cover letter for response to rfp

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

How to Create Winning Proposals

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How to Write a Winning RFP Response + Free Template

Table of Contents

What is an RFP response?

Rfp response process, how to respond to an rfp, rfp response best practices, rfp response template, rfp response software, speed up the rfp response process with ai.

• December 26, 2023

Anna Fitzgerald

Senior Content Marketing Manager at Secureframe

Emily Bonnie

The average request for proposal (RFP) includes 77 questions , and each question takes approximately 25 minutes to answer. That means it takes an average of 32 hours to respond to a single RFP.

Now imagine you get multiple RFPs a week. Responding to them is highly manual, tedious, and time-consuming. Having a standardized process in place can help save your team valuable time, improve the quality of your RFP responses, and win over more new clients.

To help you simplify the RFP response process and improve your win rates, we’ll outline a step-by-step process, explain how RFP software can streamline your efforts, and provide request for proposal templates. 

A request for proposal (RFP) is a common step in the vendor procurement process. It’s an effective tool for companies to learn about multiple vendors and select the one that best meets their needs.

An RFP response is a bid from a qualified vendor or contractor to complete a project that was publicly announced and described in an RFP or RFI (request for information). This response should show that your organization can meet the client’s criteria for skills, budget, and timeline, among other factors.

Essentially, an RFP is an organization saying, “We need a vendor to help us do XYZ.” Companies issue an RFP and various vendors submit their bid through an RFP response, which explains how the vendor can meet that need and why the organization should choose them over the competition. 

Recommended reading

What is a Request for Proposal? + Template

The RFP response process

An RFP response process is a set of interrelated and repeatable steps you follow to respond to an RFP. This process can help you determine which RFPs are worth responding to, assign deliverables and deadlines to the right people, and ensure you submit a draft that’s already been reviewed and proofread by the due date.

Having a standardized process can ensure that RFPs are responded in a consistent way, even as your organization grows and looks to take on more clients.

Let’s take a look at the individual steps involved in the process below.

Follow the step-by-step RFP response process below to showcase how your organization can meet the client's needs.

1. Evaluate the RFP

The first step is to evaluate the RFP to ensure you understand exactly what the client is looking for and decide whether you should respond to it. Based on the scope of work, you may determine that it’s not a good customer fit or that you don’t have the resources to complete the project on the expected timeline. Or perhaps the return on investment will likely be lower than the cost of completing the project. Whatever the reason, you can decide not to respond, saving your team valuable time and resources. 

If you determine it is a good opportunity for your organization, then you can continue on to the next step.

2. Map out the proposal timeline and assign deliverables 

To ensure you submit the RFP response in a timely manner, it’s important to clearly assign roles, responsibilities, and deadlines.

While there are different project management approaches you may take, a common methodology is to break down each task required to complete the RFP response into individual steps and assign an owner and due date or milestone for each. 

For example, the task of evaluating an RFP may be broken down into several steps, like:

• Reviewing and summarizing the RFP by a proposal manager and account executive
• Making the go or no-go decision after consulting with legal, finance, and an executive stakeholder
• Creating and publishing a proposal timeline with the proposal manager

3. Draft the RFP response

Write the cover letter.

The cover letter accompanies your RFP response and is the first document the reviewing team will see. It’s a crucial introduction to your company and a valuable opportunity to highlight any unique qualifications or expertise that make your organization the best fit. 

Here’s what you should include in your RFP cover letter: 

• Brief introduction: Include your company name and contact info, and a short statement about your organization’s qualifications. Clearly state that your letter is in response to the specific RFP you’re answering and include the RFP title and/or reference number. 
• Summarize your proposal: Give an overview of your proposal, highlighting how it meets the specific requirements outlined in the RFP. Demonstrate a clear understanding of the client’s goals, challenges, and requirements. 
• Detail the attachments: Mention that your detailed proposal is attached, along with any other relevant documents, case studies, or materials. 

