# RFP Cover Letter Template

> Free template from RFP Software Tools (https://rfp-software-tools.com/templates/rfp-cover-letter-template). No sign-up, no email gate. Grey guidance paragraphs like this one explain each section: delete them before you send. Highlighted [square-bracket text] marks every blank you need to fill.

## Letterhead and addressing

> Puts the letter on company letterhead and addresses the person the RFP names as the point of contact.

[Company letterhead or logo]

[Date of submission]

[Contact name], [Title]  
[Buyer organization]  
[Address or portal reference]

**Re: [RFP title], RFP reference [number]**

Dear [Contact name],

## Opening: their goal in their words

> Shows in two sentences that you understood what the buyer is trying to achieve.

[Company] is submitting this proposal in response to [RFP title]. You are looking to [restate the buyer’s objective using the RFP’s own terms], and you have asked for [the one or two outcomes the RFP emphasizes].

## The offer and your strongest reason

> States what you propose and the single reason that should matter most to this evaluator.

We propose [one-sentence description of the solution or service]. [Single strongest reason, tied to an evaluation criterion, with one verifiable proof point such as a comparable customer or certification.]

## Commitment

> Names a concrete commitment the buyer can hold you to, such as a go-live date, staffing or service level.

We commit to [measurable commitment, for example go-live within X weeks of contract signature, a named project lead, or a service level].

## Required statements

> Covers the formal confirmations the RFP asks the letter to contain.

- We acknowledge receipt of addenda [numbers and dates].
- This offer is valid for [number] days from the submission deadline.
- [Company] accepts the terms and conditions of the RFP, except as listed in [section reference of the exceptions table].
- [Any other statement the RFP requires, for example no conflict of interest, registration numbers, or small-business status.]

## Contact and signature

> Gives one primary contact for questions and the signature of someone authorized to bind the company.

For questions about this proposal, contact [Name], [Title], at [email] or [direct phone].

I am authorized to bind [Company legal name] to this proposal.

Sincerely,

[Signature]  
[Name], [Title]  
[Company legal name]

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## Example A: commercial software RFP

> Illustrative example with invented names. Delete this page before sending.

Dear Ms. Patel, Northwind Health is looking to replace three regional scheduling systems with one platform that clinic staff can learn in a day, with go-live before the next open-enrollment period. We propose our scheduling platform with a phased rollout by region. The rollout plan in section 6 mirrors one we completed for a regional provider of similar size, who is listed as reference 1. We commit to a named implementation lead and production use in the first region within 10 weeks of signature. We acknowledge addenda 1 and 2, and this offer is valid for 120 days. I am authorized to bind Contoso Software Ltd. to this proposal.

## Example B: public-sector services RFP

> Illustrative example with invented names. Delete this page before sending.

Dear Mr. Okafor, the County is seeking a records-digitization partner that can meet the retention schedule in Exhibit C without interrupting public counter service. We propose an on-site scanning team working outside counter hours, with indexing performed to the County’s existing taxonomy. We confirm receipt of Addendum 1, no conflicts of interest, and acceptance of the County’s terms except the two items listed in Section 9. This offer remains valid for 90 days.