Difference between revisions of "Final Proposal Cover Letter Guidelines"

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{{Outdated||date=September 2007}}
<h1 align=center>Final Proposal Cover Letter Guidelines</h1>
<h1 align=center>Final Proposal Cover Letter Guidelines</h1>


<table cellspacing=0>
<table cellspacing=0>
<tr>
<tr><td colspan=7><p align=center><b>[HEADER – Insert your company name and logo]</b></p></td></tr>
<td colspan=7>
<tr><td colspan=7>&nbsp;</td></tr>
<p align=center><b>[HEADER – Insert your company name and logo]</b></p>
  </td>
</tr>
<tr>
<td colspan=7>
  <b>[INSERT DATE]</b>
  </td>
</tr>
<tr>
<tr>
<td colspan=2>
<td colspan=2>
  Mr. Joe Smith, [Title]<br>
<b>[Insert date]</b><br>
  [Company Name]<br>
Mr. Joe Smith, <b>title</b><br>
  [Street Address]<br>
<b>Company Name</b><br>
  [City, State, Zip]
<b>Street Address</b><br>
  </td>
<b>City, State, Zip</b>
<td>
</td>
[[Image:inst1.gif]]
<td>[[Image:Inst1.gif]]</td>
  </td>
<td style="border-bottom:solid windowtext 1.0pt;border-right:solid windowtext 1.0pt;border-top:solid windowtext 1.0pt;border-left:solid windowtext 1.0pt">
<td class=box colspan=3>
<b>This is the name and<br>
  <p><b>This is the name and address<br>
address of the contact person and<br>
  of the contact person and<br>
company where you are sending<br>
  company you are sending your<br>
your proposal.</b>
  proposal to.</b></p>
</td>
  </td>
</tr>
 
<tr><td colspan=7>&nbsp;</td></tr>
</tr>
<tr><td>Re:</td><td>[Project Name]</td></tr>
<tr>
<tr><td>&nbsp;</td><td colspan=3>[Project Specification, i.e., Robot for Bomb Disarming Project]</td></tr>
<td>RE:<br>&nbsp;</td>
<tr><td colspan=7>&nbsp;</td></tr>
<td colspan=5>
  <p>[Project Name]<br>
  [Project Specification, i.e., Robot for Bomb Disarming Project]</p>
  </td>
 
</tr>
<tr>
<td colspan=4>
  Dear Mr./Ms./Director <b>[INSERT CONTACT NAME]</b>:
  </td>
<td>
[[Image:inst2.gif]]
  </td>
<td class=box colspan=2>
  <p><b>Always use a colon in formal salutation.</b></p>
  </td>
</tr>
<tr>
<td colspan=7>
  &nbsp;
  </td>
</tr>
<tr>
<tr>
<td class=box colspan=7>
<td colspan=2>Dear Mr Smith:</td>
  <p><b><u>1<sup>st</sup> PARAGRAPH</u></b></p>
<td>[[Image:inst1.gif]]</td>
  <p><b>Introduce your company and the proposal you are responding to. Briefly state the problem<br>
<td style="border-bottom:solid windowtext 1.0pt;border-right:solid windowtext 1.0pt;border-top:solid windowtext 1.0pt;border-left:solid windowtext 1.0pt">
  described in the RFP for your project. Make sure you demonstrate your understanding of the<br>
<b>Always use a colon in a formal salutation.</b></td>
  problem. Now, briefly state – using persuasive language – your solution to the problem. Explain<br>
</tr>
  why your company is the best choice for the job.</b></p>
<tr><td colspan=7>&nbsp;</td></tr>
 
  <p><i>Example:</i> [Insert your company name] is pleased to submit our Proposal in response to your [insert name of project<br>
  proposal you are responding to].</p>
  </td>
</tr>
<tr>
<tr>
<td colspan=7>
<td colspan=7>
  <p>&nbsp;</p>
<p><b><u>First Paragraph</u></b></p>
  </td>
<p><b>Introduce your company and the proposal request you are responding to. Briefly state the<br>
</tr>
problem described in the RFP for your project. Make sure you demonstrate your understanding<br>
of the problem. Then, briefly state – using persuasive language – your solution to the problem.<br>
Explain why your design solution is the best choice.</b></p>
</td>
</tr>
<tr>
<tr>
<td class=box colspan=7>
<td colspan=7>&nbsp;</td></tr>
  <p><b><u>2<sup>nd</sup> &amp; 3<sup>rd</sup> PARAGRAPHS</u></b></p>
 
  <p><b>Now, <i>describe</i> the problem in more detail. <i>Explain</i> your solution, emphasizing your design<br>
  innovations and any original thinking about solving the problem. Provide a detailed<br>
  description of your project and how it answers the specifications of the RFP. You also need<br>
  to include both mechanism (e.g., the robot itself) and process (e.g., how the robot works)<br>
  descriptions.</b></p>
 
