There is no reason why some writers never write a proposal cover letter. Writing a proposal cover letter is good business etiquette. The purpose of a proposal cover letter is to introduce your proposal not to summarize it. It can be a personal note between you and your contact person within the organization or company. Usually a cover letter and a proposal has two different audiences.
Below is a sample proposal cover letter:
Dear Ms. Boniquit:
I really enjoyed talking with you about your proposal project.
Attached is a Computerized Inventory System (CIS) proposal that describes the advantages and benefits of the system. I believe that CIS is best suited to your company like yours. Using CIS provides several benefits over the traditional system such as inventory tracking, cost cutting, save time and effort, inventory balance, and warehouse organization,
I look forward working with you on this valuable project. I will contact you in a couple of days to answer any questions you may have. For a while, please don’t hesitate to contact me if I can be of further assistance. I can be reached at telephone number (037) 451-2485.
I hope we can continue working together into the future.
Proposal cover letter is written as escort of a business proposal. It is a short overview of the proposal itself. It should be professionally written. One of the mistakes of a business proposal is trying to summarize the whole business proposal in the cover letter. The summary of your business proposal should be written in your executive summary not in the cover letter. The only purpose of your proposal cover letter is to introduce your business proposal.
The first paragraph should thank the recipient, and then the second paragraph should contain something personal but still in professional way. If the business proposal is for your existing client or customer, don’t forget to mention how you enjoyed working with him in the past. And if your business proposal is for the client or company you have never done business before, make an effort to establish a working rapport through telephone conversations and email. And that way, your cover letter will not being too dry
The last paragraph of your proposal cover letter will be your expectation for the future such as your looking forward for the earning potential of your business being offered as well as the working relationship with the new client or customer.
Before writing a proposal cover letter, the proposal must be completed because the writer may have communication with the recipient that will control the tone and content of your letter.
Proposal cover letter is very essential to get a proposal accepted since it is the first thing that authorities will read. It contains an introduction which gives the reader an idea about the proposal as well as the objectives and goals and how the organization or company will benefit from the proposed project.
Proposal cover letter will help the reader to go through the necessary information of the proposal within a short time. It should provide enough information and shows that it has a strong solution to their requirements.
The following are some tips before writing a proposal cover letter:
- Receiver name should write properly such as his/her correct name, designation and address.
- Start by defining the problem that you intent to solve because in this way you will catch attention of the reader right away.
- Next, state how you will implement the solution to solve the problem by giving specific action to assure the reader that you have a definite plan.
- Mention the time period to complete the job.
- Also, state the funds needed to for the project.
- Tell the reader to consider recommendations and how the solution in your proposal can help to solve the problem.
- Lastly, before submitting the proposal cover letter, review any errors in spelling, grammar and format. Double check if the proposal cover letter is accurate.
September 1, 1998
Mr. John Yeung, General Manager
Cookson’s Retail Stores, Inc.
101 Longuer Street
Savannah, Georgia 31499
Dear Mr. Yeung:
The Waters Corporation appreciates the opportunity to respond to Cookson’s Request for Proposals dated July 26, 1998. We would like to thank you Mr. Becklight, Directors of your Management Information Systems Department, for his invaluable contributions to the study of your operations that we conducted before preparing our proposal.
It has been Water’s privilege to provide Cookson’s with retails systems and equipment since your first store opened many years ago. Therefore, we have become very familiar with your requirements as they have evolved during the expansion you have experienced since that time. Water’s close working relationship with Cookson’s has resulted in a clear understanding of Cookson’s philosophy and needs.
Our proposal describes a Waters Interactive Terminal/Retail Processor System designed to meet Cookson’s network and processing needs. It will provide all of your required capabilities, from the point-of-sale operational requirements at the store terminals to the host processor. The system uses the proven Retail III modular software, with its point-of-sale applications, and the superior Interactive Terminal with its advanced capabilities and design. This system is easily installed without massive customer reprogramming.
The Waters Interactive Terminal/Retail Processor System, which is compatible with much of Cookson’s present equipment, not only will answer your present requirements but will provide the flexibility to add new features and products in the future. The system’s unique hardware modularity, efficient microprocessor design, and flexible programming capability greatly reduce the risk of obsolescence.
Thank you for the opportunity to present this proposal. You may be sure that we will use all the resources available to the Waters Corporation to ensure the successful implementation of the new system.
Janet A. Curtain
Executive Account Manager
General Merchandise Systems