RFP Acceptance Letter

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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.

Sample

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.