire proposal. After reading the cover letter, they can then look at the more detailed parts.

Moreover, the proposal cover letter is your first chance to highlight your value proposition and what makes your offer unique compared to others. For the cover letter, you should focus on how you can distinguish yourself from competitors.  You don’t want to “sound” the same as the competition. 

RFP Cover Letter Mistakes to Avoid 

Now that we’ve seen what makes a cover letter good, let’s take a look at what makes a cover letter bad. Here are the proposal cover letter mistakes to avoid. 

Repeating the Executive Summary 

Avoid repeating content from the executive summary within your proposal cover letter. Each document — the executive summary, proposal, and cover letter — should be separate. Repetitive information can damage the impact of your message and possibly bore or discourage the reader. 

Not Utilizing the Right Software 

When creating RFP responses, you need to manage digital assets while keeping everything accurate and up to date. With the right software, like a DAM system , you can store and manage all your project images, videos, and other media in one place. This makes it easy to find and incorporate the most relevant and impressive visuals into your RFP to make it more compelling.

With a DAM, you can quickly search, access, and integrate assets from the software directly into your RFP documents. This means that with the right DAM integrations for your industry, you can create documents in seconds with pre-designed templates. 

Additionally, a DAM helps ensure that all images and media used are in line with your brand guidelines and accessed by the right people. 

TIP: Want to know more ways a digital asset management (DAM) system can help you create RFP responses and win more clients? Read our Ultimate DAM Guide now. 

Not Reading the RFP Multiple Times

Overlooking details is the first challenge in the RFP response process. The data presented by the client within the RFP serves to guide and inform your proposal. Hence, it’s crucial to carefully review the RFP multiple times to ensure all essential elements are seen and there is no critical information missing. 

Moreover, if you don’t follow the client’s RFP guidelines, they’ll most likely ignore your response, and all your effort will be lost to those who did thoroughly read the RFP.

Not Understanding the Client’s Needs 

This might seem like a general mistake, but it’s a big one. If you don’t understand what the client wants, your whole response won’t matter. For this reason, you need to read the RFP carefully to know what the client looking for. Don’t send a proposal that’s missing details or doesn’t match what they need. 

Making the Length Too Long 

Your cover letter should always be one page unless you’re dealing with a long proposal of 100+ pages. If you do end up with a longer cover letter, it might be because you are including too much detail. Instead of describing every detail of your proposal (save that for the executive summary), focus on the top three aspects that will catch the reader’s attention. This will leave the reader wanting to know more, encouraging them to read the entire proposal.  

Proposal Cover Letter Examples 

It’s time to take a look at good proposal cover letter examples to help you further understand what is expected. 

Construction Proposal Letter Example 

Here is a construction RFP response cover letter example that works: 

Source: Examples   

Architecture RFP Cover Page Example

Here is an architecture RFP cover page example that works: 

Source: Utley Strategies 

Engineering Cover Letter for a Proposal 

Here is an engineering cover letter example that works: 

Free Cover Letter for Proposal Template 

Below, you can download a FREE proposal cover letter template made for the AEC industry from OpenAsset partner and proposal writing guru, Rachelle Ray. Just enter your name and email for immediate access.

AEC Cover Letter Template

Responding to an RFP? The downloadable RFP cover letter sample has the structure you need for a proposal cover letter that wins more clients. 

How to Create Quality Proposal Cover Letters Every Time 

Creating quality proposal cover letters every time isn’t an easy task. However, as the #1 DAM for AEC and Real Estate, OpenAsset can help you find, share, and use the digital assets you need to create high-quality AEC proposals quickly and easily. 

With dozens of integrations and useful features, OpenAsset makes it easy to share and manage the heavy amounts of digital assets needed to create winning proposals . 

Get your free downloadable proposal cover letter template today. And if you’d like to learn more about our DAM technology, you can reach out to one of our digital asset experts today to schedule a demo . 

Get OpenAsset DAM Insights

How to Create Winning Proposals

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How to Write a Construction Tender Cover Letter

Head of Sales and Marketing

Oct 21, 2016 6:27:00 AM

Winning a construction tender can be difficult in today’s strong and competitive market.

