A well-crafted cover letter can differentiate your bid from competitors with similar pricing. While price often determines the winner, your cover letter creates the first impression and can influence tie-breakers and negotiated awards.
Purpose of Bid Cover Letters
What They Accomplish
Professional Introduction
- First impression of your company
- Sets tone for proposal
- Demonstrates professionalism
- Shows attention to detail
Key Information Summary
- Bid amount highlighted
- Critical terms summarized
- Contact information clear
- Commitment stated
Differentiation
- Relevant experience mentioned
- Value-adds noted
- Relationship building
- Competitive positioning
Essential Elements
Header Information
Your Company
- Company name
- Address
- Phone number
- Date
Recipient
- Owner/agency name
- Contact person (if known)
- Address
- Project reference
Opening Paragraph
Purpose State what you're submitting and for which project
Example "Please find enclosed our bid for the [Project Name], Bid Number [XXX], in accordance with the bid documents dated [date] and Addenda 1 through 3."
Key Points
- Clear project identification
- Reference bid number
- Mention addenda
- Express interest
Bid Amount
Prominent Display Make the price easy to find
Example "We are pleased to submit our lump sum bid in the amount of:
$2,347,000.00 (Two Million Three Hundred Forty-Seven Thousand Dollars)
for the complete scope of work as specified."
Best Practices
- Both numeric and written amounts
- Bold or highlighted
- Include what's covered
- Mention alternates separately
Scope Summary
What to Include
- Brief description of included work
- Major scope items
- Base bid coverage
- Alternate pricing (if required)
Example "This bid includes all general construction work including sitework, concrete, structural steel, and building envelope as specified. Alternate 1 (rooftop equipment screen) is priced at $47,500 additional."
Qualifications and Exclusions
Important Clarifications
- Key exclusions (if any)
- Assumptions
- Clarifications
- Qualifications
Example "This bid is based on the following:
- Owner-furnished equipment per Specification Section 11000
- Normal working hours (7 AM - 5 PM, Monday-Friday)
- 2025 prevailing wage rates as published"
Bid Validity
Standard Statement "This bid shall remain valid for ninety (90) days from the bid date, as required."
Include
- Validity period
- Matches bid documents
- Clear expiration
Experience Highlight
Brief Mention Reference relevant experience without overwhelming
Example "Our team has successfully completed over $50 million in similar educational facilities over the past five years, including the recently completed Lincoln Elementary School for [District Name]."
Keep It
- Brief (2-3 sentences)
- Relevant to this project
- Verifiable
- Confident but not boastful
Closing
Strong Finish Express commitment and invite contact
Example "We are committed to delivering this project on schedule and within budget. We welcome the opportunity to discuss our proposal and answer any questions. Please contact [Name] at [phone] or [email] for any clarifications."
Include
- Commitment statement
- Contact willingness
- Specific contact person
- Contact information
Signature Block
Requirements
- Authorized signature
- Printed name
- Title
- Company name
- Date
Template Example
[COMPANY LETTERHEAD]
[Date]
[Owner Name]
[Address]
[City, State ZIP]
RE: Bid for [Project Name]
Bid Number: [XXX]
Bid Date: [Date]
Dear [Selection Committee/Mr./Ms. Name]:
[Company Name] is pleased to submit the enclosed bid for
the [Project Name] in accordance with the bid documents
dated [date] and Addenda Nos. 1 through [X].
BASE BID: $X,XXX,XXX.00
(Written Amount Dollars)
This bid includes all work as specified in the contract
documents for [brief scope description].
ALTERNATES:
- Alternate 1 (Description): Add $XX,XXX.00
- Alternate 2 (Description): Deduct $XX,XXX.00
This bid is based on the following clarifications:
- [Clarification 1]
- [Clarification 2]
Our bid remains valid for [XX] days from the bid date.
[Company Name] has successfully completed [relevant
experience statement]. We are committed to delivering
this project safely, on time, and within budget.
Please contact [Name] at [phone] or [email] with any
questions regarding this proposal.
Respectfully submitted,
[Signature]
[Printed Name]
[Title]
[Company Name]
Enclosures: [List of enclosed documents]
Style and Tone
Professional but Not Stiff
Good Tone
- Confident
- Clear
- Direct
- Professional
Avoid
- Overly formal language
- Buzzwords and jargon
- Excessive superlatives
- Desperate-sounding language
Length
Ideal: One Page
- Cover essentials
- Don't repeat proposal details
- Summary, not documentation
- Respect reader's time
When Longer Is OK
- Complex projects with many alternates
- Required content per bid documents
- Multiple significant clarifications
Formatting
Readability
- Clear headings
- White space
- Bullet points for lists
- Highlighted bid amount
Professional Appearance
- Company letterhead
- Consistent fonts
- Proper margins
- Clean printing
Common Mistakes
Too Long
Problem: Multi-page cover letters that repeat proposal content
Solution: Keep to one page; save details for proposal sections
Missing Key Information
Problem: Buried or unclear bid amount
Solution: Highlight price prominently; use bold or larger font
Excessive Qualifications
Problem: So many qualifications that bid appears conditional
Solution: Limit to essential clarifications; keep straightforward
Generic Content
Problem: Same letter for every bid; no project-specific content
Solution: Customize at least the opening, experience, and closing
Errors
Problem: Wrong project name, date, or amount
Solution: Triple-check all specific information; have second person review
Private vs. Public Projects
Public Projects
Requirements
- Often prescriptive format
- May require specific statements
- Less flexibility
- Form letters sometimes provided
Approach
- Follow instructions exactly
- Include required statements
- Less personalization
- Focus on compliance
Private Projects
Opportunity
- More flexibility
- Relationship emphasis
- Differentiation possible
- Personal touch valued
Approach
- Customize more
- Reference relationship
- Highlight value-adds
- More conversational tone
After Submission
Keep Records
Document
- Final version submitted
- Submission confirmation
- Enclosure list
- Date/time of delivery
Follow Up
If Appropriate
- Confirm receipt
- Answer questions promptly
- Provide additional information
- Professional communication
Conclusion
Your bid cover letter is the first thing evaluators read and sets expectations for your proposal. A clear, professional letter with prominent pricing, relevant experience, and appropriate qualifications creates a positive first impression.
Keep it simple: one page, key information highlighted, professional tone. Customize enough to show you've thought about this specific project, but don't overload with unnecessary content.
The goal is to make your proposal easy to evaluate and position your company as capable, professional, and committed to the project's success.
ConstructionBids.ai provides project details upfront, helping you prepare targeted, professional bid packages.
