proposal writer cover letter sample

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

Posted by: Cinthya Soto

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

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

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

What Is a Proposal Cover Letter? 

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

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

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

Why Your Proposal Cover Letter Matters 

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

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

What Should Be on a Proposal Cover Letter? 

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

Contact Information 

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

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

Greeting 

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

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

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

Summary  

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

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

Offer 

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

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

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

Here are some tips on how you can accomplish this: 

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

References 

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

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

Visuals 

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

Some examples of what this might look like: 

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

Conclusion 

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

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

How to Write a Proposal Cover Letter 

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

Powerful First Sentence 

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

Demonstrate You Understand the Problem 

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

Offer to Discuss the Proposal Further 

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

Thank the Issuer for the Opportunity 

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

Persuasive Closing

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

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

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

Signature 

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

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

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

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

What Makes a Good Proposal Cover Letter?

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

Capture Reader’s Attention Early 

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

Mirror Clients’ Words and Phrases 

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

Prioritize the Prospect 

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

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

Get Straight to the Point

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

Stand Out From the Competition

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

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

RFP Cover Letter Mistakes to Avoid 

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

Repeating the Executive Summary 

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

Not Utilizing the Right Software 

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

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

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

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

Not Reading the RFP Multiple Times

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

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

Not Understanding the Client’s Needs 

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

Making the Length Too Long 

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

Proposal Cover Letter Examples 

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

Construction Proposal Letter Example 

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

Source: Examples   

Architecture RFP Cover Page Example

Here is an architecture RFP cover page example that works: 

Source: Utley Strategies 

Engineering Cover Letter for a Proposal 

Here is an engineering cover letter example that works: 

Free Cover Letter for Proposal Template 

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

AEC Cover Letter Template

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

How to Create Quality Proposal Cover Letters Every Time 

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

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

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

Get OpenAsset DAM Insights

How to Create Winning Proposals

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How to Write a 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.

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.

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.)

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.

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.”

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

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 .

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 .

Related posts

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

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Proposal Writer Cover Letter Example

Are you looking for a comprehensive guide to writing a proposal writer cover letter? Writing a cover letter can be an intimidating task, but with the right tips and example, you can easily create a compelling and professional cover letter. In this blog post, you will find a cover letter writing guide with an example that will help you write an effective cover letter for your proposal writer job application.

If you didn’t find what you were looking for, be sure to check out our complete library of cover letter examples .

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Proposal Writer Cover Letter Sample

Dear [Recipient’s Name],

I am writing to apply for the position of Proposal Writer at [Company Name] and I am confident that my skills and experience make me the perfect candidate for the job.

I have over 8 years of experience in proposal writing and have worked as a proposal writer for a variety of companies, both large and small. In addition, I have considerable experience in researching and identifying new market opportunities and developing proposals that meet the company’s needs.

I am an organized and detail- oriented professional with excellent communication and writing skills. I am proficient in Microsoft Office applications and have a proven ability to work independently and as part of a team. I am also experienced in researching and analyzing data, which is essential for successful proposal writing.

I am dedicated to exceeding expectations and I am passionate about providing high- quality, persuasive, and impactful proposals. My experience and knowledge make me an ideal candidate for the position.

Thank you for your time and consideration. I look forward to discussing my qualifications in more detail.

Sincerely, [Your Name]

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What should a Proposal Writer cover letter include?

A Proposal Writer cover letter should include several key elements that will make it stand out to potential employers. The letter should begin with an introduction that explains why you are writing the letter and the particular skills and experiences you have that make you an ideal candidate for the job. It should also provide a brief summary of the proposal writing experience you have, such as the type of projects you have worked on and the size of your team.

In the body of the letter, it is important to highlight the specific proposal writing qualifications and experience you possess that make you a good fit for the job. Explain how your skills and experience can benefit the company, and why you are a strong candidate for the position. It is also important to discuss the success you have achieved in the past, such as successful proposal writing projects or awards for your work.

At the end of the letter, thank the employer for taking the time to consider your application, and include your contact information. You should also include a statement that expresses your enthusiasm for the job opportunity and your willingness to discuss the details of the position further.

By including these key elements, a Proposal Writer cover letter can help you make a strong impression on potential employers and set you apart from other applicants.

Proposal Writer Cover Letter Writing Tips

Writing a cover letter for a proposal writer position can be overwhelming. After all, your cover letter is the first impression that a potential employer or client has of you and your work. That’s why it is important to get it right. Here are some tips to help you write an effective proposal writer cover letter.

• Make sure to tailor each cover letter to fit the job position you’re applying for. It’s important to show that you understand the requirements of the job and can fulfill them.
• Remember to highlight any relevant skills and experience that you have in the field. It’s important to showcase what makes you the best candidate for the job.
• Be sure to include examples of successful proposals you have written in the past. This will help to demonstrate your expertise and give potential employers an idea of your style and approach.
• Research the company or client you are applying for and make sure to include any keywords, phrases, or specific ideas that relate to their project. This will demonstrate your knowledge of the company and your interest in the job.
• Finally, take your time writing the cover letter. Pay attention to the details and make sure it is free from typos and grammatical errors. This will show that you are a professional and take your work seriously.

By following these tips, you can write an effective proposal writer cover letter that will impress potential employers and get you the job! Good luck!

Common mistakes to avoid when writing Proposal Writer Cover letter

Cover letters are a very important component of the job application process, and a well- crafted proposal writer cover letter can be the difference between landing your dream job and missing out. It’s important to pay careful attention to the details when writing your cover letter, to make sure that you don’t make any major mistakes that could cost you the job.

Here are some common mistakes to avoid while writing your proposal writer cover letter:

• Not tailoring your letter to the job: A generic cover letter won’t impress a hiring manager. Take the time to think about the exact role you are applying for and tailor your letter to show how you can meet the needs of the organization.
• Not addressing the letter to the right person: Make sure you address your letter to the correct recipient. If you can’t find the name of the person hiring, don’t be afraid to call the organization and find out.
• Not highlighting your transferable skills: Demonstrate to the hiring manager how your skills can be applied to the role. Show how you have used those skills in the past to solve problems or create solutions.
• Not thoroughly proofreading your letter: Always take the time to thoroughly proofread your letter before submitting it. Even a few spelling or grammar mistakes can make you look unprofessional, so pay close attention to any errors before sending your letter.
• Not making the letter concise: Keep your letter short and to the point. Aim to include only the most important information and stick to the facts.

