Example of a Letter of Intent and RFP

by Tara Duggan; Updated September 26, 2017
A letter of intent indicates your interest in bidding on a contract.

A Request for Proposal represents a written request to solicit contractors to bid on services or work a company or government agency wants performed. It outlines the scope of work, task details, quality expectations, qualifications required to bid, terms of the contract, submission deadlines and instructions on the way to format the response. Contractors typically send a letter of intent indicating their interest in responding to the proposal by the due date outlined in the document. This gives the company or agency an idea of how many responses it can expect.

RFP Review

Before responding to the proposal request, read it thoroughly. Your response should include an executive summary of your firm's experience, bios of key administrators and detail how your firm plans to fulfill the requirements listed. Be cautious if the proposal's requirements do not clearly state desired functions or is ambiguous in any way. Look for metrics that define how your compliance will be measured. Assess the penalties for noncompliance and weigh the risk. Understand how any resulting contract would be documented, monitored and managed to enforce the agreement. If the issuer is open to questions, contact him and resolve anything that is vague. Then, you can send your letter of intent with confidence.

Letter of Intent

Once you decide to respond, send the letter of intent by the date requested stating that your firm plans to submit a proposal. This ensures that you will receive any updates or changes to the original RFP. Do not respond with a handwritten letter or use email unless explicitly instructed to do so. Begin your letter by indicating why your firm is interested, acknowledge the deadlines and include your contact information. Your letter can be as simple as, "We would like to show our interest in the referenced proposal and be notified about any updates before it is due." You can, of course, include more details. Avoid asking clarifying questions, which may make your intent ambiguous. You want to ensure your letter arrives by the date indicated in the proposal. Send it via certified mail or next-day delivery service so that you have a dated receipt of its delivery.

About the Author

Tara Duggan is a Project Management Professional (PMP) specializing in knowledge management and instructional design. For over 25 years she has developed quality training materials for a variety of products and services supporting such companies as Digital Equipment Corporation, Compaq and HP. Her freelance work is published on various websites.