In the world of business partnerships, it is not uncommon for one company to send a request for a business proposal to another company. A business proposal could pertain to anything as small as lining up a new product supplier, or as big as merging two companies. When your company receives a request for a proposal, or RFP, you should write back to formally accept the challenge. Here is a helpful guide to writing a formal RFP acceptance letter in a professional and gracious way.
Format and Content
Be sure to write on your company’s official letterhead, keeping proper grammar and spelling a priority. You should write approximately three paragraphs in a good RFP acceptance letter format. Let the company know that you have received their request for a proposal and what you plan to do about it. Give any other important details as well as your contact information so that further discussion may be had. You may wish to close with a nice expression of appreciation for the request and do not forget to sign and date the letter appropriately, as will be shown in the example letter below.
Looking at an example is a great way to figure out where to start writing your own letter. Here is a formal RFP acceptance letter sample from a company who is considering merging with another company. The chief executive drafts a proposal to send in for approval and writes this gracious letter to straighten out some of the details. He also gives his contact information so that a meeting can be scheduled.
123 Main Street
Columbus, OH 43266
Catherine R. Erickson
123 Broadway Street
Columbus, OH 43266
May 1, 2014
Dear Ms. Erickson,
I am writing to let you know that I have received and accepted your request for a proposal and have already begun a first draft. We at Smith Communications look forward to beginning the process of merging with ABC Company in order to cooperatively meet our goals.
Enclosed with this letter, you will find the first draft of our proposal. Please look it over and determine whether or not you are satisfied with the terms and conditions therein. In any case, I look forward to scheduling a meeting with you for further discussion. Please contact me at your convenience at (555)555-5555 or [email] I look forward to hearing back from you and will return any messages as quickly as possible.
I am appreciative of your willingness to enter into this partnership and hope that we can agree on a set of terms and conditions that are mutually beneficial and satisfying. I foresee great progress in the futures of Smith Communications and ABC Company due to this new partnership. Thank you for your consideration in this matter.
Terry A. Bronson