cover letter for proposal writer

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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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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Proposal Writer Cover Letter Example

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Start your Proposal Writer cover letter by addressing the recipient by name, if known. If not, use a formal salutation like "Dear Hiring Manager." Follow this with a compelling opening line that grabs the reader's attention. This could be a brief statement about your passion for proposal writing, your years of experience, or a significant achievement in your career. For example, "As a seasoned Proposal Writer with over 10 years of experience in crafting compelling proposals that have secured millions in funding, I am excited to bring my skills and expertise to your organization." This not only shows your enthusiasm but also gives the reader a snapshot of your qualifications. Remember, the goal of the first paragraph is to engage the reader and make them want to learn more about you.

The best way for Proposal Writers to end a cover letter is by summarizing the key points of the proposal, expressing enthusiasm for the opportunity, and providing clear next steps. This could include a statement of intent to follow up, or an invitation for the recipient to contact you for further discussion. Always end with a professional closing such as "Sincerely" or "Best Regards," followed by your name and contact information. This approach not only demonstrates your professionalism and eagerness for the project, but also makes it easy for the recipient to reach out to you, increasing the chances of your proposal being accepted.

A cover letter for proposal writers should include the following elements: 1. Introduction: This should include a brief introduction of yourself or your organization, your role, and a brief overview of the proposal. It should also include the name of the recipient or organization you are sending the proposal to. 2. Purpose: Clearly state the purpose of the proposal. This should be a concise statement that explains why you are sending the proposal and what you hope to achieve. 3. Summary of the Proposal: Provide a brief summary of the proposal. This should include the key points or highlights of the proposal, and it should be written in a way that entices the reader to want to read the full proposal. 4. Benefits: Explain the benefits of your proposal. This should include how your proposal will solve a problem, meet a need, or provide a benefit to the recipient or their organization. 5. Call to Action: Include a call to action. This could be a request for a meeting, a request for feedback, or a request for the recipient to take some other specific action. 6. Contact Information: Include your contact information. This should include your name, title, phone number, email address, and any other relevant contact information. 7. Professional Closing: End the cover letter with a professional closing. This could be a simple "Thank you for your consideration," or something similar. 8. Signature: Sign the cover letter. This could be a digital signature or a scanned image of your handwritten signature. Remember, the cover letter is your first chance to make a good impression. It should be professional, well-written, and free of errors. It should also be tailored to the recipient and the specific proposal you are sending.

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Proposal Writer Cover Letter Examples (Template & 20+ Tips)

Create a standout proposal writer cover letter with our online platform. browse professional templates for all levels and specialties. land your dream role today.

Are you a skilled proposal writer looking to land your dream job? Crafting an impressive cover letter is crucial to make a strong first impression on potential employers. Our Proposal Writer Cover Letter Guide is designed to provide you with valuable tips and insights on how to create a compelling cover letter that will elevate your application. From format and structure to content and tone, our guide has got you covered.

We will cover:

• How to write a cover letter, no matter your industry or job title.
• What to put on a cover letter to stand out.
• The top skills employers from every industry want to see.
• How to build a cover letter fast with our professional Cover Letter Builder .
• Why you should use a cover letter template

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Proposal Writer Cover Letter Sample

Dear Hiring Manager,

I am writing to express my interest in the Proposal Writer position at [Company Name]. With a proven track record of writing successful proposals and a strong background in [relevant industry or field], I am confident in my ability to contribute to the team and help [Company Name] win new business opportunities.

Over the past [number of years] years, I have honed my skills in crafting compelling and persuasive proposals that effectively communicate the value and benefits of our products and services to potential clients. I have a keen eye for detail and am adept at researching and understanding the needs of our clients, allowing me to tailor each proposal to their specific requirements and maximize our chances of winning new business.

In my previous role at [Previous Company], I was responsible for leading the proposal development process from start to finish. This included gathering and analyzing project requirements, collaborating with cross-functional teams to gather necessary information, and preparing and editing proposal content to ensure accuracy and consistency. I also have experience in managing proposal schedules and ensuring on-time submission, as well as tracking and analyzing proposal outcomes to continually improve our processes and increase our win rate.

I am confident that my strong writing and research skills, coupled with my ability to work under tight deadlines and manage multiple projects simultaneously, make me a strong fit for the Proposal Writer role at [Company Name]. I am also proficient in using a variety of proposal development tools and software, including [mention any specific tools or software that are relevant to the role].

In addition to my technical skills, I am a team player with excellent communication and interpersonal abilities. I thrive in collaborative environments and enjoy working closely with sales, marketing, and technical teams to create winning proposals that align with our company's goals and objectives.

I am excited about the opportunity to bring my expertise to [Company Name] and contribute to your continued success in winning new business. I am looking forward to the possibility of discussing how my background, skills, and enthusiasm for proposal writing can benefit your team.

Thank you for considering my application. I am looking forward to the possibility of contributing to your team and am available at your earliest convenience for an interview.

[Your Name]

Why Do you Need a Proposal Writer Cover Letter?

• A Proposal Writer cover letter is important because it provides an opportunity to highlight your skills and experience in a more personalized way than a resume or CV.
• It allows you to explain why you are interested in the position and why you are the best fit for the role, helping you stand out from other candidates.
• A well-written cover letter can demonstrate your writing and communication skills, which are essential for a Proposal Writer role.
• It can also showcase your research abilities and attention to detail, as you can tailor the cover letter to the specific company and job requirements.
• A tailored cover letter can show the hiring manager that you have taken the time to understand the company and the job, increasing your chances of being shortlisted for an interview.
• Overall, a Proposal Writer cover letter is an important tool for making a strong first impression and convincing the employer that you are the right candidate for the position.

