cover letter for fee submission

3 Essential Cover Letter Templates for Invoice Submission

A well-crafted cover letter accompanying your invoice not only reinforces professionalism but also clarifies the details, making the process smoother for both parties. Below are three unique templates to help you create effective cover letters for invoice submission.

Template 1: Formal Business Style

[Your Name] [Your Company’s Name] [Your Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date]

[Recipient’s Name] [Recipient’s Job Title] [Recipient’s Company’s Name] [Recipient’s Address] [City, State, ZIP Code]

Dear [Recipient’s Name],

I hope this message finds you well. Please find attached Invoice #[Invoice Number] for services rendered during the period of [Start Date] to [End Date]. The invoice details are outlined below for your convenience:

Invoice Number: [Invoice Number]
Date of Issue: [Date of Issue]
Due Date: [Due Date]
Amount Due: [Amount Due]

Should you have any questions or require further information regarding this invoice, please do not hesitate to contact me. Your prompt attention to this matter is greatly appreciated, and I look forward to your timely payment.

Thank you for your continued business and trust in our services.

[Your Name] [Your Job Title]

Template 2: Friendly and Professional

Hi [Recipient’s Name],

I hope you’re doing well! Attached is Invoice #[Invoice Number] for the services provided between [Start Date] and [End Date]. Below is a summary of the invoice details for your reference:

Total Amount Due: [Amount Due]

If you have any questions or need any clarifications, please feel free to reach out to me directly. We appreciate your business and look forward to your prompt payment.

Thank you and have a great day!

Best regards,

Template 3: Detailed and Informative

I trust this letter finds you well. Please find attached Invoice #[Invoice Number], which includes a detailed breakdown of services provided during the period of [Start Date] to [End Date]. Here are the key details of the invoice:

Invoice Date: [Date of Issue]
Service Description: [Brief Description of Services]

We value our collaboration and are committed to delivering quality services. Please review the invoice at your earliest convenience and process the payment by the due date. If there are any discrepancies or questions, please do not hesitate to contact me.

Thank you for your prompt attention to this matter.

Warm regards,

Frequently Asked Questions (FAQs)

Q: why is a cover letter important when submitting an invoice.

Answer: From my experience, a cover letter adds a professional touch and helps clarify the details of the invoice, reducing the chances of misunderstandings. It also ensures the invoice is noticed and processed promptly.

Q: What key information should I include in my cover letter for invoice submission?

Answer: I always make sure to include the invoice number, date of issue, due date, and total amount due. Additionally, a brief description of the services provided can help the recipient understand the context of the invoice.

Q: How formal should my cover letter be?

Answer: The level of formality depends on your relationship with the client. In my practice, I use a more formal tone for new or corporate clients, and a slightly relaxed tone for long-term or smaller clients.

Q: Can I email my invoice cover letter, or should it be a physical letter?

Answer: In my experience, emailing the cover letter is perfectly acceptable and often preferred for its speed and convenience. However, for some traditional businesses, sending a physical copy might still be necessary.

Q: How can I ensure my invoice cover letter is effective?

Answer: I find that keeping the cover letter concise and to the point is most effective. Clearly stating the purpose and key details of the invoice helps in prompt processing and payment.

Q: Should I follow up after sending the invoice cover letter?

Answer: Yes, I always follow up if I haven’t received a response within a week or so. A polite reminder can ensure the invoice hasn’t been overlooked and speeds up the payment process.

Q: What should I do if my invoice remains unpaid after sending the cover letter?

Answer: Based on my experience, a follow-up email or call is the next step. If there’s still no response, I escalate the issue by sending a formal reminder and possibly discussing it directly with the client.

Q: How can I make my invoice cover letter stand out?

Answer: Personalizing the cover letter by addressing the recipient by name and referencing specific details about the services provided always works for me. It shows that you value their business and have put effort into the correspondence.

Q: Are there any tools or templates I can use to create my invoice cover letter?

Answer: Absolutely, I often use word processing software like Microsoft Word or Google Docs, which offer templates. Customizing these templates to fit your business style and branding can save time and ensure consistency.

Q: How do I handle multiple invoices in one cover letter?