By avoiding these common mistakes and taking the time to craft a well- written cover letter, you will increase your chances of getting the job as a proposal writer.

Key takeaways

A Proposal Writer cover letter is your chance to make a great first impression on potential employers. It should convey your skills, qualifications, and enthusiasm for the position in a way that catches the employer’s interest and encourages them to review your resume. To help you write an impressive Proposal Writer cover letter, here are some key takeaways:

• Make sure to include the exact job title in the subject line of your cover letter, as well as the job description number.
• Begin your cover letter by introducing yourself and stating your interest in the position.
• Explain why you are the best candidate for the position, mentioning any relevant experience and skills that you have.
• Demonstrate your knowledge of the company and industry, and mention why you are excited to work there.
• Highlight any awards or recognition that you have received in the past.
• Use a professional and courteous tone throughout the letter, and make sure to avoid errors in spelling and grammar.
• End the cover letter by thanking the employer for their time and consideration.

Frequently Asked Questions

1. how do i write a cover letter for an proposal writer job with no experience.

When applying for a Proposal Writer position with no experience, it’s important to highlight your transferable skills in your cover letter. Showcase your ability to communicate complex information in an organized and clear manner. Mention any writing or research projects you have completed, even if they weren’t done for a professional audience. Demonstrate your enthusiasm for the job and research the company to customize your letter to the organization and job description.

2. How do I write a cover letter for an Proposal Writer job experience?

When applying for a Proposal Writer position with experience, focus on your writing samples, relevant experience, and accomplishments. Showcase your ability to write clear, concise, and compelling proposals that speak to the audience. Mention any awards you’ve won and any publications you’ve had. Demonstrate your understanding of the company’s mission and goals and how you can contribute to the organization. Also, emphasize how your research skills, attention to detail, and organizational capabilities will benefit the company.

3. How can I highlight my accomplishments in Proposal Writer cover letter?

When highlighting your accomplishments in a Proposal Writer cover letter, focus on the measurable results you achieved in your previous roles. Mention any awards or recognition you have received for your writing or research projects. If you have published any articles, books, or reports, be sure to mention those too. If you have any certifications in proposal writing, grant writing, or research, include those in your letter as well.

4. What is a good cover letter for an Proposal Writer job?

A good cover letter for a Proposal Writer job should focus on showcasing your relevant experience, writing samples, and accomplishments. Explain how you can use your skills and knowledge to support the company’s mission and goals. Demonstrate your research abilities and your attention to detail. Mention any awards you have received and any publications you have had. Finally, emphasize your commitment to producing quality work and how you are eager to contribute to the organization.

In addition to this, be sure to check out our cover letter templates , cover letter formats ,  cover letter examples ,  job description , and  career advice  pages for more helpful tips and advice.

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Proposal Writer Cover Letter Example

Kick-start your career & find inspiration for your next cover letter with our free, expertly drafted Proposal Writer cover letter example. Make a copy of this cover letter example as it is or rewrite it directly in our HR-approved cover letter builder.

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Proposal Writer Cover Letter Example (Full Text Version)

Dear Hiring Manager,

As a Proposal Writer with 4 years of experience in producing proposals for environmental, civil engineering, and infrastructure projects, I apply with enthusiasm for this opportunity.

I am currently a Proposal Analyst with Sunnybank Technical Services (STS), where I partner with the Engineering, Commercial, Project Management, and EHS divisions to research and write proposals for public and private sector projects. Mirroring your requirements, I analyze RFPs, communicate required information to the divisions, collate inputs, coordinate text review meetings, edit and proofread drafts, and submit error-free files for release. This role builds upon my previous experience as a Junior Proofreader in the Business Publications division of Halliwell Publishing.

In addition to my professional experience, I hold a BA in English and am a member of the Chartered Institute of Editing and Proofreading.

I have enjoyed my time at STS. As the company is reducing its proposal team due to the market impact of the global pandemic, I am seeking a new opportunity. Your company is involved in some really exciting infrastructure projects. I would love to be a part of your proposal team!

Please find attached my résumé for your consideration. Thank you very much for your time. I look forward to hearing from you regarding next steps.

Yours sincerely,

Milan Šaržík, CPRW

Milan’s work-life has been centered around job search for the past three years. He is a Certified Professional Résumé Writer (CPRW™) as well as an active member of the Professional Association of Résumé Writers & Careers Coaches (PARWCC™). Milan holds a record for creating the most career document samples for our help center – until today, he has written more than 500 resumes and cover letters for positions across various industries. On top of that, Milan has completed studies at multiple well-known institutions, including Harvard University, University of Glasgow, and Frankfurt School of Finance and Management.

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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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5 Simple Steps to Writing a Better Proposal Cover Letter

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.

11 min. read

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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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 Cover Letter: Samples to Get the Contract

A proposal cover letter is a document used to introduce your company’s products and services to a prospective client. A proposal cover letter allows customers to determine whether you are genuinely engaged with them and have done your research—or whether you have copied and pasted generic language from previous proposals. 

Proposal cover letters are important for grant requests or businesses. You may also have to send a proposal cover letter to a customer, depending on the kind of business you intend to get from them.

Before you write proposal cover letters, introduce your organization to the recipient. Ensure the introduction of your letter is catchy and explicitly spells out what you want the recipient to know about your business and what you hope to get from them.

How to Write Project Proposal Email and Samples

When Is It Appropriate to Send a Proposal Cover Letter? 

Proposal cover letters should be used for companies and foundations but not grant applications to the federal or state governments. Funders want what they ask for, and they seldom ask for proposal cover letters in addition to the grant application. There are two characteristics of an excellent cover letter. Your proposal cover letters go straight to the point quickly and do not duplicate any material already included in the proposal.

It is recommended that you compose the proposal cover letters after you’ve finished the proposal and are in a thoughtful frame of mind. While you examine your big success (the completed financing request), let the creative, right half of your brain kick in and link your emotions of accomplishment to the person who will assist you in bringing your ideas to fruition.

