Final Proposal Cover Letter Guidelines

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[HEADER – Insert your company name and logo]
[INSERT DATE] Mr. Joe Smith, title Company Name Street Address City, State, Zip			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:		File:Inst2.gif	Always use a colon in formal salutation.

1^st 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 company and solution are the best choice.

2^nd 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
3^rd 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.

4^th 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 your company understands the request and is best suited to fulfill it.


CONCLUDING PARAGRAPH In two or three sentences, mention again the proposal name, concisely focus on the problem, your proposed soltuion, 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,
David Poly Lead Engineer Jane Jay Project Manager		File:Inst3.gif	INSERT YOUR NAMES AND TITLES

ENCLOSURE		File:Inst3.gif	Below your names, you will write “ENCLOSURE�?, which refers to those items that you will attach to this cover letter

Normally, the Proposal with an Appendix would be attached here to the cover letter. YOU ARE NOT WRITING A PROPOSAL. However, YOU DO HAVE TO ATTACH AN APPENDIX. Include: Your initial sketch, all the drawings of your final design, the final ROBOLAB program, the final MS Project, and the final cost estimate. Be sure to include the photographs of your model. AGAIN, you are just writing a cover letter and attaching an appendix with supporting documentation.

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