RFP Response Letter Template

An RFP-response letter submits your bid in answer to a request for proposals.

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[[Sender Name]]
[[Company]]
[[Date]]

[[Issuer Name]]
[[Issuer Organization]]

Dear [[Issuer Name]],

Thank you for the RFP [[#]] on [[project]]. Enclosed is [[Company]]'s response.

Summary:
- Understanding of need: [[one line]]
- Proposed solution: [[one line]]
- Investment: [[amount]], terms [[details]]
- Timeline: [[start]]–[[end]]

We meet all mandatory criteria and would welcome a clarification call on [[date]].

Sincerely,
[[Sender Name]]

What to fill in

The RFP number and project
Your one-line solution
Investment and terms
A clarification-call date

Tips

Answer every mandatory criterion — missing one can disqualify you.

Summarise up top for busy evaluators.

Confirm the submission deadline and format.

FAQ

How long should the response be?

As long as the RFP asks. Follow the structure exactly; don't pad or skip sections.

By Tracy Walsh, business writing coach

RFP Response Letter Template

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What to fill in

Tips

FAQ

How long should the response be?

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