If you are bidding on a job, the letter you send to express your interest should be concise and to the point. It should briefly address how you’ll approach the assignment and why a client should hire you instead of your competition. In addition, your letter must be engaging enough to pique the client’s interest and encourage him to read your entire proposal.
Personalize Your Letter
Never use a “one-size-fits-all” template when bidding on jobs. Most clients can spot a generic letter immediately, prompting them to believe you haven’t thoroughly researched the project or their company. Begin your bid letter by demonstrating an in-depth understanding of the client’s needs and the results he desires. For example, you might say, “As you prepare to target the 18-to-25-year-old female demographic, you need a copywriter with proven experience reaching out to this audience and turning prospects into loyal customers.”
Focus on Benefits
Instead of merely listing what you have to offer, discuss how these qualifications will benefit the client. For example, instead of describing yourself as “detail-oriented,” say “By hiring me to oversee your employee training programs, you’ll free up time and resources, allowing you to devote your energy solely to refining your products and services.” Be specific about what the client has to gain from enlisting your services, whether that’s saving $10,000 a year or increasing productivity by 15 percent.
Outline Your Plan
Discuss in detail how you’ll solve the client’s problem, describing your proposal step-by-step and offering a timeline. If you’re bidding on a complex or lengthy project, break it down into phases and offer an estimated completion time for each. Avoid jargon and write in plain English. At some companies, multiple people must read and approve the bid before the client can accept it. The person reading your letter might not have in-depth technical knowledge and might instead be the person in charge of spending.
Discuss fees and expenses at the end of your letter, after you’ve made a strong case for why you’re the right person for the job. If you know the client’s budget, keep your fee within that range and emphasize your commitment to staying within the company’s budget. Mention the total fee first, then break it down so the client can see exactly what he’ll receive for his money. If you must charge more for a particular task or phase of the project, note this in your letter and provide details explaining why.