How to Write a Business Proposal Email 7 Samples

How to Write Proposal Cover Letters

• Use a Letterhead Take advantage of the letterhead provided by your organization. Make sure that the cover letter and the completed grant application both have the exact date on them. This is the day on which you will submit your grant proposal to the recipient. Using the precise date on all of the papers in your proposal documents ensures consistency.
• Address it to the right recipient

When writing your recipient’s address, write the name and title of the foundation or corporate contact person, address, city, state, and zip code of the funding source. Call or send an email to double-check the accuracy of the information you’ve received. Because this kind of information changes regularly, and you must have the most up-to-date name and address . 

• Use the proper salutation In your greeting, use “dear” followed by the personal title (Mr., Mrs., dr., etc.), followed by the last name of the person you’re writing to. You must address it to a specific individual. Check with the foundation or corporate office to ensure that you are speaking with the proper individual and that you have the correct personal title. These particulars may seem inconsequential, yet they are critical. 
• Write the cover letter

Your opening paragraph should be straightforward and focused on a single point. Introduce your group (using its legal name, which will serve as your corporate name and explain to the funder why you are asking for the funds you are requesting. Describe your group’s mission and activities in a sentence or two, followed by one research-based statement demonstrating why what your organization does is needed. 

Add one or two extra short paragraphs to your essay. Describe the goal of your project and how it aligns with the mission or financial priorities of the donor. Include the fact that your company’s board of directors is enthusiastic about the idea. 

Make use of a concluding phrase such as “sincerely.” If possible, the letter should be signed by the executive director and the board president, if applicable. Type the signer’s first name, middle initial, last name, and work title in the space provided below the signature. Although the ed or board president should sign the letter, add the contact information for the person who will be most suited to answer queries after the last paragraph. 

How Long Should a Proposal Cover Letter be?

Keep your cover letter to one page, with three or four paragraphs, and keep it concise. The tone and content of your cover letter may differ significantly if you’ve been requested to submit a comprehensive proposal after the submission of a letter of inquiry or if this is your organization’s first approach to a specific foundation.

Proposal Cover Letters Sample 1

Proposal cover letters sample 2, proposal cover letters sample 3, proposal cover letters sample 4.

Fundamentally, the cover letter should be forward-thinking, simple to read, and compelling enough to entice the reader to read the rest of the proposal. Avoid placing any barriers in the path of the reader that might dissuade them from continuing to read. 

About The Author

Jim Blessed

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How to Write a Proposal Cover Letter

Do you want to make a good first impression with your business proposals? If that’s the case, you cannot neglect your proposal cover letter. The success of your business proposals relies solely on how much attention you pay to every detail and how much effort you put into drafting it.

One key to drawing the attention of readers is to write a high-quality online proposal cover letter. If you are the one in charge of proposals, then you must learn how to make them as enticing and interesting as possible.

In this article, we will teach you how to create quality proposal cover letters and we will also tell you why using our software can help. So, keep on reading.

What Is a Cover Letter?

As you may know, a business proposal has multiple parts, respectively:

• Cover letter
• Executive summary
• The background of the company
• An assessment of the needs
• The goals of the project
• Plan of implementation
• A breakdown of the costs and budget
• Plan of evaluation
• Project sustainability

The cover letter of a business proposal is the part that acts as an introduction. It summarizes the most important details of your business proposal, proving to your clients that you are aware of their issues and that you have the right solution for them. In other words, it will present your client with your business offerings and why they matter.

The cover letter should also be good enough to convince your client to continue reading the proposal document. As you already know, first impressions matter. So, without putting effort and hard work into creating a fantastic cover letter for the business proposal, you are unlikely to persuade the client into reading more.

If you take a look at a proposal introduction letter sample, you will notice that what makes it so great is the attention to the client’s desires. Before writing any proposal application letter, you must listen to the customer and understand their needs.

Writing a cover letter for a proposal doesn’t have to involve complicated language. You can go for simple wording without getting too technical. The goal is to make the client understand what you are trying to communicate.

Why Do You Need a Cover Letter?

Before you check for proposal templates to draft your document, let’s see why you need a cover letter, to begin with.

Just like you, your clients are busy individuals. If you make them read tens of pages generated by an online proposal software, they are likely to run for the hills. They must know what they are getting into, and you should help them understand that the proposal is beneficial to them.

So, whether you use a proposal online software or not, you should always create a cover letter. It is your chance to make a good first impression and convince the reader that not only do you understand their problems, but you also have the right solutions for them. This way, they will keep on reading the full document.

The proposal cover letter allows you to be more personal and empathize with your clients. Meanwhile, business proposals are more factual. What better way to establish an emotional bond with your clients if not by relating to them on a more personal level?

Once you get clients hooked on the cover letter, they will most definitely be ready to proceed with the rest of the business proposal. They will go deeper into the technical specification of the process.

With good proposal letters, you can gain new clients without spending too much money. This can be a great benefit when you are just getting started with your business and don’t have a huge budget to spend on client acquisition.

With your proposal program of choice, you should ensure the cover letter is straight to the point. While you may be tempted to create a long and compelling proposal cover letter on your online proposals software, you will have better chances of success if you keep it short.

Clients are more likely to be attracted to brief proposal cover letters that don’t take too much of their precious time. So, if possible, check out some proposal cover examples before writing yours.

The Connection Between a Cover Letter and a Business Proposal

As already mentioned, cover letters are placed before your business proposal. More specifically, they are the introduction to your business proposal, making them the most relevant part of the document.

You cannot jump straight into a business proposal without introducing its contents first. This is why cover letters are so important – they provide your clients with some details about what is inside the document.

“Cover letter” and “introduction” are used interchangeably sometimes because these two terms refer to the same thing when it comes to business proposals. You might want to check out a sample proposal cover letter to prospect before drafting your very first cover.

Elements of a Business Cover Letter

Before you learn how to make a cover letter for a proposal, you must find out what the document includes. Here are the different elements of a proposal cover letter:

• The cover letter must be very short and concise, without dragging on. Clients will want to get a quick insight into the business proposal, not spend hours reading an introduction.
• The language should be simple, without technical and complicated terminology. The business proposal will take care of the technical side.
• Refrain from bragging about your business and all of its accomplishments. The focus should be on the client.
• Use some of the expressions and words from the communications you have already had with the client.

A great tip would also be to not blame the client for their issues. Your purpose is to present a business proposal that can help find a solution for that problem, not put the blame on the potential client and make them feel bad.

Cover Letter Structure

So, are you ready to find out how to write a cover letter for business proposal?