Answer: When dealing with multiple invoices, I list each invoice number and corresponding amount in the cover letter. This organized approach has always helped me ensure clarity and avoid confusion for the recipient.

How to Write a Proposal Cover Letter: Examples + Free Template

Posted by: Cinthya Soto

Proposal cover letters are brief overviews that introduce the more in-depth content of a proposal. Cover letters are normally the first page of a proposal, making them the first impression you will give and your first opportunity to convince the reader to work with you. These letters directly communicate with the client and set the stage for the following proposal details.

If your proposal cover letter is not convincing enough, the reader might not read your entire proposal and choose a competitor. That’s why understanding the do’s and don’ts of proposal cover letter writing is crucial.

In this blog, we’ll teach you how to structure and write a proposal cover letter, what makes a good and a bad proposal, and we even provide a free downloadable template for your firm to use.

What Is a Proposal Cover Letter?

A proposal cover letter is a letter that accompanies an RFP response or bid submission. Its primary purpose is to introduce the proposal, explain its relevance to the recipient, and persuade the reader of the value and credibility of what’s being offered. It sets the tone for the entire proposal, so make sure it’s well-crafted.

The cover letter needs to be persuasive and blow your prospect away because it provides a first impression. Since it’s often the first thing the recipient will see, it plays a key role in the recipient’s decision to even consider reading the full proposal.

The cover letter is frequently the initial opportunity for your proposal to align with the reader’s objectives. While it goes on top of the proposal, it shouldn’t be confused with an executive summary that outlines the main highlights of your proposal.

Why Your Proposal Cover Letter Matters

Your proposal cover letter is made up of the most important paragraphs you’ll ever write because it’s the section everyone will read. That’s why it’s essential to nail it, or you stand the chance of losing the project. A cover letter helps busy clients decide if they’re interested in reading the complete proposal. Therefore, having a winning proposal cover letter is equally important as the actual proposal.

The proposal cover letter gives you a chance to leave clients with a memorable first impression. While proposals lean towards factual information, cover letters offer a more personal touch. Establishing an emotional connection from the beginning significantly increases the likelihood of the reader engaging with your entire proposal.

What Should Be on a Proposal Cover Letter?

Though the specifics of your proposal may vary based on the nature of your offer and your sector, the proposal cover letter should consistently stick to the following structure:

Contact Information

It’s essential to include your contact details, including your name, email, and phone number, as well as your organization’s information such as its name, email, phone number, website, and even its social media handles. For bonus points, include the link to your LinkedIn profile in the heading too so the reader can get a deeper understanding of who you are.

Make these details easy to find by placing them at the top or bottom of the cover letter, ensuring they’re in a bold and easy-to-read font so potential clients have no problem finding them. Using the company’s letterhead for the letter not only ensures the inclusion of this information but also gives a professional touch.

Greeting

This is your chance to introduce your company and what you do. It’s your first opportunity to make a positive impression and establish a connection with the reader.

Begin with a concise statement about your company. This could be your mission statement, a brief history, or an overview of what makes your organization unique. This is your chance to highlight areas where your company excels, which helps you establish credibility.

Additionally, highlight your primary areas of specialization or the main services/products you offer. This will give the reader a clear understanding of your role and what you do.

Summary

Often, decision-makers are drowned in proposals, and they might not have the time or patience to go through every detail initially. A concise summary ensures that they can quickly understand your proposal’s primary objectives and value.

You should provide details about your value propositions at a high level and connect how they meet your client’s requirements. By summarizing how your proposal addresses the client’s specific challenges or needs, you can instantly resonate with them, emphasizing that your solution is tailored to their situation.

Offer

Continuing to the offer, this is where you should further explain how you can provide a personalized solution. Clarify to the client the unique value your solution brings to solve their problem.

Having captured your potential client’s interest, you now have to focus on keeping it. Achieve this by highlighting the clear benefits that directly compellingly address their challenges, making it easy to understand.

While you’ll be mentioning how your work will benefit the prospect, you should also explain what they will win from choosing to work with you.

Here are some tips on how you can accomplish this:

Select the three to five primary attributes of your solution
Explain their advantages for your client in a concise statement
Be straightforward– This is what we provide. This is how it solves your issue

References

In situations where multiple firms submit proposals, having strong and relevant references can set you apart from competitors. It offers an added layer of reassurance to prospective clients about your experience and competence. Essentially, relevant references help the client understand why they should choose you over others.

