Responding to an RFP? Be sure to check all the boxes!
Anyone who has delved into the world of RFPs knows how stressful they can be. Not only are they stressful, but the amount of time and resources that go into them can scare even the bravest away. But every so often that perfect opportunity becomes available, and you just know that you have to put the effort in and respond.
If you’ve decided that this opportunity is worth the time, sweat and tears – then at least make sure you check all the boxes! Take that extra step, make sure your response stands out and that you have done everything to make that lasting impression to ensure you stand a chance!
Best practices when responding to a Request for Proposal
Read the RFP thoroughly
Read, read and read some more. If you do not respond to their needs and requirements, you might as well throw in the towel before you even begin. Make sure you understand 100% what they’re asking for and do in-depth research on the background of their business. Once you feel you can recite their proposal in your sleep, you’re ready to start the response.
Attention to detail
Make notes. Pay special attention to the headings and sections they require (and even the order). Make sure your response uses the same terminology they use and present them in the exact order they ask for. Do not make them search for your response to their requests.
Tailor your response to their specific needs
It’s okay to have general information on file for your business, practice areas or profiles. It is NOT OKAY to use the information as is. What you’ve got on file is a base for you to work from and NOT the final product. You must take the time to customize the material to show how your people and your practice areas match their needs. This is not a firm profile where you want to show off all you can do. Focus on their needs and only their needs.
Demonstrate your understanding
Experience is key. Don’t just say you can do it – show you can do it! Make sure to put live examples of your work in your response to show them that you really have the skillset and experience to handle their needs to a T. Pay careful attention when dealing with confidential client information. There is always a way to show that you’ve worked on similar projects without having to break client confidentiality. If you’re unsure how to accomplish this, an experienced writer can assist in a creative way to ensure you get the message across without delving into your clients’ secrets.
The final document
Finally, after all this work please, and I beg you, PLEASE do not submit your response looking bland or on your company’s standard letterhead. You need to stand out BEFORE they even read how perfect you are! Keep to brand, stay true to your values, and show them you understand their RFP by submitting a beautiful, professional response that is free of spelling errors and demonstrates how serious you are about them and their needs.
Visual appeal
Make sure your proposal looks professional – keep it clean and fresh. All the elements that make you the perfect fit must STAND OUT through effective design.
If your key people don’t have the time or expertise to put together a top-notch RFP response or you looking for a branded template that you can use for future responses, we can definitely help!