Before you start drafting your cover letter, you should ask a few questions that will help you during the writing process. For instance, you should find out:

·  What is the source of the funding for the project?

·  What reason does the client have behind this project?

·  What would the client relate to the most?

·  What is the final result that should be achieved?

Send your client a list with all your queries. Once you understand all these problems and find the right answers, you are ready to proceed.

Here is a general structure that most cover letters should follow:

1. The opening sentence First things first, you should open your proposal cover letter with the right question. You can begin by addressing the client’s problem right away so that you don’t waste any precious time. Then, follow it with the solutions you have for said issue. Another great method would be to get straight to the point. This is guaranteed to keep your clients engaged and make them interested in your offer. These solutions are their ultimate goal so give them what they want.

2. Keeping the right tone You are the expert, so you should sound like one. Therefore, you cannot afford to use a confused tone when writing the cover letter – you must be 100% sure about every detail you include there and back everything up with arguments.

In this case, it would be extremely helpful to get all the information you need before the drafting process even begins. Otherwise, you risk failing to gain the client’s trust.

Once again, you should focus on the client, not on your business and all you have managed to achieve throughout the years. You will have plenty of time to prove your worth. The client’s purpose is to find something that would solve their issues. They don’t want to spend time reading about a proud business owner who puts themselves on a pedestal.

Don’t make this mistake if you don’t want your potential client to just ignore your proposal cover letter.

3. Closing the proposal cover letter Once you reach the end of the cover letter, it is time to convince them to keep reading the business proposal. This is the ultimate goal of the document handed to the client, but you must word your invitation the right way.

So, you can direct them to the case study, where they will find all the project’s details and technicalities. If you manage to convince them that you are the solution to all of their problems, you are on your way to success.

The Bottom Line As you can see, the cover letter acts as the hook of the proposal. So, you must ensure it’s as qualitative as possible. If you need some help in creating your business proposal and cover letter, you can always opt for Proposa to provide you with useful templates and features. Our site speeds up the process of creating these documents, reducing your stress and ensuring you don’t waste time.

Build digital proposals quickly and easily with Proposa. Analyze who's opening your proposals and what they're looking at. Start building proposals better, smarter, and faster.

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How To Write A Killer Proposal Cover Letter

In this digital, competitively busy setting, first impressions are essential. The same goes for the cover letter you’re framing to pitch to a prospect.

The client’s desk is already filled with convincing letters from potential talents.

Standing out in the enormous queue of “skilled” candidates and grabbing the gig needs you to craft an appealing cover letter.

Instances suggest many skilled freelancers fail to land a project because they lack impactful proposal writing skills . 

Here, we will guide you through the process of creating a stellar cover letter for your proposal that grabs the client’s attention and brings exciting offers to your table.

Table of Contents

1. Read the Requirement Thoroughly

Many freelancers commit the mistake of starting the proposal just by reading the headline and not going into detail. This is not a great idea because you will miss vital information in the job description/requirements.

This may lead to non-adherence to a clause that the employer might have included, and you miss it altogether.

Check out the 30 common freelancing mistakes you can avoid making in this blog!

Reading the requirement thoroughly will help you understand the client’s needs better, customize your offering, and frame your pitch accordingly.

Sometimes, the clients also put specific instructions between the job requirements to know if you have read them thoroughly.

Here’s one example. 

We are looking for talented logo designers to join our team and work on our brand’s new logo launch, which is due this coming month.

We are a startup based out of Dubai and work with digital marketing agencies to care for their content needs. Write “N” at the beginning of your cover letter.

The pay is decent, and if we like this work, there will be regular work in the coming months. Place your bid to discuss further. 

If you start your proposal after a single gaze at the headline of hiring logo designers, you will miss the vital instruction in between. The same instruction 

2. Use Comprehensive Language and Tone 

Now that you have read the description in detail, it’s time to start writing the cover letter .

Remember, the cover letter is not for showing how many bombastic words you know. Neither is it your space to show how strong your vocabulary skills are. 

Keeping the proposal simple and comprehensive is the key; the sentence flow must be seamless. It would help if you keep the tone so that it directly connects to the client, and they find it interesting to read until the end. 

The more straightforward structure you follow conveying the most powerful message, the better your chances to stand out in many applications.

3. Capture Attention

Your client is super busy and receiving hundreds of applications stating why they should hire them. The chances are high.

He will scroll through your proposal, too, UNLESS you have something unique in it. 

Consider starting with a line that forces them to stop by and read more about you.

Something similar could be, “ I am super excited to frame this letter as I have four years of experience in logo designing, fitting the exact criteria you’re looking for. I’ll tell you why.” 

It is essential to grab their attention in the first few seconds of them opening your proposal. They won’t even take it to the next paragraph if they aren’t impressed. 

4. Answer Why You’re The Perfect Fit 

Once you’ve successfully grabbed their attention, they’re likely to read your letter, in the end, to understand if you are the one they are looking to hire. So, playing your dice on point here is crucial, or you’ll lose the game. 

You have to convince the client why you’re an excellent fit for the project and why they won’t regret hiring you. Choose to answer the following questions in detail: 

• How does your experience fit in with the mentioned job description?

Here, talk about your experience in the concerned field. Suppose they’re looking for a graphic designer for a new website.

Talk about your experience in graphic designing, what you understand about the industry, and your related work. Showcase your design skills and make sure to create a catchy graphic designer cover letter .

• What relevant work have you done? 

Tell them what similar projects you have worked on and how you contributed to that work. Describe how your client reacted to your work and gave you a big thumbs up. Keep it precise and to the point. Attach relevant samples to your work for them to look at your skills. 

• Talk about your ideas and excitement about working on the project. 

Tell them some brief ideas of how to be a unique contributor to the project. Express your enthusiasm to be a part of it and that you can’t wait to hear back from them. 

Clients love to see energetic candidates willing to invest their hundred percent in the project. A monotonous, repetitive cover letter without customization is a big red flag for them. 

5. Conclude with a Catchy CTA

If the client has come to the end of your cover letter, you have done an incredible job. But don’t think you’re done yet.

Not adding a catchy call-to-action will often fade the client’s interest to revert to you. Therefore, concluding your proposal cover letter with an engaging CTA is crucial, forming a different communication gateway. 