References also show the prospective client or partner that others have trusted you and that you’ve delivered results. By showcasing references from satisfied clients or partners, you demonstrate that you have been trusted in the past, which can solve any insecurity or concerns the potential client might have.

Visuals

Visuals aren’t a must for proposal cover letters. However, they can enhance its impact by emphasizing crucial information. If you have a designer on your team, you can incorporate graphics that highlight the key points of the letter.

Some examples of what this might look like:

Highlighting a customer satisfaction quote in a different font to make it stand out
Using callout boxes to draw attention to your key value propositions (especially helpful for busy teams skimming the page)
Using the company letterhead
Including the signature from a senior person at your company

Conclusion

Similar to introductions, many cover letters tend to focus more on the body content than the concluding paragraph. However, ending on a powerful note is as crucial as creating a compelling start. It’s recommended to conclude your cover letter by highlighting a significant benefit and the value your project will offer to the company.

Additionally, when wrapping up your proposal cover letter, always encourage them to continue by reading the complete proposal.

How to Write a Proposal Cover Letter

Now that you know the structure to follow on the proposal cover letter, it’s time to go into the details of how to write a proposal letter.

Powerful First Sentence

Starting with a powerful opening sentence can grab the reader’s attention immediately, encourage them to continue reading, and make your proposal stand out among the endless others they may have received. It’s beneficial to use impactful verbs and straightforward wording to ensure your initial sentence remains engaging and brief.

Demonstrate You Understand the Problem

In any proposal, it’s essential to demonstrate to your client that you understand the problem they’re facing. Highlight their goals and the reasons behind your collaboration. Present the company’s challenges in an easily comprehensible manner. Dedicate a section to focus on the company’s concerns, and later in the cover letter, you can introduce the proposed solutions.

Offer to Discuss the Proposal Further

Before ending your cover letter, you should stress your readiness to dive deeper into the proposal and address any questions or concerns the reader might have. Additionally, this serves as a chance for you to propose a face-to-face meeting with the potential client to further increase your chances of landing the project.

Thank the Issuer for the Opportunity

In the cover letter, you have the opportunity to express gratitude to the proposal’s recipients. Recognizing their participation in the process and expressing appreciation for the opportunity not only demonstrates courtesy but also signals to all reviewers that you’ve closely read the RFP guidelines.

Persuasive Closing

After completing the structure and details of your proposal cover letter, end with a persuasive closing demonstrating your understanding of the next steps. Clients want to understand how you’ll assist them in achieving their objectives and the next steps for moving forward. This demonstrates to them that you can simplify the process by detailing the necessary steps to advance.

As mentioned earlier, you’ll want to encourage the reader to read the entire proposal. However, you should also mention the opportunity to discuss the proposal further. Some examples of what this might look like include:

“We look forward to the opportunity to discuss our proposal further.”
“Once you’ve had an opportunity to review our proposal, please don’t hesitate to reach out and follow up with any questions.”
“Our team will be following up in a week for an update and see if there are any additional ways we can support your team. “

Signature

Don’t forget to include a signature! But who signs it? Who signs the proposal cover letter varies based on different factors. The person who has the relationship with the client is in charge of the strategy, and probably carried out the research leading to the proposal is typically the one that should sign the proposal cover letter.

However, it’s recommended that you have the proposal cover letter signed by the individual with the highest authorization level, ideally someone the client knows.

Otherwise, you should consider having the executive director of your organization sign the cover letter and include their contact details for professionalism. People to consider for signing the proposal cover letter include:

Executive director
Account manager
Executive of executives
CEO (a strategy used by small firms or when the RFP represents a large portion of a responder’s annual revenue)
Someone with a senior title

What Makes a Good Proposal Cover Letter?

So, now we know how to structure a proposal cover letter and how to write one, but how can we make it stand out? Here are some tips you should follow to craft a good proposal cover letter.

Capture Reader’s Attention Early

Within the framework of a proposal, the first paragraph is the best chance you have to catch your reader’s interest. This means the introduction is one of the most essential parts of your proposal cover letter. It’s crucial to catch the reader’s attention immediately, so think of an engaging way to introduce yourself and your company. You can do this by finding a way to relate to them or showing that you understand their needs.