A Few Important Rules To Keep In Mind

• As a dedicated proposal writer, I understand the importance of clear and concise communication.
• My experience in crafting persuasive proposals and securing funding for various projects has given me a deep understanding of the necessary components for a successful proposal.
• I am well-versed in following the writing rules and guidelines for proposal writing, including adhering to specific formatting and style requirements.
• I have a keen eye for detail and am skilled in conducting thorough research to ensure that my proposals are backed by credible and relevant information.
• My exceptional written and verbal communication skills allow me to effectively convey complex ideas and concepts in a compelling and persuasive manner.
• I am highly organized and able to manage multiple projects simultaneously, ensuring that all deadlines are met and that the quality of my work remains consistently high.
• I am confident in my ability to make a valuable contribution to your team and am eager to bring my expertise to your organization.
• Thank you for considering my application. I look forward to the opportunity to further discuss how my skills and experiences align with the needs of your organization.

What's The Best Structure For Proposal Writer Cover Letters?

After creating an impressive Proposal Writer resume , the next step is crafting a compelling cover letter to accompany your job applications. It's essential to remember that your cover letter should maintain a formal tone and follow a recommended structure. But what exactly does this structure entail, and what key elements should be included in a Proposal Writer cover letter? Let's explore the guidelines and components that will make your cover letter stand out.

Key Components For Proposal Writer Cover Letters:

• Your contact information, including the date of writing
• The recipient's details, such as the company's name and the name of the addressee
• A professional greeting or salutation, like "Dear Mr. Levi,"
• An attention-grabbing opening statement to captivate the reader's interest
• A concise paragraph explaining why you are an excellent fit for the role
• Another paragraph highlighting why the position aligns with your career goals and aspirations
• A closing statement that reinforces your enthusiasm and suitability for the role
• A complimentary closing, such as "Regards" or "Sincerely," followed by your name
• An optional postscript (P.S.) to add a brief, impactful note or mention any additional relevant information.

Cover Letter Header

A header in a cover letter should typically include the following information:

• Your Full Name: Begin with your first and last name, written in a clear and legible format.
• Contact Information: Include your phone number, email address, and optionally, your mailing address. Providing multiple methods of contact ensures that the hiring manager can reach you easily.
• Date: Add the date on which you are writing the cover letter. This helps establish the timeline of your application.

It's important to place the header at the top of the cover letter, aligning it to the left or center of the page. This ensures that the reader can quickly identify your contact details and know when the cover letter was written.

Cover Letter Greeting / Salutation

A greeting in a cover letter should contain the following elements:

• Personalized Salutation: Address the hiring manager or the specific recipient of the cover letter by their name. If the name is not mentioned in the job posting or you are unsure about the recipient's name, it's acceptable to use a general salutation such as "Dear Hiring Manager" or "Dear [Company Name] Recruiting Team."
• Professional Tone: Maintain a formal and respectful tone throughout the greeting. Avoid using overly casual language or informal expressions.
• Correct Spelling and Title: Double-check the spelling of the recipient's name and ensure that you use the appropriate title (e.g., Mr., Ms., Dr., or Professor) if applicable. This shows attention to detail and professionalism.

For example, a suitable greeting could be "Dear Ms. Johnson," or "Dear Hiring Manager," depending on the information available. It's important to tailor the greeting to the specific recipient to create a personalized and professional tone for your cover letter.

Cover Letter Introduction

An introduction for a cover letter should capture the reader's attention and provide a brief overview of your background and interest in the position. Here's how an effective introduction should look:

• Opening Statement: Start with a strong opening sentence that immediately grabs the reader's attention. Consider mentioning your enthusiasm for the job opportunity or any specific aspect of the company or organization that sparked your interest.
• Brief Introduction: Provide a concise introduction of yourself and mention the specific position you are applying for. Include any relevant background information, such as your current role, educational background, or notable achievements that are directly related to the position.
• Connection to the Company: Demonstrate your knowledge of the company or organization and establish a connection between your skills and experiences with their mission, values, or industry. Showcasing your understanding and alignment with their goals helps to emphasize your fit for the role.
• Engaging Hook: Consider including a compelling sentence or two that highlights your unique selling points or key qualifications that make you stand out from other candidates. This can be a specific accomplishment, a relevant skill, or an experience that demonstrates your value as a potential employee.
• Transition to the Body: Conclude the introduction by smoothly transitioning to the main body of the cover letter, where you will provide more detailed information about your qualifications, experiences, and how they align with the requirements of the position.

By following these guidelines, your cover letter introduction will make a strong first impression and set the stage for the rest of your application.

Cover Letter Body

I am writing to express my interest in the Proposal Writer position at your company. With a strong background in writing and a passion for producing compelling proposals, I am confident in my ability to contribute to your team.

• Introduction: Begin by introducing yourself and expressing your interest in the position. You can also mention how you came across the job opening and why you are drawn to the company.
• Relevant Experience: Highlight your experience in proposal writing, emphasizing any specific industries or types of proposals you have worked on. Discuss any successes or notable projects that showcase your skills.
• Skills and Qualifications: Address specific skills and qualifications that make you an ideal candidate for the role. This may include strong writing abilities, attention to detail, project management skills, and proficiency in proposal software or tools.
• Personal Attributes: Share any personal attributes that make you a great fit for the role, such as being a team player, highly organized, deadline-driven, and adaptable to changing priorities.
• Conclusion: Close the cover letter by expressing your enthusiasm for the opportunity and your eagerness to further discuss how you can contribute to the company's success.

Thank you for considering my application. I look forward to the possibility of discussing this exciting opportunity with you.