Some Quick Tips For Crafting an Appealing Cover Letter 

Now that you know the elements of what goes inside an intriguing proposal, here are a few quick hacks on the significant pointers. 

• While you write the proposal, ensure your focus is on client requirements. If they are looking for a copywriter for a travel website, you must not be talking about your experience writing crypto copies. What you can produce must be relevant to what the client wants. Want to become a copywriting superstar? Check out our blog for some insider tips and tricks to kickstart your journey!
• You might have written hundreds of copies or designed more than a hundred logos. But what the client cares about more is how you can be of help to their project. Rather than boasting about your achievements, explain the similar work you have done and the experience you have gained in that area. 
• Always remember that the proposal is not an essay on your professional achievements. It is a pitch to convince the prospect about your services. It would help if you hit the areas that connect to the client and they find it reliable to hire you for the project. 

Let’s see one example: a lot about the tactics for crafting an appealing cover letter that works. You could take references from this template while you pitch your next prospect. 

Here we go! 

Hey Sam, 

Greetings of the day! 

I’m writing this letter to express my strong desire to join your project about copywriting experts for an ed-tech website.

Being a copywriter for over three years now, I have collaborated with many ed-tech brands and startups and helped them with their needs of steller website copies. 

I follow a unique copywriting strategy that instantly connects to the audience and helps you get the recognition you deserve.

I’ll be open to constructive criticism and shall open the suggested feedback accordingly to keep up with your requirements. 

I can’t wait to implement my creativity and skills to develop engaging website copies that will stand out in the great wave of sensitive documents from competitors. 

I’d appreciate any further queries from your end and would be happy to answer them. I am attaching my samples herewith for you to gauge my skills better. 

Sounds like a good fit? Feel free to revert, and let’s discuss the project further. 

The Bottom Line 

Framing a catchy cover letter for your proposal is the first step towards creating an impression with your prospect and might open the door to long-term opportunities. So, be very cautious while you write the letter and ensure you are hitting the target areas right on point. 

Do you apply the steps mentioned above while you pitch a prospect? If not, what are you waiting for? It’s your time to implement the strategies now! And if you need some more resources for creating a winning freelance portfolio , we have got you covered too!

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Proposal Writer Cover Letter Example

To arouse the attention of a potential hiring manager, you can creatively write your cover letter while remaining professional. The best way to write a cover letter is to express your qualifications in the same tone as the company’s goal. Your Proposal Writer Cover Letter should highlight your superior written communication skills.

Our Proposal Writer Cover Letter Sample will give you an idea of what qualifications are important to include in your cover letter to make it exciting and compelling.

• Cover Letters
• Construction

What to Include in a Proposal Writer Cover Letter?

Roles and responsibilities.

• Create and edit business documentation, including presentations, manuals, training materials, proposals, etc.
• Collaborate with experts and other stakeholders to gather and organize the information required for the creation of proposals.
• Provide assistance to others with suitable phrasing for document content .
• Maintain documentation repository .

Education & Skills

Proposal writer skills:.

• Prepare persuasively, and articulate proposal sections to RFIs and RFPs.
• Establish strong relationships with subject matter experts.
• Identify, highlight, and resolve gaps in content.
• Ability to conduct in-depth research on technical business topics.
• Solid time management skills to prioritize appropriately to meet strict deadlines.
• Capable of complying with the style guide and brand standards.

Proposal Writer Educational Requirements:

• Bachelor’s degree in Communications or English (required).
• Prior experience of 1-2 years in a proposal writing role (preferred).
• Solid command over the English language.
• Proficient in MS Office Suite.
• Association of Proposal Management Professionals (APMP).

Proposal Writer Cover Letter Example (Text Version)

Dear Mr./Ms.,

I saw your advertisement for a Proposal Writer in the ABC Newspaper and would like to be considered for this role. For your convenience, I’ve added my resume along with this letter. With my Bachelor’s degree in creative writing and 4 years of proposal writing experience, I am confident that I can bring the requisite skills to the table.

Outlining a few of my core responsibilities for your review:

• Develop RFI and RFP documents.
• Prepare and coordinate writing assignments both within the company and with teaming partners.
• Modify existing proposal content and write new content as required for proposal responses.
• Review the proposals and execute proposal revisions.
• Identify new business opportunities and stay updated with the current industry trends.
• Provide assistance in the maintenance of CRM and other internal opportunity tracking/proposal development systems.

At XY Herald, I successfully wrote, edited, and proofread over 600 proposals. There I was also awarded the best proposal writer award last year.

I use my keen eye for analysis and solid coordination with all parties concerned to generate solutions that meet the requirements. Through my creative writing skills, I strive to convey a concise and clear message. I am sure that I would be an ideal fit for the vacant role.

I appreciate your time and consideration in advance, and I look forward to speaking with you.

Best Regards, [Your Name]

Including your innovative & analytical approach with outstanding problem-solving skills in your cover letter will impress the employer. Use your resume to include additional detail about your coursework and professional achievements. Use our job-winning Proposal Writer Resume Sample as a guide.

Customize Proposal Writer Cover Letter

Get hired faster with our free cover letter template designed to land you the perfect position.

Related Construction Cover Letters

Proposal Writer Cover Letter Example: 4 Templates

Although there are many opportunities to do so, a job won’t just fall into your lap. The key to landing the job is writing a cover letter that the hiring manager will read.

Letter Template: 1

Table of Contents

Proposal Writer Cover Letter

James Brown

238 Broadway

United States

The HR Manager

XYZ Company

354 F 63rd Street

Subject- proposal writer cover letter

I enthusiastically apply for this job as a proposal writer with four years of expertise creating proposals for infrastructure, [mention the name] engineering, and environmental projects.

At [mention the name] Technical Service, where I currently work as a proposal analyst, I collaborate with the engineering, commercial, project management, and [mention the name] divisions to research and draught proposals for both public and private sector projects.

In accordance with your specifications, I evaluate [mention the name], inform the divisions of the necessary information, compile inputs, organize text review sessions, edit and proofread draughts, and submit error-free files for publication. My prior work as a junior proofreader for [mention the name] Publishing’s Business Publications department has prepared me for this position.

A competent writer is required to express the significance of raising the finances required to finish the tasks at hand. Because of this, I am confident that I can contribute significantly to your team. I pay close attention to detail and take writing seriously.