The best way to attack this problem is to write a cover letter that differentiates you from the crowd, and explains why you’re better than the rest. Some businesses don’t even take the time to include a cover letter, so making the extra effort will give you a valuable advantage.

Below we outline simple ways you can write a winning cover letter for your next construction tender application.

What’s the Purpose of a Tender Cover Letter?

The cover letter is your opportunity to lead the discussion. It allows the reader to feel familiar with who you are what you plan to do, building a strong personal rapport with your business. When it comes to their time of decision, you want to be front of mind.

Put simply, the cover lever lets you explain why your business is the best choice for the job, leaving the guesswork out of it.

Cover Letter Essentials

There are four important things to remember about your construction cover letter:

1. Put it after your title page – This gives you a chance to persuade the reader before they even get into the meat of your tender. And ensure it has your company logo or letterhead on it. This will send the message that you approach every task professionally.

2. It should only be one page in length – Very few people like to read over long documents, and fewer still have the time for it. Say what you need to and say it quick. They’ll thank you for it.

3. Address it to the right person – Too often the cover letter is addressed to the wrong person (and in some cases, the wrong company). This sends all the wrong messages, and will limit your chances of being chosen, even if your tender is actually the pick of the bunch. Often there is a specific contact for the job, so use their name and title. If in doubt, address it to the most senior person.

4. It should be signed – Ensure your cover letter is signed by a senior member of your business, ideally at a similar status to the person who it’s addressed to.

How to Structure Your Cover Letter

There are five parts to your successful tender cover letter, two of which may be optional:

1. Introduction (mandatory) – This is a short sentence where you say something along the lines of “thank you for inviting our business to tender.”

2. Win theme (mandatory) – This is the simple and specific reason why you should be given the job. It can stretch to a few bullet points, but try to keep it short and direct, supporting what’s in your tender.

3. Administrative note (optional) – Sometimes it may be necessary to describe how your tender is structured and what is included. For example, if you also have a DVD as an extra, tell them.

4. Commitment (mandatory) – This is a statement about why you are committed to success of the project. You may also like to include details of other projects you’ve completed.

5. Contact (optional) – These are the details (name, position, telephone and email) of the appropriate contact person in your company and the best way to reach them. This will help build a relationship between the two firms and give the reader an idea of who they’ll be dealing with should you be successful.

Use a Tender Checklist

The cover letter is an important part of the tender process. Use these helpful tips in practice and you’ll be well on your way to a winning tender.

For more guidance on how to improve your tender submissions, including a tender response checklist, enrol in our popular Building a Better Trade Business eCourse today.

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How to Write a Winning Proposal Cover Letter (Plus 5 Real Examples)

First impressions are important—especially in the world of proposals.

That’s why writing a good cover letter is an essential step towards winning a bid. In the request for proposal (RFP) process, this single-page letter marks your first opportunity to grab a prospect’s attention and make it clear that your company is uniquely positioned to solve their problem. So if you’re currently using boilerplate copy… Stop. Immediately .

In this blog, you’ll learn how to write custom proposal cover letters that grab a prospect’s attention and increase your chances of winning RFP responses . Plus, five examples of real proposal cover letters from industry pros.

In this article, you’ll learn: 

What is a Proposal Cover Letter?

• What to Include in a Proposal Cover Letter
• How to Write a Proposal Cover Letter
• 5 Real Proposal Cover Letter Examples ⭐

Next Steps: Build Quality Proposals Faster

A proposal cover letter is a single-page document used to pitch your business offerings to a potential client. In it, the customer can tell whether you’re genuinely engaged and have done your research—or if you’ve simply copy and pasted generic language from past business proposals.

It’s also your first opportunity to convince a client to why they should continue reading your proposal. Considering the average team spends 32 hours writing a single RFP response , it’s critical that your proposal cover letter makes a good impression.

“This is the most important five paragraphs one can write as it’s the only part everyone will read. You must knock it out of the park or you’ll lose.”

What Should You Include in a Proposal Cover Letter?

Like any good cover letter, your proposal should open with a unique offer or positioning. It’s important to establish early on why your team is best suited to solve a client’s problem.