Keep your cover letter concise and professional. Make sure you proofread for any spelling and grammatical errors, and follow any formatting or submission guidelines specified in the RFP. 

Write the executive summary

The executive summary offers a brief overview of your proposal, highlighting the key points and making a compelling case for why your organization is the best choice for the project. It should highlight how well you understand the client's needs, your proposed solution, and the unique benefits or value your company brings.

Here’s what to include in your executive summary: 

• Key Requirements : Begin by demonstrating a clear understanding of the challenges or requirements outlined in the client’s RFP to shows the client that you have thoroughly digested their requirements and are responding specifically to their situation.
• Proposed Solution : Outline your proposed solution or approach. This should be a high-level overview, focusing on how your solution addresses the client's needs and the outcomes you expect to achieve. Pay special attention to the Scope of Work section of the submitted RFP when specifying your deliverables and implementation plan.
• Differentiators and Value Proposition : Highlight what sets your proposal apart from the competition. This could be your company's unique expertise, innovative approach, cost-effectiveness, superior technology, proven track record, or any other factors that give you an edge.
• Benefits to the Client : Clearly articulate the benefits the client will receive by choosing your solution. These benefits should be direct responses to the client's objectives and pain points as outlined in the RFP.
• Call to Action : Conclude with a statement that encourages the client to read the detailed proposal and a note of readiness to discuss any aspects in further detail or clarify any points.

The executive summary should be concise, usually no more than one or two pages. However, it should be complete enough that if a decision-maker reads only the executive summary, they will grasp the essence of your proposal and its primary advantages.

Explain pricing and contract terms

Explaining pricing and contract terms in an RFP response requires detail and transparency. Here’s a list of information to include:

• Clear Breakdown of Costs : Provide a detailed breakdown of the costs associated with your proposal. This can include one-time costs (like setup or installation fees) and recurring costs (like monthly or annual service fees). Clearly explain what each line item covers to help the client understand exactly what they’re paying for.
• Total Cost of Ownership : If applicable, discuss the total cost of ownership, which includes not only the initial costs but also any ongoing maintenance, support, or operational costs.
• Value Proposition : Explain how your pricing correlates with the value you are providing. If your solution offers benefits like increased efficiency, reliability, or innovation, make sure to highlight these. If your solution is more expensive than some alternatives, justify the additional expense by highlighting the superior benefits or long-term savings.
• Flexible Pricing Options (if applicable) : If there are different service levels or optional add-ons, lay these out clearly. This can include tiered pricing, discounts for longer commitments, or additional services at extra cost.
• Contract Terms : -Duration : Specify the proposed contract length and any terms related to renewal. -Termination Clause : Outline the terms under which either party can terminate the contract. -SLAs and Performance Metrics : Include any service level agreements (SLAs) or performance metrics that you commit to. -Payment Terms : Detail the payment schedule, invoicing procedure, and any late payment policies.
• Customization and Scalability : If your pricing can be customized based on the client’s specific needs, make that clear. And be sure to discuss how costs will be affected if the scope of the project expands.

Add social proof and case studies

As an attachment, include any success stories from clients that are similar to the new business you’re trying to win — highlight organizations from similar industries, company size, business challenges, and use cases. Testimonials from real customers can offer a compelling argument in your favor and give prospects a clearer idea of the value your company delivers and what it’s like to work with your team. Even better if you can provide contact information for a customer that’s willing to serve as a referral and speak to potential clients directly.

When drafting an RFP response, you can likely repurpose some answers from previous responses. You may see repeat questions asking about your firm, team structure, related project experience, and project approach as well as references and a cost proposal. 

You will likely also need to consult subject matter experts for net new content or for help tailoring responses to the specific client. For example, responses to security and IT questions may require input from your CISO or information security team members.

4. Distribute the draft for review.

Before you submit your response to the client, you should get input and sign-off from key stakeholders in business operations, marketing, IT and security, finance, and legal, plus at least one executive decision-maker. 