I have professional experience and am a member of the [mention the name] Institute of [mention the name] and [mention the name]. I also have a [mention the name] in [mention the name].

I’ve had a good time working at [mention the name]. I’m looking for a new job because the company is downsizing its proposal team owing to the global pandemic’s market impact. There are some pretty intriguing infrastructural projects that your business is working on. I’d adore being a member of the proposal team!

Please find my resume attached for your review. I sincerely appreciate your time. Regarding the following steps, I look forward to hearing from you.

Yours sincerely

[Handwriting signature]

[Mention the contact details]

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

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

Letter Template: 2

I saw your latest ad for a proposal writer in the newspaper today. Being given consideration for the role would be exciting. To make things easier for you, I have attached my resume. You’ll see that I’ve established a reputation for myself working with renowned organizations like Company Name and Company Name in the fields of business and compelling writing.

I can say that over the course of the past [mention the number] years, since earning my [mention the name] in Technical Writing, I have successfully completed hundreds of proposals for a range of clients and industries. In order to create ideas that satisfy the interests of parties on both sides of the table, I use my skill with a deft hand at research and strong contact with concerned parties.

I am aware that it is my duty as a proposal writer to pay attention to the small print and create content that effectively communicates the significance of any proposed transaction. I approach every job with the goal of clearly communicating the goals of the business and how the client may achieve those needs through compelling, original content.

After graduating from the [mention the name] School of Business Practices, I joined [mention the name] Inc. and began my career as a proposal writer. I was able to write persuasive proposal letters and persuade the clients of the organization’s advantages because I had studied business communication. My efforts and writing abilities soon paid off, as the potential clients converted to regular customers and signed long-term contracts with the company.

I would value the chance to meet with you and discuss how my prior experiences can improve your present Proposal Writer position. At that time, I would be pleased to bring samples of my work for you to look at.

Best Regards,

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Candid learning offers information and resources that are specifically designed to meet the needs of grantseekers..

Candid Learning > Resources > Knowledge base

How do I write a proposal cover letter?

The cover letter often is your proposal's first chance to connect your project with the reader's philanthropic mission. It goes on top of a proposal, but it is not the same as an executive summary, which states your proposal's key points.

At minimum, your cover letter should:

• Request your dollar amount and introduce your project in the first sentence
• Describe how your project and/or organization will further the foundation's mission
• Reference your most recent contact with the foundation
• List the proposal's contents
• Give contact details in case the funder wants additional information
• Be signed by your organization's executive director

Dive in to this topic with our self-paced course: Crafting compelling grant proposals Learn how to craft a compelling and competitive proposal.

Sample cover letters

Samples of actual cover letters are usually hard to find because the donor and applicant may be very protective of these documents. Also, they usually are very specific to the project, organization, and funder.

However, our Sample Documents section is a searchable collection of proposals, cover letters, letters of inquiry, and proposal budgets that were actually funded. Each proposal includes a critique by the decision-maker who awarded the grant.

You also might check if anyone in your professional networks would be willing to share sample proposals and cover letters.

See also our related Knowledge Base articles:

How do I write a grant proposal?

What should be included in a letter of inquiry? Where can I find samples?

More articles on proposal writing.

Have a question about this topic? Ask us!

Candid's Online Librarian service will answer your questions within two business days.

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Explore resources curated by our staff for this topic:, staff-recommended websites, sample cover letters & proposals.

Nonprofit Guides has a sample proposal cover letter, letter of inquiry, proposal, budget, and other items that may be of use to grantseekers.

Sample Grant-Proposal Cover Letter

Sample cover letter that introduces a grant proposal.

How to Write an Effective Grant Proposal Cover Letter

Lists attributes and tips to write good cover letters. Includes sample cover letter.

Sample Cover Letter,Proposal,Letter Proposal

Each section includes a brief description of its purpose and what to include.

Staff-recommended books

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6 easy tips to write a killer RFP cover letter

Why you need the ultimate library for your rfp responses.

Product & Best Practices

Updated: Sep 5th, 2023

After weeks of work, you’ve finally put the finishing touches on your request for proposal (RFP) response. The proposal is a product of the hours you invested customizing past content, collaborating with subject matter experts, and refining your messaging.

Because of your efforts, the proposal is a masterpiece ⁠— creative, comprehensive and compelling. Consequently, you’re feeling confident. After all, your company  should  win this business — you’ve earned it. Now, there’s only one thing left to do … slap a proposal cover letter on top, submit it and move on to the next RFP.

But wait. Not so fast! When was the last time you read your boilerplate RFP cover letter? Like, actually read it. If you’re like many others, it’s been a while. Unfortunately, that means you might not be putting your best foot forward.

So, before you send off that RFP response, let’s take a closer look at your proposal cover letter and be sure it accurately represents your proposal. With a couple easy tips and a quick review, your cover letter will send just the right message.

In this post, we’ll explore what a proposal cover sheet is and why it matters. Then, I’ll explain what a cover letter includes, how to write a proposal cover letter, and a few sample RFP cover letters. Finally, I’ll share a proposal cover letter template you can download and customize to get a head start.

What is a proposal cover letter?

Why a well-written cover letter matters, parts of a proposal, components of a cover letter.

• What your RFP cover letter should do

3 common mistakes to avoid

Rfp cover letter template, proposal cover letter examples.

• Helpful response resources

A proposal cover letter is a single-page letter addressed to a prospective customer containing high-level information from a prospective vendor. The letter precedes an accompanying RFP response or business proposal.

Alternative names for the proposal cover letter include RFP response cover letter, bid proposal cover letter, RFP cover page, cover page for business proposal, and other similar variations. No matter what it’s called, the cover letter is your chance to introduce your business and offer to a potential new customer. As such, you need to make it count.

You spend hours working through the proposal process, so why should you spend even more time crafting an RFP response cover letter? The proposal cover letter is an oft-overlooked sales tool. Indeed, it’s a zero-cost way to get your message directly to the people who decide whether or not your proposal wins. Furthermore, the RFP cover letter takes very little time to compose and offers you one more way to stand out from your competitors.

If you’re like most businesses, your cover letter can probably be summarized like this: “Dear Mr. or Ms. Company ⁠— Thank you so much for this opportunity. Included in this proposal you will find our answers that meet the requested specifications. Thank you for your consideration.” 