Sincerely, [Your Name]

Complimentary Close

The conclusion and signature of a cover letter provide a final opportunity to leave a positive impression and invite further action. Here's how the conclusion and signature of a cover letter should look:

• Summary of Interest: In the conclusion paragraph, summarize your interest in the position and reiterate your enthusiasm for the opportunity to contribute to the organization or school. Emphasize the value you can bring to the role and briefly mention your key qualifications or unique selling points.
• Appreciation and Gratitude: Express appreciation for the reader's time and consideration in reviewing your application. Thank them for the opportunity to be considered for the position and acknowledge any additional materials or documents you have included, such as references or a portfolio.
• Call to Action: Conclude the cover letter with a clear call to action. Indicate your availability for an interview or express your interest in discussing the opportunity further. Encourage the reader to contact you to schedule a meeting or provide any additional information they may require.
• Complimentary Closing: Choose a professional and appropriate complimentary closing to end your cover letter, such as "Sincerely," "Best Regards," or "Thank you." Ensure the closing reflects the overall tone and formality of the letter.
• Signature: Below the complimentary closing, leave space for your handwritten signature. Sign your name in ink using a legible and professional style. If you are submitting a digital or typed cover letter, you can simply type your full name.
• Typed Name: Beneath your signature, type your full name in a clear and readable font. This allows for easy identification and ensures clarity in case the handwritten signature is not clear.

Common Mistakes to Avoid When Writing a Proposal Writer Cover Letter

When crafting a cover letter, it's essential to present yourself in the best possible light to potential employers. However, there are common mistakes that can hinder your chances of making a strong impression. By being aware of these pitfalls and avoiding them, you can ensure that your cover letter effectively highlights your qualifications and stands out from the competition. In this article, we will explore some of the most common mistakes to avoid when writing a cover letter, providing you with valuable insights and practical tips to help you create a compelling and impactful introduction that captures the attention of hiring managers. Whether you're a seasoned professional or just starting your career journey, understanding these mistakes will greatly enhance your chances of success in the job application process. So, let's dive in and discover how to steer clear of these common missteps and create a standout cover letter that gets you noticed by potential employers.

Common Mistakes to Avoid When Writing a Proposal Writer Cover Letter:

• Not addressing the cover letter to a specific person or company
• Using a generic template without customizing it for the specific job and company
• Focusing too much on your own qualifications and not enough on how you can meet the needs of the employer
• Being too informal or using overly casual language
• Including irrelevant or outdated information
• Not proofreading for spelling and grammar errors
• Not following the instructions for submitting the cover letter
• Not showing enthusiasm and passion for the position
• Not providing examples or evidence of your past success as a proposal writer
• Writing a long and overly detailed cover letter that overwhelms the employer

Key Takeaways For a Proposal Writer Cover Letter

• Proven track record in writing successful proposals
• Strong understanding of client needs and ability to tailor proposals accordingly
• Excellent research and analytical skills
• Ability to work collaboratively with diverse teams
• Proficiency in Microsoft Office suite and other relevant software

Proposal Writer Cover Letter: Examples, Format & Sample Letter

When applying for a proposal writer position, a well-crafted cover letter can be the key to securing the job. The cover letter serves as your first impression and provides an opportunity to showcase your skills, experiences, and enthusiasm for the role. However, knowing the best format and content to include in a proposal writer cover letter can be a challenge.

In this article, we will guide you through the process of creating an effective proposal writer cover letter. From the optimal format to essential elements to include, we will provide you with valuable insights and tips to help you stand out from the competition. Whether you are an experienced proposal writer looking for new opportunities or a novice seeking guidance on crafting your first cover letter, this article is here to assist you.

We will begin by discussing the best format for a proposal writer cover letter, including the appropriate structure and layout. Understanding how to structure your cover letter will ensure that you present your qualifications in a clear and organized manner. Additionally, we will provide you with a sample letter that illustrates the suggested format, allowing you to gain a better understanding of how to tailor your own cover letter to specific job applications.

Furthermore, we will delve into the essential elements that should be included in a proposal writer cover letter. From introducing yourself and expressing your interest in the position to highlighting your relevant skills and experiences, we will guide you through each section, providing tips on how to effectively convey your qualifications and make a compelling case for why you are the ideal candidate.

By following our guidance and utilizing the sample letter as a reference, you will be equipped with the tools necessary to create a standout proposal writer cover letter. With a well-crafted cover letter, you can increase your chances of securing the proposal writer position and advancing your career in this dynamic field. So, let’s dive in and learn how to create a persuasive and impactful cover letter that will make you stand out as a proposal writer.

Table of Contents

Cover letter template for a proposal writer position, what should the cover letter include, best format for a proposal writer cover letter, mistakes to avoid when writing a cover letter.

[Your Name] [Your Address] [City, State, ZIP] [Email Address] [Phone Number] [Today’s Date]

[Client/Company Name] [Company Address] [City, State, ZIP]

Dear [Hiring Manager’s Name],

I am writing to express my strong interest in the proposal writer position at [Client/Company Name]. With my extensive experience in crafting persuasive and compelling proposals, I am confident in my ability to contribute to your organization’s success.

As a seasoned proposal writer with [number of years] of experience, I have a proven track record of developing winning proposals that secure new business and drive revenue growth. I possess a deep understanding of the proposal writing process, from conducting thorough research to analyzing client requirements and developing tailored strategies. My strong attention to detail ensures that all proposals are accurate, compliant, and effectively address the client’s needs.

Throughout my career, I have successfully worked on a wide range of proposals, including government contracts, corporate RFPs, and grant applications. I have a keen ability to distill complex information into clear and concise language, allowing me to effectively communicate the value and benefits of our solutions. My strong analytical skills enable me to gather and synthesize data, enabling data-driven decision-making in proposal development.

In addition to my writing expertise, I am a collaborative team player who excels in cross-functional environments. I have a proven ability to work closely with subject matter experts, sales teams, and project managers to gather the necessary information and ensure a cohesive and compelling proposal. I am adept at managing multiple projects simultaneously, meeting tight deadlines, and exceeding client expectations.

I am excited about the opportunity to contribute to [Client/Company Name]’s continued success. Your reputation for excellence in [mention specific industry or field] aligns perfectly with my professional goals and values. I am inspired by your commitment to [mention specific aspect of the company’s mission or values]. I believe my skills, industry knowledge, and passion for proposal writing make me an ideal candidate for this position.

Thank you for considering my application. I have attached my resume and writing samples for your review. I would welcome the opportunity to discuss how my qualifications align with your needs and how I can contribute to your organization’s growth. I look forward to the possibility of joining your team.