A strong proposal cover letter includes:

• A greeting : Introduce your company and what you do.
• Clear summary: Describe your value propositions at a high-level. Be sure to connect these points to your client’s needs. ( Also known as an executive summary. )
• Personalized offer: Explain to the client what you can uniquely provide to solve their problem.
• Relevant references: Help the prospect understand why they should choose you over competitors.
• Visuals: If you have a designer on your team, include visuals that help emphasize the most important content on this page. For example, use callout boxes to make value propositions stand out for busy procurement teams who are skimming the page.

From the offer you present, to the visuals you include, the details in your proposal cover letter should be all about the client. The goal is to show how your company shines before they even get into the details of your proposal. Demonstrate the qualities that you bring to this potential customer by starting out your relationship on the right foot.

Jon Williams, Managing Director of Strategic Proposals , shares the key points you should concisely hit to be successful.

“Thank the customer, show enthusiasm, demonstrate senior sponsorship, briefly introduce win themes–and then shut up and leave the rest to a brilliant exec summary!”

How to Write a Winning Proposal Cover Letter

From reading the RFP thoroughly, to outlining a clear offer, there are six critical steps that seasoned proposal professionals recommend you take to craft a quality cover letter. ( Psst…you can fast-track these steps by using AI for proposal writing . )

Step 1: Read the RFP Cover to Cover

This step seems obvious, but it’s surprising how many teams skip it. You must read the RFP thoroughly, from cover to cover, before beginning your letter.

While reading, take note of any recurring themes from your prospect. Perhaps they focus on quality of design and ease of use. Or maybe they emphasize needing certain functionalities or features—whatever the case, Kori Warriner of KCI Technologies recommends you consider the following questions as you read through the request for proposal:

Questions to consider:

• What is the client’s reason behind the project? (revitalization, aging infrastructure, etc.)
• ​​Where is the funding for the project coming from?
• Does the client have any hot-button issues regarding the project?
• What is the desired end-result?
• What would speak to the client? (retirement-friendly, aesthetics, budget, etc.)

“You need to make the client feel as though you are speaking directly to them.”

While questions may differ by industry, the idea remains the same. Reading the RFP thoroughly helps you better understand the problems your prospect is facing. Which in turn help you paint a clearer picture of how your company can support them.

(It can also help spark ideas for win themes, or specific language, that truly resonates with the prospect—more on that later.)

“Instead of saying ‘we are pleased’ or other overused statements such as that, I introduce my company, and then switch back to talking about what we can do to help the client reach their goals,” Kori explains.

Step 2: Capture Your Prospect’s Attention Early

Chances are, your prospect is extremely busy. They’re likely to skim your proposal cover letter—which is why you should focus on making it memorable. Use it to create a connection to your prospect and capture their attention early in the proposal.

In the structure of a proposal , the first paragraph is the best place to earn your reader’s attention, shares Senior Proposal Consultant Kelly Allen.

“Try to capture the reader in the first paragraph by relating to them in some way. If they are a current client, leverage your relationship. If not, demonstrate a clear understanding of what they need.” Kelly Allen, Senior Proposal Consultant, UKG (Ultimate Kronos Group)

Step 3: Use Clear, Competitive Win Themes

Once you identify their distinct needs, you can formulate which key themes need to be identified in your cover letter. Then, narrow it down to the most persuasive reasons that your prospect should choose your proposal over a competitor. Eileen Kent, President of Custom Keynotes, explains that these are also known as “ win themes ”.

Win themes should be based on what the customer told you they wanted. Position yourself as the one company that can deliver exactly what your prospect is looking for. To do this well, it’s essential that you also understand what your competition is doing.

Here’s how to brush up on what your competitors are offering:

• Review competitors’ websites
• Read competitors’ financial statements
• Look at review websites like G2 or Forrester reports including your competition
• Ask if clients are willing to share competitors’ past RFPs (You never know, unless you ask)

At this stage, you’ll want to focus on how you can stand out from the competition. Eileen also recommends acknowledging any elephants in the room. By that, she means anything that the client may consider your team’s weakness.

She recommends addressing weak points head on to leave a good impression, “The elephant in the room could be your business size. Address it by talking about how you formed a tight team who have exceeded performance expectations, and worked together for years, so they see that as a strength instead,” she explains.

Step 4: Provide a Personalized Offer

Now that you’ve grabbed your prospect’s attention, you need to maintain it. Do this by outlining clear benefits, which speak directly to their pain points in an enticing and clear way.