  <p><i>Examples:</i> Building an autonomous robot to disarm bombs keeps first responders out of harm’s way… Our firm has<br>
  designed an innovative touch sensor to… The robot is 13 inches tall and has four wheels… Using state-of-the-art<br>
  programming tools…</p>
  </td>
</tr>
<tr>
<tr>
<td colspan=7>
<td colspan=7>
  <p>&nbsp;</p>
<p><b><u>Second Paragraph</u></b></p>
  </td>
<p><b>Now, provide the background information necessary to demonstrate a full understanding<br>
</tr>
of the problem. This will allow you to describe the problem in more detail. In the concluding<br>
<tr>
sentence of this paragraph, describe your solution</b></p>
<td class=box colspan=7>
</td>
  <p><b><u>4<sup>th</sup> PARAGRAPH</u></b></p>
</tr>
 
  <p><b>Briefly describe your company, your team’s specific qualifications and the goals(s) you will meet.<br>
  This is where you are going to argue persuasively that your company is the best suited to meet<br>
  the needs of the current proposal. Be specific about what your company’s strengths are.</b></p>
 
  <p><i>Examples:</i> Our firm has developed over its seven year history… We are uniquely positioned to… Our firm’s location<br>
  in Lincoln, Nebraska…</p>
  </td>
</tr>
<tr>
<tr>
<td colspan=7>
<td colspan=7>
  <p>&nbsp;</p>
<p><b><u>Third Paragraph</u></b></p>
  </td>
<p><b>Build on that last sentence and provide a detailed description of your project. You will<br>
</tr>
need to include both mechanism (e.g. the robot itself) and process (e.g., how the robot works)<br>
<tr>
descriptions. Remember when you describe the feature of your robot to talk about their<br>
<td class=box colspan=7>
corresponding benefits.</b></p>
  <p><b><u>5<sup>th</sup> PARAGRAPH</u></b></p>
</td>
  <p><b>Talk about a past project (or current projects) that your company has undertaken. Highlight<br>
<tr><td colspan=7>&nbsp;</td></tr>
  the ways you have met other project specifications and guidelines. Be creative but NOT<br>
  outrageous in describing other fictional projects. This part gives a short but important history<br>
  of your successes for the potential client.</b></p>
  </td>
</tr>
<tr>
<tr>
<td colspan=7>
<td colspan=7>
  <p>&nbsp;</p>
<p><b><u>Fourth Paragraph</u></b></p>
  </td>
<p><b>Explain why your company is the best choice for the job. Don't do this by saying that you<br>
</tr>
are the best. Come up with ways to demonstrate your qualifications. Argue persuasively that you<br>
<tr>
understand the request and are best suited to fulfill it.</b></p>
<td class=box colspan=7>
</td>
  <p><b><u>FINAL PARAGRAPH</u></b></p>
</tr>
  <p><b>In two or three sentences, mention again the proposal name you are bidding for, concisely<br>
<tr><td colspan=7>&nbsp;</td></tr>
  focus again on the problem, your solution and what your company can bring to
  the project.<br>
  Make sure you express your strong interest in working on this project.
  Provide contact<br>
  information.</b></p>
  <p><i>Example:</i> The [insert your company’s name] team has worked on numerous projects and carefully reviewed your<br>
  guidelines – we know your procedures. The [insert company name] team can bring available experienced staff… We<br>
  look forward to the opportunity of
  working with you.</p>
  </td>
</tr>
<tr>
<tr>
<td colspan=7>
<td colspan=7>
  <p>Sincerely,</p>
<p><b><u>Concluding Paragraph</u></b></p>
  </td>
<p><b>In two or three sentences, mention again the proposal name, concisely focus on the<br>
</tr>
problem, your proposed solution, and what your firm will bring to the project. Make sure you<br>
express a strong interest in working on this job. Provide contact information.</b></p>
</td>
</tr>
<tr><td colspan=7>&nbsp;</td></tr>
<tr><td colspan=7>Sincerely,</td></tr>
<tr>
<tr>
<td colspan=2>
<td style="border-bottom:solid windowtext 1.0pt;border-right:solid windowtext 1.0pt;border-top:solid windowtext 1.0pt;border-left:solid windowtext 1.0pt" colspan=2>
  <p><b>David Poly<br>
<b>Sign Here</b></td>
  Lead Engineer</b></p>
<td>[[Image:inst1.gif]]</td>
  <p><b>Jane Jay<br>
</tr>
  Project Manager</b></p>
  </td>
<td>
  [[Image:inst3.gif]]
  </td>
<td class=box colspan=3>
  <p><b>INSERT YOUR NAMES AND TITLES</b></p>
  </td>
</tr>
<tr>
<tr>
<td colspan=7>
<td colspan=2>David Poly<br>Lead Engineer</td>
  &nbsp;
<td>&nbsp;</td>
  </td>
<td style="border-bottom:solid windowtext 1.0pt;border-right:solid windowtext 1.0pt;border-top:solid windowtext 1.0pt;border-left:solid windowtext 1.0pt" colspan=3>
<b>Insert your names and titles</b>
</td>
</tr>
<tr><td colspan=7>&nbsp;</td></tr>
<tr>
<tr>
<td colspan=2>
<td style="border-bottom:solid windowtext 1.0pt;border-right:solid windowtext 1.0pt;border-top:solid windowtext 1.0pt;border-left:solid windowtext 1.0pt" colspan=2>
  <p><br>
<b>Sign Here</b></td><td>[[Image:inst1.gif]]</td></tr>
  <b>ENCLOSURE</b></p>
<tr><td colspan=2>Jane Jay<br>Project Manager</td></tr>
  </td>
<tr><td colspan=7>&nbsp;</td></tr>
<td>
  [[Image:inst3.gif]]
  </td>
<td class=box colspan=3>
  <p><b>Below your names, you will write<br>
  “ENCLOSURE�?, which refers to those<br>
  items that you will attach to this cover<br>
  letter</b></p>
  </td>
</tr>
<tr>
<td colspan=7>
  <p>&nbsp;</p>
  </td>
</tr>
<tr>
<tr>
<td class=box colspan=7>
<td class=box colspan=7>
  <p><b>Normally, the Proposal with an Appendix would be attached here to the cover letter.<br>
<p><b>Normally, the proposal and the project team's resumes would be attached to this<br>
  YOU ARE NOT WRITING A PROPOSAL. However, YOU DO HAVE TO ATTACH AN<br>
letter. You will not be preparing a full proposal. Please follow the guidelines for preparing<br>
  APPENDIX. Include: Your initial sketch, all the drawings of your final design, the final<br>
your resume and attach one for each member of the team to this letter. Your TA will rpovide<br>
  ROBOLAB program, the final MS Project, and the final cost estimate. Be sure to include<br>
instructions for submitting other supporting documentation (e.g., drawings, programs, cost estimates).</b></p>
  the photographs of your model. In addition, describe, in complete sentences, your Production<br>
  Contract Considerations.</b></p>
 