[Your Name]

Note: Customize this template based on the specific requirements and preferences of the proposal writer position and the client or company you are applying to. Use the template as a starting point and tailor it to highlight your unique qualifications and align with the job description. Proofread your letter carefully for any errors or typos before submitting it.

A cover letter for a proposal writer should effectively showcase your skills, experiences, and enthusiasm for the role. Here is what a cover letter for a proposal writer should include:

• Introduction : Begin your cover letter by introducing yourself and expressing your interest in the proposal writer position. Mention the specific job title and the name of the company or client you are applying to. This sets the tone for the rest of the letter and grabs the reader’s attention.
• Relevant Experience : Highlight your experience as a proposal writer. Discuss your expertise in creating persuasive and compelling proposals, including your ability to conduct thorough research, analyze client requirements, and develop winning strategies. Provide specific examples of successful proposals you have worked on, emphasizing the outcomes achieved.
• Writing Skills : Showcase your exceptional writing skills. Emphasize your ability to communicate complex ideas clearly and concisely, tailor your writing to different audiences, and adapt your writing style to match the tone and voice of the client or company. Mention any specific writing styles or formats you are familiar with, such as RFPs or grant proposals.
• Industry Knowledge : Demonstrate your understanding of the industry or field in which the client or company operates. Showcase your knowledge of industry trends, challenges, and best practices. Explain how your expertise and insights can contribute to crafting effective proposals that align with the client’s goals and address their specific needs.
• Attention to Detail : Highlight your strong attention to detail and ability to manage multiple projects simultaneously. Proposal writing requires meticulousness in ensuring accuracy, consistency, and compliance with guidelines. Discuss your experience in coordinating with various stakeholders, such as subject matter experts, sales teams, and project managers, to gather the necessary information for proposals.
• Collaboration and Communication : Emphasize your ability to work collaboratively and communicate effectively. Proposal writing often involves collaborating with cross-functional teams and stakeholders. Discuss your experience in facilitating meetings, conducting interviews, and gathering information to develop comprehensive and persuasive proposals.
• Passion and Enthusiasm : Convey your passion for proposal writing and your genuine interest in the client or company. Express your excitement about the opportunity to contribute to their success and how their mission aligns with your values and professional goals.
• Closing : In the closing paragraph, reiterate your interest in the position and thank the reader for considering your application. Express your willingness to provide additional information or writing samples upon request. End the letter with a polite and professional closing, such as “Sincerely” or “Best regards.”

Remember to tailor your cover letter to the specific requirements and preferences of the client or company. Highlight the skills and experiences that are most relevant to the proposal writer position and demonstrate your ability to meet their needs. Proofread your letter carefully for any errors or typos before submitting it.

The best format for a proposal writer cover letter is one that effectively highlights your skills, experiences, and enthusiasm for the role while maintaining a professional and organized structure. Here is the recommended format for a proposal writer cover letter:

• Header : Begin your cover letter with your name, address, email address, and phone number. Include the current date as well.
• Salutation : Address the hiring manager by their name, if possible. If you are unsure of the recipient’s name, use a generic salutation such as “Dear Hiring Manager” or “Dear [Company Name] Hiring Team.”
• Introduction : Start with a strong opening paragraph that expresses your interest in the proposal writer position and briefly introduces yourself. Mention how you learned about the job opening and why you are excited about the opportunity to contribute to the company or client’s success.
• Relevant Experience : Dedicate a paragraph or two to highlight your relevant experience as a proposal writer. Describe your expertise in crafting persuasive proposals, conducting research, analyzing client requirements, and developing tailored strategies. Provide specific examples of successful proposals you have worked on and mention any notable achievements or outcomes.
• Skills and Abilities : Showcase your writing skills, attention to detail, and ability to manage multiple projects. Discuss your ability to communicate complex ideas clearly and concisely, adapt your writing style to different audiences, and ensure accuracy and compliance in your proposals. Highlight your collaboration and communication skills, as well as your proficiency in conducting research and gathering information.
• Industry Knowledge : Demonstrate your understanding of the industry or field in which the company or client operates. Discuss your knowledge of industry trends, challenges, and best practices. Explain how your expertise and insights can contribute to crafting effective proposals that align with the client’s goals and address their specific needs.
• Closing : In the closing paragraph, reiterate your interest in the position and express gratitude for the opportunity to be considered. Mention that you have attached your resume and any additional documents or writing samples for their review. Provide your contact information and express your willingness to discuss your qualifications further or answer any questions they may have.
• Closing Salutation : End the letter with a professional closing, such as “Sincerely” or “Best regards,” followed by your full name.

Remember to keep the cover letter concise and focused, avoiding unnecessary repetition or irrelevant information. Proofread your letter carefully for any errors or typos before submitting it. Customize the format and content of the cover letter to align with the specific requirements and preferences of the proposal writer position and the company or client you are applying to.

When writing a cover letter for a proposal writer position, it’s important to avoid certain common mistakes that can negatively impact your chances of getting an interview. Here are some basic mistakes to avoid:

• Generic and impersonal approach : Avoid using a generic template or writing a cover letter that lacks personalization. Tailor your letter to the specific job and company, showcasing your understanding of their needs and how you can contribute.
• Focusing on yourself instead of the employer : While it’s important to highlight your skills and experiences, don’t solely focus on yourself. Instead, emphasize how your qualifications align with the employer’s needs and how you can add value to their organization.
• Grammatical and spelling errors : Careless mistakes in grammar, spelling, or punctuation can create a negative impression. Proofread your cover letter multiple times and consider using grammar-checking tools to ensure it is error-free.
• Repeating information from your resume : Your cover letter should complement your resume, not duplicate it. Avoid simply restating the information already present in your resume but instead focus on expanding upon key experiences and skills that make you a strong fit for the proposal writer position.
• Lack of specificity : A vague cover letter that lacks specific examples and achievements may fail to make an impact. Instead, provide concrete examples of your accomplishments as a proposal writer, such as successful proposals you have worked on or specific outcomes achieved.
• Ignoring the job description : Ensure that your cover letter addresses the requirements and qualifications outlined in the job description. Highlight how your skills and experiences align with what the employer is seeking in a proposal writer.
• Excessive length : Keep your cover letter concise and to the point. Avoid going beyond one page and aim for a length of around three to four paragraphs. Hiring managers often have limited time, so a concise and focused cover letter will be more effective.
• Lack of enthusiasm and passion : A cover letter that lacks enthusiasm may come across as disinterested. Show your genuine passion for proposal writing and convey your excitement about the opportunity to contribute to the employer’s success.