You should outline how your product will positively impact the buyer and identify what they will get out of your partnership.

“Choose the top 3-5 features of your solution and describe how they will benefit your customer in a single line. Be direct: Here’s what we offer. Here’s how it will solve your problem.”

Step 5: Use a Strong Closing Statement

Your closing statement should be concise, reiterate your capabilities, and highlight the value you deliver. But don’t forget that it’s also an opportunity to connect with your prospect through the proposal process.

“To build a connection, you have to ignore outdated writing advice and not be afraid to use real language” says Rebecca Baumgartner, Sr. Manager, Proposals, PFS .

“Whoever is reading your cover letter can immediately tell if you’re hiding behind jargon or parroting the language of the RFP because you don’t understand what they need,” she explains.

“But when you write authentically, you have the opportunity to show the client you’ve been listening.”

“A great cover letter isn’t stuffy or formal–it’s a conversation between real people, a chance to put aside the technical language of procurement and connect with the human being on the other side.”

Step 6: Add the Finishing Touches

When crafting your proposal cover letter, there are a few final checkpoints to leave your prospect with a good impression.

Graphics aren’t necessary for a proposal cover letter, but they can be helpful. For example: highlighting a quote from a customer in a different font, or using callout boxes to emphasize your key value propositions. Use visuals that help to emphasize your main points, not distract from them.

Here’s what Izane Cloete-Hamilton, CPP APMP, of nFold recommends.

• Use a company letterhead
• Address the letter to the individual specified in the RFP
• Sign the cover letter from a senior person at your company
• If the response is from a strategic partnership between two companies, use dual signatures
• Ensure your letter is no longer than one page

“Sign the proposal cover letter from the highest-level person with signature authority, preferably someone that the customer knows personally.”

Proposal Cover Letters (5 Real Templates)

Now that you know what steps to follow, it’s time to look at some real examples of business proposal cover letters. While you don’t want to copy a boilerplate letter, these templates may provide helpful guidance for your next proposal.

Here are the types of proposal cover letter examples you’ll see above:

• Real proposal cover letter example from a security company
• Example proposal cover letter for an amusement park
• Real proposal letter & executive summary from an enterprise design consultancy
• Winning cover letter example from KCI technologies
• Another proposal cover letter example from a security company

Looking for a sample grant proposal cover letter? Check out this article .

“Remember, your cover letter isn’t about you, it’s about your client. Let them know that you understand them. Then you can talk about how your company can solve their potential challenge.”

To make more time for writing winning proposal cover letters, you’ll need to make some efficiency gains in your overall RFP process. Start by setting your team up with a proposal software that can improve speed and collaboration amongst your team.

Take Aspen Medical for example. Their business development team started using Loopio’s proposal platform in October of 2019. Within a few short months, they were putting together proactive proposals in just 15-30 minutes and seeing a big return on investment (ROI).

In fact, a survey of 165 companies RFP ROI found that those who consistently use proposal software have achieved results of:

• 51% more RFP responses
• 42% less time spent answering proposal questions
• 85% of companies win more business

If you’re looking to improve the pace of your next proposal, try Loopio’s software.

Improve Your Proposal Writing 📝

Want to learn how to master your craft? Read more about proposal writing skills or how to craft a repeatable RFP response template .

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The best proposal software for 2024 (top four tools), the raci chart: how to respond faster to security questionnaires, 51 fascinating rfp statistics on the state of bidding in 2023.

• Application Letter For Tender Submission

These four application letter templates for tender submission cater to a range of industries and purposes. The first template is tailored for construction projects, showcasing a commitment to excellence and compliance with tender requirements. The second template addresses IT service proposals, emphasizing technical expertise and reliability. The third template is designed for the supply of goods, highlighting product offerings, pricing, and delivery schedules. The fourth template, suitable for consulting services, focuses on expertise and innovative solutions. Each template serves as a strong introduction, setting the stage for detailed tender submissions that align with the specific needs and objectives of the respective projects.

Template Tender Submission Letter for Construction Project

[Your Name] [Your Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date]

[Recipient's Name] [Recipient's Title] [Company Name] [Company Address] [City, State, ZIP Code]

Dear [Recipient's Name],

Subject: Tender Submission for [Project Name]

I am writing to formally submit our bid for the [Project Name] as advertised in [Tender Publication/Website] on [Tender Release Date]. Our company, [Your Company Name], is committed to delivering high-quality construction services, and we are eager to be considered for this project.