Mirror Clients’ Words and Phrases

When writing a proposal cover letter, it’s essential to align your language with the client’s terminology to show that you understand their needs. Failing to do so might not only display a lack of alignment and agreement.

Prioritize the Prospect

A common mistake is making a proposal letter about yourself. Clients aren’t focused on your achievements or your professional journey. They want to understand how you’ll assist them in reaching their objectives. Therefore, the cover letter should focus on how you plan to help the client in reaching their objectives.

If you do want to mention special company achievements, make sure they are relevant to your client’s objectives and provide value.

Get Straight to the Point

Keep it simple. Be clear and avoid any uncertainty. Being unclear can break trust quickly. So, gather all your information before writing, so you don’t sound unsure. Make sure what you write is accurate. You’re the expert. Write confidently and avoid wasting your client’s (or your) time by putting unnecessary information in your proposal cover letter. The goal is to have clients read to the conclusion and sign.

Stand Out From the Competition

The proposal cover letter shows that you understand the client’s worries. It helps you be different from others and encourages clients to read your entire proposal. After reading the cover letter, they can then look at the more detailed parts.

Moreover, the proposal cover letter is your first chance to highlight your value proposition and what makes your offer unique compared to others. For the cover letter, you should focus on how you can distinguish yourself from competitors. You don’t want to “sound” the same as the competition.

RFP Cover Letter Mistakes to Avoid

Now that we’ve seen what makes a cover letter good, let’s take a look at what makes a cover letter bad. Here are the proposal cover letter mistakes to avoid.

Repeating the Executive Summary

Avoid repeating content from the executive summary within your proposal cover letter. Each document — the executive summary, proposal, and cover letter — should be separate. Repetitive information can damage the impact of your message and possibly bore or discourage the reader.

Not Utilizing the Right Software

When creating RFP responses, you need to manage digital assets while keeping everything accurate and up to date. With the right software, like a DAM system , you can store and manage all your project images, videos, and other media in one place. This makes it easy to find and incorporate the most relevant and impressive visuals into your RFP to make it more compelling.

With a DAM, you can quickly search, access, and integrate assets from the software directly into your RFP documents. This means that with the right DAM integrations for your industry, you can create documents in seconds with pre-designed templates.

Additionally, a DAM helps ensure that all images and media used are in line with your brand guidelines and accessed by the right people.

TIP: Want to know more ways a digital asset management (DAM) system can help you create RFP responses and win more clients? Read our Ultimate DAM Guide now.

Not Reading the RFP Multiple Times

Overlooking details is the first challenge in the RFP response process. The data presented by the client within the RFP serves to guide and inform your proposal. Hence, it’s crucial to carefully review the RFP multiple times to ensure all essential elements are seen and there is no critical information missing.

Moreover, if you don’t follow the client’s RFP guidelines, they’ll most likely ignore your response, and all your effort will be lost to those who did thoroughly read the RFP.

Not Understanding the Client’s Needs

This might seem like a general mistake, but it’s a big one. If you don’t understand what the client wants, your whole response won’t matter. For this reason, you need to read the RFP carefully to know what the client looking for. Don’t send a proposal that’s missing details or doesn’t match what they need.

Making the Length Too Long

Your cover letter should always be one page unless you’re dealing with a long proposal of 100+ pages. If you do end up with a longer cover letter, it might be because you are including too much detail. Instead of describing every detail of your proposal (save that for the executive summary), focus on the top three aspects that will catch the reader’s attention. This will leave the reader wanting to know more, encouraging them to read the entire proposal.

Proposal Cover Letter Examples

It’s time to take a look at good proposal cover letter examples to help you further understand what is expected.

Construction Proposal Letter Example

Here is a construction RFP response cover letter example that works:

Source: Examples

Architecture RFP Cover Page Example

Here is an architecture RFP cover page example that works:

Source: Utley Strategies

Engineering Cover Letter for a Proposal

Here is an engineering cover letter example that works:

Free Cover Letter for Proposal Template

Below, you can download a FREE proposal cover letter template made for the AEC industry from OpenAsset partner and proposal writing guru, Rachelle Ray. Just enter your name and email for immediate access.