By avoiding these basic mistakes, you can create a compelling and well-crafted cover letter that showcases your qualifications and increases your chances of securing an interview for a proposal writer position.

Crafting a well-written and carefully tailored cover letter is crucial when applying for a proposal writer position. By following the best format and avoiding common mistakes, you can create a cover letter that effectively showcases your skills, experiences, and enthusiasm for the role.

The best format for a proposal writer cover letter includes a professional header, a personalized salutation, and a concise introduction that grabs the attention of the hiring manager. It is important to highlight your relevant experience, emphasizing your expertise in persuasive proposal writing, attention to detail, and ability to manage multiple projects. Additionally, showcasing your industry knowledge and passion for the field can further strengthen your application.

To create an impactful cover letter, it is essential to avoid generic and impersonal approaches. Tailor your letter to the specific job and company, focusing on how your qualifications align with their needs. Grammatical and spelling errors should be eliminated through careful proofreading, and a lack of specificity must be avoided by providing concrete examples and achievements.

Furthermore, it is crucial to address the requirements outlined in the job description, ensuring that your cover letter demonstrates how you meet those qualifications. Keeping the letter concise and enthusiastic, while avoiding excessive length, will help maintain the reader’s interest and convey your genuine passion for proposal writing.

By following these guidelines, you can create a compelling cover letter that stands out among the competition. A well-crafted cover letter will increase your chances of securing an interview and ultimately, pave the way to a successful career as a proposal writer.

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How to write a proposal cover letter [with example]

Like the devilishly tempting Hostess Ding Dongs treat, a proposal cover letter has to be short, sweet, and dense. Unlike that aforementioned hockey puck of delectability, proposal cover letters cannot be mass-produced. To write a proposal cover letter with nary a wasted word, you first need to understand its strategic significance in the overall proposal.

I’ve spent more than 17 years on proposals and have written hundreds of proposal cover letters. When I started, we printed out proposals and created huge binders to share with reviewers. Reviewers would open the binders to see the proposal cover letter, then an RFP executive summary , and then dig into the proposal itself. Binders are part of a bygone era; there’s been a big digital shift since I started.

Requests for paperless submissions and the growing popularity of online portals has altered the strategic significance of the proposal cover letter. It’s gone from a “must-have” element, to a “nice-to-have” one. My background is predominantly healthcare and insurance. Anecdotally, maybe only 30% of requests for proposals (RFPs) in healthcare and insurance request executive summaries while most volunteer that a cover letter is optional. If they give you an option, take it.

Some online portals don’t even give you an opportunity to include extra documents like cover letters. In such cases, you now have to include the cover letter as part of your proposal PDF. At the same time, RFPs are more complex than ever, requiring more details in submitted proposals. Issuers expect you to have your content in order, and a lot of it.

Speaking of issuers and what they’re looking for in proposal cover letters: They don’t need information that they can find on your website, that they can Google, or that sounds canned. They want to make sure you’ve reviewed the RFP requirements, and it’s absolutely essential to hit them with that up front, in your proposal cover letter. Especially if your solution meets all of the issuer’s requirements. Emphasize that fact simply and directly.

What is a proposal cover letter?

The proposal cover letter is meant to frame up your RFP proposal. It’s not a rehashing of the proposal or executive summary . It’s a vehicle to thank the issuer for the opportunity to respond, to say, “We’ve seen your business requirements and composed this proposal because we think we’re the best partner for you.” Think of it as the bow on your RFP proposal package.

Whether paper, PDF, or stone tablet, one thing that hasn’t changed about the proposal cover letter is that it’s your first opportunity to declare the value propositions that differentiate yours from competitive proposals. These value props will be the threads that weave through your proposal, from cover letter, to executive summary, to answers to questions.

As far as length, I aim for a page and a half when I write proposal cover letters. Try to keep it under two. Go longer only if a template or specific framework for the cover letter is provided by the issuer, which is sometimes the case in government RFPs.

Why a good proposal cover letter matters

RFP reviewers will be looking for deviations in responses. Deviations among responders as well as deviations from their (the issuers) requirements.

When you can write a cover letter and state, “After reviewing the RFP, we are confident that our solution meets all requirements and detail that fact in our proposal,” you make a compelling argument for reviewers to concentrate on how your proposal illustrates how you solve problems. They’ll notice cover letters that do not mention something that direct, and will review those proposals to look for where the solutions fall short.

When should you write the proposal cover letter?

It’s page one so it should be written first, right? Not necessarily. I’m a proponent of writing the executive summary first, the cover letter second, and then building the proposal. Certainly review the RFP first so you can determine what it’s asking for. But don’t just jump into a response from there. Take the time to establish the value props that will make it a cohesive proposal.

Writing the executive summary first helps you formulate your argument and determine which content you’ll need for the proposal. Once you know what you need to be persuasive and how you can solve the issuer’s problem, then you can develop the three-to-five value props (I try to boil it down to three solid, unique value props) that you can define in the proposal cover letter.

Who signs the proposal cover letter?

Notice I didn’t title this section, “Who writes the proposal cover letter?” The person who writes it and the person who signs it may not be one and the same.