In accordance with the requirements outlined in the tender documents, please find enclosed our comprehensive submission, including all necessary documentation, financial details, project plans, and any other specifications as requested.

We believe that our experience, expertise, and dedication to excellence make us an ideal candidate for this project. Our team is confident in our ability to meet and exceed the project's requirements and deadlines.

Should you have any questions or require further information, please do not hesitate to contact me at [Your Phone Number] or [Your Email Address].

Thank you for considering our proposal. We look forward to the opportunity to discuss our proposal in more detail and demonstrate how [Your Company Name] can contribute to the success of the [Project Name].

[Your Name] [Your Title] [Your Company Name]

Template Tender Submission Letter for IT Services

Subject: Tender Submission for IT Services - [Project Name]

I am writing on behalf of [Your Company Name] to submit our proposal for the provision of IT services for [Project Name], as outlined in the tender documents released by your organization on [Tender Release Date].

Enclosed, please find our detailed submission, which includes our technical proposal, pricing, service level agreements, and any other documentation required as per the tender specifications. We are confident that our IT solutions and expertise align perfectly with the objectives of this project.

Our team at [Your Company Name] has a proven track record of delivering innovative and reliable IT solutions, and we are excited about the possibility of contributing our expertise to the success of [Project Name].

If you have any questions or need additional information, please feel free to contact me at [Your Phone Number] or [Your Email Address].

Thank you for considering our proposal. We are eager to discuss how [Your Company Name] can provide exceptional IT services to meet the needs of [Project Name].

Template Tender Submission Letter for Supply of Goods

Subject: Tender Submission for Supply of [Goods/Products] - [Project Name]

I am writing to formally present our proposal for the supply of [Goods/Products] as specified in the tender documents for [Project Name], published on [Tender Release Date].

Enclosed with this letter, you will find our comprehensive submission, which includes details of our product offerings, pricing, delivery schedule, and any other relevant information in compliance with the tender requirements.

At [Your Company Name], we take pride in our commitment to providing high-quality [Goods/Products] and exceptional service. We are confident that our proposal aligns perfectly with the goals of [Project Name].

Should you have any questions or need further clarification, please do not hesitate to contact me at [Your Phone Number] or [Your Email Address].

Thank you for considering our bid. We look forward to the opportunity to discuss our proposal in detail and demonstrate how [Your Company Name] can meet your [Goods/Products] needs for [Project Name].

Template Tender Submission Letter for Consulting Services

Subject: Tender Submission for Consulting Services - [Project Name]

I am writing to submit our proposal for the provision of consulting services in response to the tender announcement for [Project Name] on [Tender Release Date].

Enclosed, please find our comprehensive submission, including our approach, qualifications, team profiles, pricing, and any other documentation required per the tender specifications. We are confident that our expertise and innovative solutions align with the objectives of [Project Name].

At [Your Company Name], we are dedicated to delivering tailored consulting services that drive success, and we are excited about the opportunity to contribute our knowledge and experience to [Project Name].

Should you require any further information or wish to discuss our proposal in detail, please feel free to contact me at [Your Phone Number] or [Your Email Address].

Thank you for considering our proposal. We eagerly anticipate the possibility of partnering with your organization to achieve the goals of [Project Name].

We are delighted to extend our professional proofreading and writing services to cater to all your business and professional requirements, absolutely free of charge at Englishtemplates.com . Should you need any email, letter, or application templates, please do not hesitate to reach out to us at englishtemplates.com. Kindly leave a comment stating your request, and we will ensure to provide the necessary template at the earliest.

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Warning Letter for Negligence in Work

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Tender Submission Cover Letter

Re. Submission of the Tender No. 289B0/2020 Invited Dear Luke,

This letter has been penned to submit tender no 289B0/2020 as mentioned in the subject. The tender is about to carry out the work related to the construction of a corporate company on Steward Hall Road, California, USA. The tender has been notified on 23-11-20XX and is submitted to you for the invitation. It is strictly in accordance with the DLC Provisions of Corporate Financing.