AEC Cover Letter Template

Responding to an RFP? The downloadable RFP cover letter sample has the structure you need for a proposal cover letter that wins more clients.

How to Create Quality Proposal Cover Letters Every Time

Creating quality proposal cover letters every time isn’t an easy task. However, as the #1 DAM for AEC and Real Estate, OpenAsset can help you find, share, and use the digital assets you need to create high-quality AEC proposals quickly and easily.

With dozens of integrations and useful features, OpenAsset makes it easy to share and manage the heavy amounts of digital assets needed to create winning proposals .

Get your free downloadable proposal cover letter template today. And if you’d like to learn more about our DAM technology, you can reach out to one of our digital asset experts today to schedule a demo .

Get OpenAsset DAM Insights

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How to Write a Cover Letter for Your Manuscript? Here are the Tips and Examples

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Table of Contents

A cover letter is often the first thing an editor reads when reviewing your submission. As your first pitch to the editor, the cover letter helps them gauge the suitability of your manuscript for publication in their journal. Imagine your work shaping the future of your field, gathering citations, and sparking discussions. A powerful cover letter is thus the first step to making that vision into a reality. 

In this article, we will guide you through the process of writing an effective cover letter and explain how you can get it right every time with examples. First, let us get started with the basics!

Getting the Basics Right

When writing a cover letter, it is crucial to address the editor by their correct and complete name¹ . If there are multiple co-editors, you can address your letter to the right person, based on their specialization or designated responsibilities. If unsure, it is okay to go with a more general salutation, such as “Dear Editors”¹ .

Presenting your Research

Provide a clear and concise title for your submission and specify whether it is an article, communication, review, perspective, or a manuscript belonging to some other category. If the journal guideline recommends, consider including a list of all authors in the manuscript. 

After covering the preliminary information, briefly explain your paper’s central theme or focus to give the editor an idea of its contents. Ensure this stays a brief outline, without going into too much detail. 

Conveying the Importance of Your Work

How you communicate the impact of your work can make or break your cover letter. To make a strong impression on the editor, articulate the significance of your research clearly, emphasizing its relevance to the field. Additionally, show how your work aligns with the journal’s scope and mission.

Including a Formal Declaration

Some journals require a set of declarations from you to ensure that your manuscript adheres to its ethical code and the larger ethical standards of scientific publishing. Here are the required declarations in a cover letter:

Originality of work:
Confirm that your work is original and has not been published elsewhere. This tells the editor your research is unique.
Conflict of interest statement:
Be clear about any potential conflicts of interest. This includes any personal, financial, or professional connections that might affect your research.
Funding source (if applicable):
Tell where your research funding came from, if any. This includes any support or grants from organizations.

Including Personal Suggestions for Reviewers on a Separate Page (optional)

If there is no part of the submission process that collects researcher suggestions for reviewers, and there are special requests from the researcher for reviewers (e.g., recommending the inclusion or suggesting the exclusion of a specific reviewer, etc.), you may also make a note about this in the cover letter.

Combining these five points, here is a good example of a cover letter for researchers’ reference:

(This image is intended to demonstrate the norms of formatting and tone of expression in a cover letter, it is to be used only by the researcher as a reference in writing² .)

Conclusion

A strong cover letter can go a long way in ensuring success for researchers looking to publish their manuscripts! Your cover letter is the opening act, setting the stage for how editors perceive your manuscript. So, look at it not as just another formality but as a crucial opportunity to make a strong impression. 

Understanding what to include, what is optional, and what is best left unsaid can be tricky. That is where our team of experts at Elsevier Language Services can step in. We will provide personalized recommendations and expert guidance to help you craft a cover letter that perfectly complements your manuscript. Reach out to us today to make a great first impression and embark on a successful academic journey!

Reference

Nicholas, D. (2019). How to choose a journal and write a cover letter. Saudi Journal of Anaesthesia, 13(5), 35. https://doi.org/10.4103/sja.sja_691_18
Loyola University Chicago. (n.d.). JCSHESA Sample Cover Letter. https://ecommons.luc.edu/jcshesa/cover_letter_template.pdf