If your proposal team is fortunate enough to have a dedicated writer, then have them write the letter based on input from the frontline sales rep. Whoever writes the letter must be fully informed of response strategy and have intimate knowledge of the proposal and executive summary. Strategy, voice, and style need to be consistent across all documents (cover letter, executive summary, and proposal).

Who signs it depends on a variety of factors. In most cases, the frontline sales rep will sign the proposal cover letter. They have the relationship, own the strategy, and likely conducted the discovery that informed the proposal. However, it’s not uncommon for an executive sponsor such as a VP of sales to sign. The thinking being that executive reviewers may appreciate seeing a proposal that’s been vetted by a fellow executive.

There are also those cases when the executive of executives, the CEO, signs the letter. There are two common scenarios for this play. One, the RFP may be large enough to represent a significant percentage of a responder’s annual revenue. Two, the responding organization is concerned with appearing relatively small, and in an effort to improve its stature, seals the proposal with a CEO’s signature.

There’s definitely some gamesmanship at play here. Even so, the name on the letter will never overshadow the content of the proposal.

7 steps to write a proposal cover letter

The compact nature of the proposal cover letter makes it difficult to fit everything in one or two pages. Good writers are valuable assets in these instances. Every proposal cover letter should contain the following sections:

• Thank the issuer (and broker, where applicable) for the opportunity.
• Recite your understanding of the opportunity to validate that you reviewed the RFP requirements.
• List your abilities to meet requirements. If you can meet all of them, lead with that fact.
• Describe your value propositions. You’re trying to portray that, “This is what we bring to the table, and that’s why we’re the best choice.”
• Provide a high-level future snapshot of what business will look like after your solution is chosen.
• Conclude with a persuasive delivery of your understanding of next steps: “We look forward to the opportunity to discuss our proposal further.” Show that you’re able and willing to move forward in the sales lifecycle.
• Sign it from the frontline sales representative or executive sponsor. This should not look like a form letter from the organization as a whole.

3 common mistakes to avoid

Beyond the mistakes of not including a proposal cover letter at all or writing one that’s too long, proofread your next letter for the following mistakes before sending it.

• Avoid repeating anything from the executive summary or proposal. Those documents need to live on their own, just like the proposal cover letter.
• Don’t waste space with your resume. Something like this… Responsive’s growing list of 600+ clients including 40+ Fortune 500 organizations continue to take advantage of our one-of-a-kind Unlimited User licensing model, expanding their usage on the platform to scale organizational success. With Responsive as their team’s support system, every day they break down silos by facilitating collaboration and efficiency in their RFx response process ….is boilerplate that can appear elsewhere in the proposal or not at all, given that it’s likely available to the issuer on your corporate website.
• If a broker is involved, thank them, too. The proposal cover letter is also an opportunity to directly address the issuer. This can be particularly valuable when a broker is involved. Some issuers rely on RFP brokers to sift through responses to make sure only the best possible solutions get serious consideration. Ignore these brokers at your peril. While the response and executive summary will address the issuer and the problem at hand, the cover letter is where you can give a nod to the broker. Acknowledging their involvement in the process and thanking them for the opportunity as well will at the very least alert all reviewers that you paid close attention to the RFP requirements.
• Don’t guess. Make sure you or someone on your team does the legwork and discovery to inform your response strategy. The more you have to guess, the longer the letter will take to write.

Proposal cover letter example

Feel free to use the proposal cover letter example below as a template for your next letter. One of the many advantages of proposal software such as Responsive is the automation of the cover letter process. Don’t get me wrong, you still have to write it, but RFP software helps:

• Access and write in the template within the platform (no need to toggle back and forth between a word processor and whatever application you’re using to build your proposal)
• Include identical brand elements as the proposal and executive summary
• Add the cover letter to the front of the proposal and/or executive summary when you output it for submission

When you use the following example, you’ll need to swap out the RFPIO-centric items with your own company and solution information as well as the custom value props for that specific proposal. The three value props highlighted in the example are Salesforce integration, data security, and customer support. For your letter, these will be specific to your solution and the problem stated in the RFP.

Hi [Issuer(s) first name(s)],

Thank you for considering Responsive as your potential vendor for RFP automation software. We are cognizant of the effort it takes to make a selection like this, so we very much appreciate the opportunity. First and foremost, Responsive meets all of the requirements detailed in your RFP. That’s illustrated in greater detail in this proposal. In the meantime, the following capabilities make us confident that Responsive is the most qualified company and solution for [issuing company name’s] [RFP title].

• Helping businesses improve and scale their RFP response process for greater efficiency. The time and resource savings reported to us from our clients has allowed them to participate in more proposals and provide high-quality responses that create additional revenue opportunities.
• Automating the import and export functions, centralizing content for RFPs, and facilitating collaboration among key stakeholders.
• Managing knowledge and content through our AI-enabled Content Library .
• Giving clear visibility into the entire RFP process through reports and dashboards—including project status and progress, and analytics for actionable insights.

We know that it’s important for [issuing company name] to find a solution with a strong integration with Salesforce. This proposal details Responsive’s integration with Salesforce , and how it will work for you. In addition to that, Responsive’s open API allows for integrations with many other technologies for cloud-storage, collaboration, and other desired platforms.

We also take your data security concerns highlighted in the RFP very seriously. You can be assured that your data will be safe and accessible. We work with a variety of enterprise customers and understand the necessary level of security that is required. From the beginning, we made it a priority to build security right into Responsive’s technology, which we continue to maintain. We are SOC 2 and ISO27001 certified, while continuing to pursue other best-in-class certifications to ensure security.

Regarding your requirement for ongoing support following implementation: When it comes to customer support, our technical and account managers are high performers. We have an expert group of 110 nimble programmers and developers who are always ready to provide quick technical fixes (that you can request right within the solution). Our reliable and attentive account team is ready to fully support [company name] should we move forward as your vendor.

Upon deploying Responsive, it’s intuitive user experience is simple to get used to. You’ll also get free access to Responsive Academy for all your training needs, now and in the future. Getting started is as simple as loading that first project. The whole team will be collaborating from there. As your Content Library grows, machine learning will provide more and more automation opportunities. It won’t be long before you see a drastic uptick in proposal quality and number of proposals submitted.

