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Below is a sample letter for reference. If you aren't seeking any changes upon turning to work, then use this sample letter as a guide. Replace the words in brackets with the details that appropriate for your situation.

As a business professional in a management capacity, there may be a time when you are required to write a request for proposal, commonly known as an RFP. A is typically written when work needs to be completed from an outside vendor or by another department internally. The RFP should describe the project, the response you are looking from vendors, the steps in reviewing the proposal, including a timeline and pertinent contact information. Here, we'll take a look at some written examples of a request for proposal and other important tools to aid you in the RFP process. It is important when writing the RFP that a pool of vendors, or potential bidders, are selected and notified. You can submit a notice in your local newspaper, online or to a media source to let bidders know of the project or you can be very selective in your approach and reach out to preferred bidders.

With either notification method you should consider writing a Letter of Notice for the RFP. Image Credit () Letter of Notice Most letters are similar to this particular letter: Date Individual’s Name Company Name (if applicable) Street Address City, State and ZIP Salutations: The body of letter should include an introduction, give a brief description of the project and have contact information for interested parties. A deadline to respond for interest should also be included. This letter should be no more than two pages. Close the letter with your name and title.

NOTE: Your letter should always use the so refer to the structure of those letters for details on preparation, greetings and closings. Example of a Request for Proposal Once you have your bidders identified, you should begin writing your RFP, which is more detailed than the Letter of Notice. Here is an example of a Request for Proposal outline: • Executive summary • Statement of need • Project description • Organization information • Project schedule • • Conclusion Now here are a few examples of Request for Proposals: Company Name Company Address Company City, State and ZIP Company Phone Project Name – Name should be clear and to the point. Introduction This section should be an introduction of the company, the team, and the project. Overall Project Goals This section highlights what the company finds to be the and the end results. Vendors should answer in their bid how they will make the project goals feasible. Scope of Work The details the project and how the company will work with the vendor to ensure completion.

Requested Information and Proposal Format This section is to address how the requested information and proposal format should be submitted. In this section, vendors should meet and/or exceed the needs of the projects when they return their bids. You should not be willing to compromise on what you expect to receive back from the vendors. Optional Services This section addresses any additional services that may be required from the vendor. Ownership and Intellectual Property This section explicitly expresses the. Vendors may be willing to give you what they create for you, but may not be willing to give what they created and used for the creation of your project, such as software, programs, and the like. Company Responsibilities This section highlights the responsibilities of the company to ensure the vendor receives all documents, schedules and other pertinent information to stay on track with the success of the project.

Estimated Project Duration This section gives an from the RFP response submission date to the final decision date. Make sure you allow time for changes and alterations to the project and RFP. Submission Information This section helps the vendor on how to submit their bid and what the requirements are. Selection Criteria This section helps the vendor understand the selection criteria, so be sure to include your contact information for bids and questions. Miscellaneous This includes any additional comments or services required by the company to the vendor. Another Example of Request for Proposal.

However, not all RFPs are written to include these items offered in page one of this article. RFPs can and should be altered to fit the immediate need of the department and project.

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