While common, this isn’t a terribly compelling way to introduce yourself to a new customer that could help you grow your business. Your RFP cover letter provides a first impression to the proposal evaluators and decision makers reviewing your proposal.

Think of it this way: If you were going to present your proposal in person, how would you greet the buyer? You’d probably wear your best suit, walk confidently, put on a warm smile and share a confident handshake to make a memorable introduction. It should be the same with your proposal cover letter. Unfortunately, if your letter is anything like the example above, it’s like showing up in sweatpants and offering an unenthusiastic, mumbled greeting.

The RFP cover letter can also be used to:

• Create or deepen the connection between you and your buyer
• Reinforce your brand, values and expertise
• Promote your key differentiators
• Establish primary points of contact

No matter how you use the RFP cover letter and what you put in it, remember that the person receiving it is just that ⁠— a person. The quality of your bid proposal cover letter determines whether they read it carefully, skim it quickly, or ignore it completely. Generally, proposal cover letters are memorable either because they are embarrassingly bad or extraordinarily good. Make your cover letter memorable for the right reasons.

Proposal cover letter basics

The RFP cover letter should be included as a normal part of every proposal, but it’s just one component. Indeed, most proposals also include a number of other elements that will generally appear in a specific order.

• Cover letter
• Exe cutive summary
• Terms and conditions
• Supporting documentation (case studies, references and additional data)

If your left temple is throbbing just looking at that list, take comfort in the fact that your well-curated and maintained content library can do up to 80 percent of the work for you. 

As the first element of your proposal, the cover letter is bound to be seen by a lot of people. So, it’s important to make sure it is the best possible representation of your company. But, how do you decide what to say? One of the biggest challenges when writing an RFP response letter is how to keep it short while also making an impact ⁠— remember, your cover letter should fit on a single page. To help you craft your message, focus on these five elements.

• Greeting and introduction
• Summary of RFP needs
• Your broad qualifications and differentiators
• Thank you and closing

Your RFP cover letter should:

• Be the first page of your RFP response followed by your executive summary and proposal
• Introduce your company to the buyer’s key decision-makers and any others reviewing or scoring your bid
• Be conversational, genuine and confident ⁠— but it shouldn’t be an overt sales pitch
• Offer an overview of your understanding of the company’s needs
• Clearly state why your business is uniquely qualified to win the RFP opportunity
• If possible, express your vision for the future partnership and how you can help the business reach its goals
• Follow the customer’s instructions if they ask you to include specific information in the cover letter

What’s the difference between a cover letter and an executive summary?

When building formal RFP responses, this question comes up a lot. What is the difference between a cover letter and an executive summary? The confusion is understandable as the two documents share a lot of similarities. They are both short, introductory documents that precede your proposal. 

The primary distinction is that a proposal cover letter is an introduction to your company while the executive summary is an overview of your offer for a specific project. In addition, the cover letter should almost always fit on a single page while the executive summary may be two or three pages if necessary. Admittedly, the difference is subtle. While the contents may seem to naturally overlap, try to avoid repetition and ensure that each document provides unique information.

Beyond the basics: Six tips to writing a better RFP cover letter

1. address it to the right people.

Who is going to review your proposal? If you don’t already know, find out. Get in touch with the RFP contact and ask for the names of the key contacts who will weigh in on the decision. This may be a committee of people or a combination of procurement professionals, stakeholders and executives. 

If you start your RFP response letter with the standard “To whom it may concern” salutation, you’re blending in and sending a message. Unfortunately, this approach communicates that you couldn’t be bothered to update your cover letter template, didn’t do your homework, and don’t really care that much about winning the business. It certainly doesn’t reflect the hours of time you’ve likely invested creating the proposal that follows.

By specifically addressing the proposal cover letter to the key contacts, you make a quick connection and instantly improve the chances that they’ll actually read the bid proposal cover letter and your subsequent proposal. This attention to detail reinforces the idea that not only are you a good fit based on your qualifications, but you’re also invested in developing deeper relationships. You’re in it to be a strategic partner, not just another vendor. 

2. Keep it fresh and be human

Put yourself in your recipient’s shoes ⁠— You’ve just received dozens of proposals from vendors who more or less provide the same type of services. You are starting to sift through RFP responses that are admittedly, probably pretty dry. The initial review checking for proposal compliance is time-consuming, highly repetitive and gets old quick. 

So, if a cover letter starts with something like, “Thank you for the opportunity to earn your business,” it’s just adding to the tedium. It’s a classic and well-worn opening line. While it’s good to be humble and grateful, it’s far better to be unique and memorable. A post featured in APMP’s Winning the Business said, 

“… never start a cover letter with ‘thank you.’ It’s boring, and almost everyone does it. This seemingly respectful thank you does not help your organization to stand out or inspire your reader to keep reading.” 

The article goes on to recommend starting with something specific and complimentary about the business. This opener accomplishes two things; it quickly shows that this is no ordinary copy-and-paste proposal cover letter while reinforcing that you did your homework and recognize the business’s goals.

In an increasingly automated and efficient world, it’s easy to forget about the people behind the process. Even if you use RFP software to quickly complete the RFP itself, the RFP cover letter offers a rare opportunity to be human and genuine. 

3. Use formatting to catch their eye

Your cover letter only helps you win the business if it actually gets read by the right people. Just like using the perfect proposal format , the right cover letter format invites the reader to engage. So, make sure your cover letter is clean, visually appealing, approachable and not too dense. Remember that you’re trying to make an impression, not dive into every detail of your proposal.

Because your cover letter only uses one page, you have to be smart about how you use the space. There are three main places where you have the best chance to hook the reader: the first sentence, the center of the page and the closing. 

Opening Nothing catches your eye like your own name. So, as suggested above, address the letter directly to the evaluator(s). Then, include the buyer’s company name in a unique and impactful opening sentence. 

Center Make the most of the center of your RFP response letter using bullet points. Draw the eye directly to your biggest differentiators without specifically calling out your competitors. Include what you excel at like customer support, on-time delivery, cutting-edge features, value adds, scalability, customer growth and so on.

Closing Use the final line to move the deal forward. Offer the prospect a clear and direct call to action (see tip six for more information and an example). For example, provide details about how they can move forward with you, request the information you need to speed up contracting, or share what comes next in the process. 

