Proposal Pack / All Templates / Letters - Contact Letter

Overview of the Contact Letter Chapter

The Contact Letter chapter is an important part of many business proposal documents, especially when dealing with projects that require interaction with government entities. This chapter is particularly crucial for companies seeking government grants or responding to Requests for Proposals (RFPs) from government agencies. Its primary purpose is to provide documented proof that the proposer has made necessary preliminary contacts with relevant government agencies as part of the proposal preparation process.

How is the Contact Letter Chapter Used?

When used in a business proposal, the Contact Letter chapter serves as formal evidence that the proposer has engaged with the necessary government bodies prior to submitting a proposal. This engagement is often a prerequisite for the consideration of a proposal, demonstrating compliance and due diligence on the part of the proposer. Including this chapter helps to establish credibility and trust with the evaluating authority, showing that the proposer understands and respects the procedural requirements of the grant or contract they are pursuing.

What is Included in the Contact Letter Chapter?

The Contact Letter chapter typically includes several key elements:

• Identification of the Agency: Clearly states the name and branch of the government agency contacted.
• Purpose of Contact: Describes the reason for the outreach, such as discussing regulatory requirements, seeking endorsements, or verifying information.
• Date of Contact: Records when the contact was made, providing a timeline of engagement.
• Outcome of Contact: Summarizes the feedback or results obtained from the agency, including any important notes or commitments.
• Contact Information: Lists the details of the person or office contacted, ensuring there is a clear point of reference for follow-up or verification.

Use Case Examples for the Contact Letter Chapter

• Government Grant Proposals: Demonstrates compliance with specific outreach or consultation requirements mandated by the grant guidelines.
• Infrastructure Projects: Shows prior coordination with local, state, or federal agencies regarding land use, environmental impact, or other regulatory matters.
• Healthcare Initiatives: Includes communications with health authorities for projects needing approvals related to public health services.
• Educational Programs: Provides proof of consultation with educational boards or government education departments for projects that impact curricula or school funding.
• Technology Implementations: Documents interaction with governmental technology bodies for projects involving new technology deployment in public sectors.

Key Takeaways

• Mandatory Compliance: The Contact Letter chapter is crucial for proposals requiring proof of prior engagement with government agencies.
• Builds Credibility: Including this chapter helps establish the proposer's reliability and adherence to necessary procedural standards.
• Documentation: It provides a structured way to document interactions with governmental bodies, which can be critical in the evaluation of the proposal.
• Versatility: While often used in government-related proposals, this chapter can be adapted for any scenario requiring official verification of contact or consultation.
• Detail-Oriented: Successful Contact Letters are detailed, clearly outlining the purpose, outcome, and specifics of the interaction with government entities.

• HHS Federal Government Grant Proposal
• USDA Federal Government Grant Proposal

• HHS Federal Government Grant Proposal
• USDA Federal Government Grant Proposal