If you’re interested in comparing our solution to other comparable tools, we recommend that you visit software review platform G2 Crowd’s top RFP Solutions grid . This information is based on user satisfaction and places Responsive at the top in all categories.

We look forward to the opportunity to discuss our proposal further. We appreciate your consideration, and wish you luck on your selection.

Thanks, [Signee’s name] [Signee’s title]

You should have it “cover”-ed from here

If you’ve done your research and client discovery, and you know the value props specific to the RFP that you’ve already reviewed, then letter writing will go fast. The better you know the client and people involved, the easier it is going to be for you to tailor the proposal cover letter, the executive summary, and, most importantly, the RFP proposal.

To learn more about how Responsive can help you write better proposal cover letters, schedule a demo today!

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5 Simple Steps to Writing a Better Proposal Cover Letter [+ Examples]

From getting the prospect’s attention to showing you have the right solution, your proposal’s cover letter has a big job to do. I’m breaking down 15 examples to show you how to create your most persuasive cover letter ever, one that makes prospects excited to read on and sign on the dotted line.

Proposal cover letters.

Does that phrase strike fear in your heart? Or at least give you some anxiety?

From job applications to business proposals, writing a good cover letter, executive summary, or some other introduction isn’t easy.

So, this post will give you an easy-to-follow five-step process to create a killer CUSTOMIZED cover letter for every proposal you send out.

A proposal cover letter is important. It’s your proposal’s first impression with your prospect. It sets the tone, for better or for worse. And writing it can sometimes provide clarity on what should or shouldn’t be included in your proposal.

It shouldn’t be something you slap together before moving on to the ‘meat’ of the proposal or a dull fill-in-the-blank exercise that ends up sounding more canned than Campbell’s.

No more chunky and clunky cover letters.

But, at the same time, you can’t spend hours upon hours crafting a bespoke one. You have a deal waiting on that proposal to get done.

So, what you need is a good writing formula.

I’m borrowing from the outline that my colleague Jennifer set out in her proposal executive summary post . She knows what’s up, having written dozens of cover letters/executive summaries during her time in the digital agency world.

If you’re looking for the why and when, plus some dos and don’ts, of writing one of these bad boys, be sure to check out her post.

Now, let’s dive into the who, what, where, and how here, including some examples.

Executive summary vs. cover letter

What do these phrases actually mean?

It’s tricky because the terms ‘executive summary’ and ‘cover letter’ are sometimes used interchangeably in the world of proposals.

I mean, I just used both in the intro to this very post.

Me taking a photo of the culprit.

You might also hear other terms, like overview or introduction, being tossed around for this piece of proposal writing. But rest assured we’re all talking about the same thing.

Technically, there is some nuance to how each of these sections function in a B2B proposal.

First, a proposal cover letter and an executive summary have some things in common:

• They should appear at the beginning of your proposal.
• They should be one page long, maximum.
• They should be prospect-focused.
• They should NOT be overly sales-y or pitchy.
• They should NOT be a detailed rehash of the entire proposal.
• They should get the recipient excited to read on.

Now, here’s where they differ.

What is a proposal cover letter?

A proposal cover letter:

• Is more conversational.
• Is formatted as a letter with salutation and sign-off.
• Doesn’t contain strategy or execution.
• Can be more persuasive (like how a cover letter for a job mentions why you’re the best person for it).

What is a proposal executive summary?

A proposal executive summary:

• May be formatted as a statement.
• Tells the story of how you provide solutions for your clients and the impact (evidence) of your solutions.
• Stays quite high-level.

Sometimes a prospect will specify that your proposal should include one or the other or both, like when you’re responding to an RFP . However, if there are no client specifications it’s up to you which one you include, how you write and structure it, and what you want to label that section in your proposal document.

Okay, now let’s get writing—with some examples to help you visualize the steps and tips.

How to write a cover letter for your proposal in 5 simple steps

One of the hardest aspects of writing a cover letter is including all the information you want to convey while keeping it as brief as possible and being compelling or even entertaining at the same time.

It’s okay. Here’s how to achieve all that in just five steps.

Step 1: Get their attention Step 2: Show you understand the challenge Step 3: Show you have the right solution Step 4: Show your work Step 5: Tell them what’s next

Step 1: Get their attention

“Snoozefest Co. is excited to submit this proposal to you.”

Are they though?

It reads more like this to a prospective client: “Snoozefest Co. is going through the motions in this proposal intro so we can cash your cheque.”

This is the very first thing the prospect will read in your business proposal! It needs to grab some attention.

Here are some examples of more impactful ways to open your cover letter.

Cover Letter Example 1 - Business consulting

Cover Letter Example 2 - Electrical

Cover Letter Example 3 - Public relations

Why these examples work

They put the focus on the client.

Congratulate them on a recent (relevant) company achievement. Show that you get what it’s like to be in their shoes . Offer up a fun fact or industry statistic that signals you’re already thinking about their market niche.

They build curiosity.

Segue your way to success. Each of these first paragraph examples creates build-up, curiosity, and excitement for what the prospect will read next and throughout the rest of the proposal. Ask a question. Don’t give away all the answers just yet. (what is the “light at the end of the tunnel”?)

They start to allude to the pain point.

You’ll go more in-depth into the challenges you’re solving in the next few paragraphs but it’s good to get it out there up top. It could be more explicit, like in example 1 (how to go from good to great when you’re already at capacity), or it could be more subtle, like how the specific mention of “heritage home” starts to set up the challenge in example 2.

Step 2: Show you understand the challenge

Sometimes when we write, we gloss over the pain point. It can be awkward to write about the challenges someone is facing in their professional life; you don’t want to suggest they don’t know what they’re doing or they’re not good at their job.