  <p><b><u>AGAIN, you are just writing a cover letter and attaching an
  appendix with supporting<br>
  documentation.</u></b></p>
   </td>
   </td>
  </tr>
  </tr>
Line 201: Line 112:


<p>[[Instructions for Preparing your Final Proposal Cover Letter | Continue to previous topic: Instructions for Preparing your Final Proposal Cover Letter]]</p>
<p>[[Instructions for Preparing your Final Proposal Cover Letter | Continue to previous topic: Instructions for Preparing your Final Proposal Cover Letter]]</p>
{{Outdated||date=September 2007}}

Latest revision as of 03:06, 11 July 2011

Ambox outdated content.png
 This 's accuracy may be compromised because of out-of-date information. The information displayed on this has been deprecated as of September 2007 and is kept for historical purposes only. There may or may not be information relevant to the current course curriculum.

Final Proposal Cover Letter Guidelines

[HEADER – Insert your company name and logo]

 

[Insert date]
Mr. Joe Smith, title
Company Name
Street Address
City, State, Zip

Inst1.gif

This is the name and
address of the contact person and
company where you are sending
your proposal.

 
Re:[Project Name]
 [Project Specification, i.e., Robot for Bomb Disarming Project]
 
Dear Mr Smith: Inst1.gif Always use a colon in a formal salutation.
 

First Paragraph

Introduce your company and the proposal request you are responding to. Briefly state the
problem described in the RFP for your project. Make sure you demonstrate your understanding
of the problem. Then, briefly state – using persuasive language – your solution to the problem.
Explain why your design solution is the best choice.
 

Second Paragraph

Now, provide the background information necessary to demonstrate a full understanding
of the problem. This will allow you to describe the problem in more detail. In the concluding
sentence of this paragraph, describe your solution

Third Paragraph

Build on that last sentence and provide a detailed description of your project. You will
need to include both mechanism (e.g. the robot itself) and process (e.g., how the robot works)
descriptions. Remember when you describe the feature of your robot to talk about their
corresponding benefits.
 

Fourth Paragraph

Explain why your company is the best choice for the job. Don't do this by saying that you
are the best. Come up with ways to demonstrate your qualifications. Argue persuasively that you
understand the request and are best suited to fulfill it.
 

Concluding Paragraph

In two or three sentences, mention again the proposal name, concisely focus on the
problem, your proposed solution, and what your firm will bring to the project. Make sure you
express a strong interest in working on this job. Provide contact information.
 
Sincerely,
Sign Here Inst1.gif
David Poly
Lead Engineer		  

Insert your names and titles

 
Sign HereInst1.gif
Jane Jay
Project Manager
 

Normally, the proposal and the project team's resumes would be attached to this
letter. You will not be preparing a full proposal. Please follow the guidelines for preparing
your resume and attach one for each member of the team to this letter. Your TA will rpovide
instructions for submitting other supporting documentation (e.g., drawings, programs, cost estimates).

Return to Table of Contents

Continue to next topic: Persuasion

Continue to previous topic: Instructions for Preparing your Final Proposal Cover Letter

Ambox outdated content.png
 This 's accuracy may be compromised because of out-of-date information. The information displayed on this has been deprecated as of September 2007 and is kept for historical purposes only. There may or may not be information relevant to the current course curriculum.
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