What is an RFP?

RFP stands for “request for proposal.” It is a formal, written document issued by a private company or a government entity to secure a standard set of bid responses. These standard responses enable an “apples to apples” comparison so that organizations can find the best products and services at the best prices.

The RFP Process

The RFP process is generally standard across multiple industries.

First, the organization issues the request for proposals. Each proposal includes:

  • The purpose of the proposal
  • The date by which it is due
  • Rubrics or standards by which the responses will be judged
  • Requirements, for example, for insurance or location
  • The outline of the work required
  • Information on where, how, and in what format to submit the response

Every request for proposals is different; most follow a similar format, and depending on the industry, some will be more complex than others. And much depends on the skill of the RFP writer who crafted the original outline. Some are so vague they leave you scratching your head, wondering what the issuing organization intended. Others are so specific you wonder if they were written for a particular response (many are).

How to Respond to an RFP

If you’ve found an opportunity, it is important to begin working on it immediately. Most proposals have strict deadlines. You must work towards that deadline and develop a timeline to complete your response on or before the due date and time. Failing to submit the response by the due date and time means your proposal will not be accepted.

Begin the process by reviewing the proposal guidelines thoroughly.  List all of the materials the issuing organization requires in the response. These may include specific information about your company, products, services, and prices. They may also require resumes for key staff members who will deliver the work or information about certifications and licenses. At Seven Oaks Consulting, we work with technology and education companies and provide RFP writing services. We have found that the required responses vary greatly by industry.

Organize Your Response

Staying organized is vitally important during the RFP writing process. Set up folders for the specific proposal, the required documents, and drafts.

Select the team to work on the response. One person should organize the entire response. Identify the person who will submit the response to the issuing organization. This must be someone from the company represented in the RFP. A consultant, RFP writer, or contractor cannot submit your RFP through their company.

Identify Your Win Themes

“Win themes” are reasons why the issuing organization should select your company. For example, your research on the issuing organization may require a reliable company with specific skills. Reliability and an emphasis on those skills become your win theme.

Win themes may be directly addressed in a cover letter or executive summary, but in subsequent areas of the RFP, they are not directly stated. Instead, choose content that reflects the win theme. To demonstrate reliability, emphasize longevity or business relationships, for example. To emphasize skills, highlight licenses, special awards, or certifications.

Case studies and examples provide excellent ways to illustrate your company’s expertise in a specific area. If they are not specifically called for in the response, but the RFP itself allows for an appendix or additional information, add your case study examples there.

Keep RFP Writing Short and Succinct

Writing RFP responses is more like writing short, succinct proposals than writing a marketing document. This is not the time to write a novel! Keep the narrative tight, using active verbs, short bullet points, and other techniques to focus tightly on the responses, win themes (why the issuer should choose your company), and the facts about the products and services you propose.

Format of the RFP Response

The RFP issuer dictates the format of the response.

Many organizations now use electronic dashboards or portals to collect responses. The responding entity uploads documents into the portal. They may have set forms to check off, too, as part of the response.

We see portals and dashboards used more for government, state, and school-related RFP responses than for any other types of responses. Private companies may use portals to receive the responses, but the narrative is written as either a document or a presentation, made into a PDF, and uploaded into the portal with a spreadsheet showing pricing.

RFP Writing Mistakes to Avoid

If responding to RFPs is part of your strategy to win new business, it is important to hire an RFP writer or proposal writer or a company specializing in RFP writing services and RFP response management.

If you do choose to respond on your own, avoid these common mistakes:

  • Not Following the RFP Structure: It’s crucial to adhere to the client’s specified format. Deviating from the structure can make your proposal harder to review and may result in disqualification. Label everything exactly as the issuer requests so they can find the answers to their questions.
  • Ignoring RFP Requirements: Submitting a generic proposal that doesn’t address the specific requirements can make it seem like you don’t understand the client’s needs. Always tailor your response to the RFP’s specifications. Review the rubric or scoring metric, if available, to understand how the issuer will evaluate responses.
  • Lack of Detailed Evidence: Proposals that lack concrete examples and evidence of past successes can appear weak. Include relevant case studies, testimonials, and specific examples to demonstrate your capabilities.
  • Poor Use of Headings and Subheadings: Dense blocks of text without clear headings can make your proposal difficult to navigate. Use headings and subheadings to organize your content and make it easier for evaluators to find key information.
  • Focusing Too Much on Your Company: While it’s important to highlight your achievements, you should focus on how your company can meet the client’s needs. Show the benefits and value you bring to the client (win themes). Don’t make it all about you!
  • Not Researching the Client and Competitors: Understanding the client’s needs and the competitive landscape is essential. Tailor your proposal to address the client’s specific challenges and differentiate your solution from competitors. Look at annual reports, public meeting minutes, and anything the company or organization has published that provides clues as to the needs driving the request for proposal.
  • Submitting Proposals with Errors: Typos, misspellings, and grammatical errors can undermine your credibility. Proofread your proposal thoroughly to ensure it is polished and professional. While a typo may creep in now and again, do your best to provide a polished response.

Ready to Respond to RFPs?

Responding to RFPs can lead to lucrative contracts, but they can be challenging to manage and respond to if you are unfamiliar with the process. If you want to learn more, we welcome inquiries about Seven Oaks Consulting’s RFP writing and management services.

 

 

 

 

 

 

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