In a cover letter, though, it’s essential to dig into the ‘pain point’ they’re feeling in order to close the deal. Showing you understand the obstacles they’re facing is the best way to position your company as the only solution to their challenges. (See Step 3.)

But avoid any urge to make it about you. It can come off as “Look how smart I am!” Again, turn it back to the prospect. A good way to do this is to make sure you use the word ‘you’ more than ‘I’ or ‘we’ in this section.

Cover Letter Example 4 - Legal services

Cover Letter Example 5 - SaaS/Social

Cover Letter Example 6 - Insurance

Why these examples work:

They say what the prospect is likely thinking.

Show you understand all aspects of the prospect’s challenge by bringing up objections before they have a chance to, and then knock them down. Legal advice is too expensive and complicated? Not when you partner with us!

They’re complimentary.

Butter your prospect up a bit. They’re not experiencing these challenges that you understand so well because they’re bad at their jobs. No, maybe it’s just a resourcing issue! Like in Example 5, you can position your team as the experts who take challenging tasks off people’s plates.

They show off the benefits of doing business with an expert.

Give them peace of mind. You’ve done this before and this isn’t your first rodeo. You see and understand the full challenge so you can help clients avoid problems before they crop up.

Step 3: Show you have the right solution

Okay, NOW you can talk about yourself. With a few cautions:

• Keep it relevant. Your company’s Best Float win at the local parade is cool and all but now’s not the time.
• Keep it concise. It’s time to ‘elevator pitch’ your solution.
• And keep it upbeat without overhyping. You want your solution to sound attractive, but don’t write cheques with your cover letter that the rest of the proposal can’t cash.

Cover Letter Example 7 - Solar

Cover Letter Example 8 - Web design

Cover Letter Example 9 - PR

They keep things high-level

No need to outline the eight different ways you’ll test their website or every single PR tactic you’ll use. This isn’t a book report on your proposal.

They still stay specific.

“Public relations...creates and maintains your public image, and positions you as a leader in your industry” is better than “we make you look good”.

But notice that these examples don’t use jargon. If a jargon-y phrase is used, like responsive design, it’s immediately explained in a non-technical way. Stick to plain language like this, unless you cater to a highly-specialized specialized audience that will understand acronyms and look for that industry-insider lingo.

They show how you’re putting everything on the table.

Look at how these cover letters talk about the sales document they’re about to read over. For example, the proposal is not just a package; it’s a “comprehensive package”.

It’s the difference between presenting the proposal as ‘here’s some info’ and ‘we’re presenting you with all the details, including facts and figures’. Let the reader know that your proposal gives them everything they need to make an informed decision.

Step 4: Show your work

Time for a not-so-humble humblebrag .

Maybe it’s a team skill set you’re known for. Or some original research you’ve done that would resonate with this prospect.

You could showcase how your company is a power-player in your niche via previous work you’re especially proud of or awards you’ve received. Or give a quick preview of your proprietary process.

Basically, the information you include in this paragraph should provide an answer to the question on every prospect’s mind: why should they work with you ?

Cover Letter Example 10 - Exterior pressure washing

Cover Letter Example 11 - Content marketing

Cover Letter Example 12 - Construction

They give the references some ‘meat’.

If you’re talking about existing customers, don’t just name drop. Highlight some impressive outcomes you’ve achieved for them as well. For example, they didn’t just construct a building at NYU, it’s an award-winning building they built at NYU.

They cite the facts.

If there’s a specific accreditation that clients will need to know about (i.e.: are you licensed, bonded, board-approved, etc.?), now’s the time to mention it. Basically, anything that would differentiate you from competitors. In a market dominated by big national brands? Talk about how your business is family-run. Or vice-versa.

They go granular but don’t get into the nitty-gritty.

Again, be as specific as possible without going into too much detail.

Talking about “our process” is okay. But “Our four-step process” is an ideal amount of information for the purposes of this cover letter since you’re going to explain the steps later on in the proposal.

Step 5: Tell them what’s next

Your sales team wouldn’t end a sales call without discussing next steps. Your proposal cover letter is no different.

The closing is your chance to set expectations, either for the prospect or yourself. Don’t forget that you have to keep your end of the bargain. If your cover letter says you’ll follow up with them in a certain amount of time, for Pete Campbell’s sake, do it.

(Bonus: If you’re using proposal software, you’ll be notified when your prospect opens your proposal so you can perfectly time your follow up.)

Cover Letter Example 13 - Construction

Cover Letter Example 14 - Financial Services

Cover Letter Example 15 - Public Relations

They show how the vendor and the prospect together.

Why will this specific partnership work? You’ve talked about them, you’ve talked about yourself, now it’s time to talk about why you’ll go together like a square-hole colander and quinoa. (A square shape keeps the round grains from falling through while you’re rinsing it. Obviously.)

They ask for the sale.

You’ve refrained from selling throughout this cover letter. Now’s the time to ask for the close. Don’t shy away from presuming that you’ll be the winning proposal, that you “hope” they’ll pick you.

They talk about the next steps.

What literally happens next? Should they sign now? Will you be meeting to walk through the proposal before a signature is expected? Are you going to follow up with them? Let the reader know what’s expected of them and what they should expect from you.

A quick caveat before you rush off to write your proposal

There you have it. And now you just plug these pieces into your cover letter and copy these examples word for word and…

Not so fast.

The 15 example snippets above are all pulled from our proposal templates , all written by professional writers. Templates and samples like these are amazing starting points. But they aren’t the end-all, be-all.

Notice that all these samples are written in a slightly different voice? How you word your proposal if you’re in legal or financial services might be different than how you would write one in the marketing industry or the world of pressure washing.

And how YOU word your proposal should be consistent with your brand voice, including language, tone, and style . The information you include should speak to YOUR ideal customer. Remember, the cover letter is your proposal’s first opportunity to persuade your prospect that you’re the best choice to hire.

Conversions don’t come from canned, uncustomized content. Use these steps and examples as the catalyst for your own authentic version of a pitch-perfect cover letter for your proposal.

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