The tender has been provided on the project of construction which includes registration of documents and submission of project and contractors’ file in the General Mayor’s office and I am glad to inform you that every pre-requisite has been executed and implicated effectively.

We have enclosed all the information with this letter in three envelopes; each carries different particulars. A small list of the provided documents is as follows:

• Clarification of Tender from DLC Authorities
• Notification inviting tender and bills
• Bid of financing
• Technical and special terms of the contract
• Forms required to be fulfilled and procedures of the project execution

We are depositing our tender and expect to be responded to within the stipulated time given by the company. A lot more can be discussed and negotiated after a meeting.

Please make sure to inform us about your earliest feasible availability for the meeting. You can write to us at [email] or call us on our landline [X] from 9 AM to 5 PM. We are looking forward to your earliest response and a good deal of project analysis. Thank you.

Stern Tomes, The Manager, GHK Groups, and CO. 32-a/90 Ground X California, USA

RE: Submission of Tender Notice No. 56/B901-2020 Taking up Project of Providing Forty Minibuses for the Local Transportation Company (LTC), the USA Dated on 22-11-20XX and Due on 22-10-21XX

Dear Williams,

I am taking this opportunity to submit the tender notice no. 56/B901-2020 with reference to the aforementioned subject. This tender belongs to carrying up a consequential project of providing the local government with forty minibusses on the archaic designs. The project takes up to prepare the buses based on the foundational concepts of the open buses. The Local Transportation Company of USA (LTC) plans to launch the buses in impeccable compliance with pandemic SOPs. It means to say that the buses would make sure to be open, spacious, and aerated enough to make sure the social distancing with automatic sanitizing machinery.

The project is complicated and multifaceted enough because of the short time frame, innovative idea, and incorporation of the latest modulation. It includes a lot of expertise, skills, and competency. Due to the short time frame, to begin the project in no time would be appreciable. The project is unconditional but highly qualified, thus demanding too.

I am submitting this tender on behalf of LTC to be considered and scrutinized. Our scrutiny committee has gone through and approved it to forward. Moreover, I hereby assure you that the provided information is correct. Nothing has been omitted rendering misleading information. We shall provide any additional information if necessary or demanded by the competent invitees.

We acknowledge that this deposit has been made with complete and fair calculations and can be considered for the response. No agency or corrupt element has been included in the procedure and it is free from all kinds of violations. I declare that the provided information complies with the rules and regulations enclosed and undertake to abide by all the terms and conditions.

Please inform at your earliest convenience. You can contact us by writing to us at [email] or by dialing [X]. Thank you.

Steve Keller Local Transportation Company (LTC), Main Office, 89-6th Avenue, California, USA

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Cover Letter for Tender

Last Updated On February 7, 2020 By Letter Writing Leave a Comment

A tender cover letter is written by a private business, firm or individual who meets the requirements given by the render. Such a letter is addressed to the tender rendering company or government. A tender cover letter is drafted in response to a tender notice to express interest in providing the required good or services. 

A tender cover letter is important to initiate a discussion between the render and the tender applicant. This letter is essential to paint a good picture on the mind of the render and develop a strong personal rapport with your business. A competitive and quality tender cover letter will be in the mind of the render when they are making the final decision.

Tips for writing a cover letter for tender

• Read through the specifications and rules of the tender
• Write a unique reason why you are a suitable candidate
• Provide solid proof of your competence
• Include a commitment statement 
• Highlight an administrative note of the tender 
• Address to the contact person given in the tender notice
• Attach a copy of the company profile and executive summary (optional)

Cover Letter for Tender Template

Are you looking to go into the tender business but have no idea how to respond to a tender notice? Here is a free cover letter for tender template and sample letters that will help you out.

_____________

Date (date on which letter is written)

________________

Sub:_________________________________________

Dear _________________,

We __________ are pleased to respond to your tender proposal __________, tender No. __________ dated __________ and due __________.

We have __________ years of experience in providing quality and timely services in the construction industry. As a contracting company, we are a leading and reputed trader in providing effective, efficient, and timely services for scheduled constructions. We are confident that we are a suitable company for this tender from our experience and reputation in the construction industry.

Over the years, we have accomplished numerous projects for individuals, large corporation and governments successfully. Some of the clients we have worked with include __________, __________, and __________. Additionally, our team is comprised of experts with skills in all phases of construction projects.