If you can engage a reader in any one of these areas, they are far more likely to take the time to read your entire cover letter. Ideally, it’s intriguing enough that they continue on to check out your executive summary and proposal as well.

4. Tell a tale and express your understanding

Have a success story with a similar client that could boost your credibility? Tell it, but be brief. Share how a partnership has been mutually rewarding, how you’ve delivered a great customer experience or how you’ve been able to proactively solve problems. This reinforces your understanding of their business and goals.

In addition to telling a story, you can use your proposal cover letter to express your understanding of their pain. Every RFP starts with a need, and you received the RFP because the company believes you can meet that need. So, consider building on that foundation.

The relationship between buyers and sellers is evolving. More and more, businesses are looking for a long-term partner, someone who will actively find opportunities to create wins for both parties. RFP issuers want value but they also want a vendor that is invested in their success.

5. Stay true to your brand

Your company was included in the bid process for a reason, so stay true to the persona, culture, values and tone of your brand. Just because the RFP process is formal, doesn’t mean your RFP cover letter has to be. If your company prides itself on being down-to-earth, use that style in all of your communications. 

A cover letter shouldn’t be a lengthy essay, but it should demonstrate that you understand the prospect and their needs. Include “we” statements that hint at common goals. For example, “We believe our XYZ application will play an instrumental role in partnering with you to implement phase two of automating routine customer service processes, freeing your team to focus on reducing churn rates.”

Make sure that the tone of your cover letter accurately represents your brand and builds on the relationship you’ve cultivated. Don’t confuse your prospect by approaching them as if they were a stranger or in an unrecognizable style.

6. Close with a call to action, contact information and an actual signature

While the cover letter should be friendly, relatable and genuine; it’s also still a part of the sale. As with any good sales communication, state what you want them to do next and who they can contact to follow up. 

Wrap up your RFP cover letter with a call to action like:

• Please reach out with any questions you may have
• We’re eager to show you more ⁠— when we can schedule a demo with your team?
• Let me know if I can put you in touch with another customer for a reference
• To accelerate the contracting process, please send your standard terms and conditions

And the final element in a winning RFP cover letter is an actual signature (either handwritten or digital). It may not seem like a big deal, but it’s a nice touch and one last way to show your investment in winning the RFP opportunity.

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 respondent’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.

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 1,800+ clients, including 65+ 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.

Even for seasoned proposal professionals, it’s a challenge to start a brand new bid proposal cover letter from scratch, so below you’ll find an example. Hopefully, it will give you a head start on your next great RFP response. 

Ready to start crafting your own RFP cover letter in this style? Check out this RFP cover letter template that follows all the best practices covered above. You’ll also find helpful instructions in the template so you can quickly customize it to meet your needs.

Sample proposal letter – FedEx to State of Utah

If you only look at one other RFP cover letter sample, make it this one. This sample cover letter and accompanying proposal from FedEx is one of our favorites. Indeed, this request for proposal cover letter follows all the best practices. It includes:

• A specific addressee
• An engaging opening line
• Excellent formatting and bullet points
• A statement of experience
• Simple, but recognizable branding
• A real signature

Sample proposal cover letter – Insight Public Sector to Education Service Center (ESCO)

This proposal cover letter example introduces Insight Public Sector’s response to ESCO’s RFP for technology software, equipment, services and solutions. The letter fits on a single page, reaffirms the company’s qualifications, and uses colorful bullet points to draw the eye to the company’s primary differentiators.

Proposal transmittal letter example – SunPower/GSRP for Town of Nantucket

The RFP response letter focuses on the experience and financial stability of the two vendors partnering to win the business. In addition, the letter confirms the company’s ability to meet the specific qualifications set forth in the RFP for solar PV development for onsite energy generation.

RFP response cover letter sample – ISITE Design for Health Level Seven

Helpful RFP response resources

Looking for more tools and information to help you write the perfect RFP response? Check the helpful resources below.

Guide to writing an executive summary

Do you know the difference between the executive summary and your RFP cover letter? Learn more in this blog that explores how to write an executive summary that stands out. 

Your personal guide to writing a winning executive summary

• Product & Best Practices
• Selling & Enablement
• Content & Storytelling
• People & Teams
• Company & Events
• Customer Stories

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Grant Writer Cover Letter Example

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Start your Grant Writer cover letter by addressing the specific person or committee who will be reviewing your application, if possible. Then, introduce yourself and briefly mention your current role or professional status. Immediately follow this with a concise statement of your interest in the grant opportunity and how your experience aligns with the grant's objectives. For instance, you could say, "As a professional grant writer with a proven track record in securing funding for non-profit organizations, I am excited about the opportunity to apply for [specific grant] which aligns perfectly with my expertise in [specific area]." This approach immediately establishes your credentials and shows your enthusiasm for the opportunity.

The best way for Grant Writers to end a cover letter is by expressing gratitude and eagerness for the opportunity. This can be done by thanking the reader for considering their proposal and expressing hope for further discussion. For instance, "Thank you for considering our proposal. We look forward to the possibility of further discussing how we can contribute to your mission." It's also important to include contact information for easy follow-up. Lastly, a professional closing like "Sincerely" or "Best regards" followed by the writer's name and title should be used. This ending leaves a positive impression, shows respect for the reader's time, and demonstrates the writer's enthusiasm about the potential partnership.

In a cover letter, Grant Writers should include the following: 1. Introduction: This should include a brief introduction of the organization, its mission, and the purpose of the grant request. It's important to make a strong first impression that engages the reader. 2. Summary of the Proposal: This should be a concise summary of the project or program for which funding is being sought. It should include the total cost of the project, the amount being requested from the grantor, and a brief explanation of how the funds will be used. 3. Relevance to the Grantor: Explain why your project or program aligns with the grantor's mission or funding priorities. This shows that you've done your research and understand the grantor's goals. 4. Impact: Highlight the potential impact of the project or program. This could include the number of people served, the benefits to the community, or other measurable outcomes. 5. Closing: In the closing, express gratitude for the grantor's consideration and provide contact information for follow-up questions or discussions. 6. Attachments: Mention any attachments that accompany the cover letter, such as the full grant proposal, a budget, or letters of support. Remember, the cover letter is your chance to make a compelling case for your grant proposal. It should be professional, concise, and persuasive, demonstrating your organization's credibility and the value of your proposed project or program.

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