Kindly find a copy of our company profile for your reference. We also attach herewith our technical and commercial bids for our proposal for your consideration. 

It would be a great pleasure to work with you on this project.

Yours Faithfully,

(__________________)

Cover Letter for Tender Sample

If you are looking to apply for a tender that is relevant to your work, with the help of our free cover letter for tender sample, you can draft attention-grabbing and quality tender application.

Smart Builders

8238 Woodside St.

Valrico, FL 33594

United States

Date:____________ (Date on which letter is written)

Senior Procurement Officer,

Florida Highways Authority

55 Shadow Brook Lane

Cantonment, FL 32533

Sub; Application for tender notice No. FHA/PB/017/2020-2021

Dear Sir/Madam,

We Smart Builders are pleased to present our proposal for your review against tender notice No. FHA/PB/017/2020-2021, a tender project on CONSTRUCTION OF PEDESTRIAN FOOTBRIDGES ON MAJOR HIGHWAYS IN FLORIDA dated 5 th January 2020 due 5 th February 2020. 

After carefully reviewing the specifications of the tender, we are confident we are the suitable company for the tender. We have ten years’ experience and a good reputation in the construction industry for providing high standard and durable constructions.

In the last ten years, we have completed roads and bridges construction projects successfully. As a contracting company, Smart Builders has been a leading and efficient trader in the effective execution of scheduled constructions for individuals, corporations, and governments such as New York State Department of Transportation, Movers Limited, and Subway Constructors Ltd.

Kindly find the commercial and technical bids enclosed herewith. It would be an honor for an opportunity to participate in this tender.

Yours Sincerely, 

Cover Letter for Tender Email

Have you seen a tender notice that is relevant to your company and you have no idea where to begin an application? Here is a sample email of a cover letter for tender that will give you an easier time writing one.

We are pleased to submit our proposal for your tender project CONSTRUCTION OF PEDESTRIAN FOOTBRIDGES ON MAJOR HIGHWAYS IN FLORIDA, tender notice No. FHA/PB/017/2020-2021 proposed on 5 th January 2020 due 5 th February 2020.

We, Smart builders are a reputed company as efficient and effective traders in the execution of scheduled construction. After carefully reviewing and studying specifications and the rules of the tender, we are confident we are the suitable company for the tender. We have ten years of experience in providing quality and timely construction services to individuals, large corporations, and governments.

In the last ten years, we have accomplished numerous successful construction projects which have earned our contracting company a reputation as a leading trader. Some of our clients include the New York State Department of Transportation, Movers Limited, and Subway Constructors Ltd. Please find a copy of our company profile with more information on our accomplishments.

We herewith attach our technical and commercial bids for your consideration. We hope to hear more about what we can do for the project’s success.

Yours Truly,

When submitting a tender cover letter, you should focus on marketing your business, demonstrate an understanding of the purpose of the tender, and your ability to achieve the required results successfully in the stipulated time frame. You should also be convincing why your business is the best choice for the job among other applicants. Ensure to include some aspects of the tender and a signature in your cover letter.

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Tender Cover Letter

Tags: Administration , downloadable , Letter , Procurement , Template , Word

• Brand: IMARI Doc Shop
• SKU: PROC-001

This template is a simple tender cover letter to make sure any tenders you submit are properly introduced to the receiver.  Our tender cover letter is designed to introduce your company and your intention to tender. Many tenderers do not add a cover letter, however it is an important way...

• Description
• TERMS OF USE

This template is a simple tender cover letter to make sure any tenders you submit are properly introduced to the receiver.  Our tender cover letter is designed to introduce your company and your intention to tender. Many tenderers do not add a cover letter, however it is an important way to summate your introduction and creates a nice package with your supporting documents. How to Use The template is a word document and is ready to download and edit immediately. Once purchased, wait a few moments while it creates your download, and you can then download when the ‘DOWNLOADS READY’ box appears. You will also receive an email with the downloads so you can access them later. Customise the tender cover letter with your business name and logo. You can also change the theme template to update the colour profile to match your corporate colours.  Read through every paragraph and customise to your business. If something is not relevant, simply delete it. And of course, you can add any additional paragraphs as you require.

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