5. Submit your response to the client. 

Before the due date specified in the RFP, submit your response to the client. Be sure to follow up with the customer to ensure they received it and answer any questions they may have.

8 Tips for writing a winning RFP response

When responding to an RFP, you’re likely competing against several vendors. What can you do to ensure your response stands out from the crowd? Here are best practices for writing a winning proposal that leaves potential clients with a stellar first impression.

• Follow the client’s instructions: Make sure you respond to all required questions and follow the submission instructions specified in the RFP. Instructions might dictate the length and format of your RFP response, when it should be submitted, and more. 
• Focus on the client’s needs : Every section of your RFP response should be dedicated to proving how your organization’s proposed solution is the best choice to meet the client’s needs. Make sure to continually reference the RFP and requirements outlined in that document when writing your response.
• Customize your proposal response to the client : While you can repurpose answers from previous RFP responses, you should take the time to tailor the response to the unique client and requirements of their RFP. Position your features around their current pain points, use client-specific visuals, and reference the prospect’s needs as directly as possible. For example, you can customize your company’s boilerplate messaging to mention the client specifically. Say Secureframe was responding to an RFP. Instead of saying, “Our company can help companies of all sizes achieve and maintain compliance with rigorous global standards,” we might say “Our company can help ABC Company achieve and maintain SOC 2 compliance.”
• Be specific : Be as specific as possible in your RFP response. After reading your response, the client should understand what tasks you are able to complete, how you plan to complete them, by what date, and with what budget.
• Include visuals : When possible, use visuals like charts and graphs to make your response more engaging and memorable. Customize your visuals to the potential client whenever possible.
• Share industry and security certifications: Be sure to mention your level of compliance with any applicable industry or regulatory requirements and security frameworks such as SOC 2 , ISO 27001 , and PCI DSS . If compliance involves an annual audit or certification, include the issue date or audit window.
• Automate your RFP response process : Automation can significantly speed up the RFP response process by suggesting answers based on previously answered RFPs, enabling you to assign subject matter experts to individual questions, and keeping an up-to-date knowledge base of previous responses. 

These tips can help you write high-quality, effective RFP responses that clearly demonstrate why your organization is the best fit for prospective clients.

Download this free RFP response template to get a better understanding of what prospective clients might ask when trying to evaluate vendors and how you should answer. This can help you respond to RFPs faster and easier and increase your win rates.

Improve your win rates with RFP response software

Responding to RFPs is an important part of winning opportunities with new organizations, but it can eat up valuable time and resources for startups and large enterprises alike.

Some questions are the same from customer to customer and require you to repeat yourself or track down previous responses. Some questions vary from customer to customer with no standardized format, set, or order of questions, which means you need to bring in subject matter experts to repeatedly answer questions or update previous answers. 

RFP response software can help automate the process, save time, and improve the overall quality of your RFP responses. 

• Save time : Maintain a single knowledge base to improve response accuracy and speed up the RFP response creation process. AI and machine learning capabilities allow you to automatically include the best answers to fill out an RFP or security questionnaire quickly and easily. 
• Improve team efficiency : RFP automation tools store the best content used in responding to previous proposals. By answering a question once in the knowledge base, your senior staff and subject matter experts can avoid fielding a flurry of incoming questions and focus on high-priority tasks.
• Avoid mistakes : Automation ensures all your RFP answers will be accurate and up-to-date. 

With RFP software, you won’t have to spend hundreds of hours of manual work assigning incoming RFP questions to subject matter experts, combing through documents and folders to find previous responses to RFPs, and then copying and pasting them into the new proposal.

Instead, RFP software like Secureframe Questionnaire Automation and Knowledge Base can:

• Suggest responses based on previously answered RFPs using AI and machine learning
• Store previous responses in a knowledge base, which you can use to auto-populate future questionnaires
• Automatically update answers in the knowledge base as new responses to RFPs are finalized
• Allow you to assign subject matter experts to edit answers in an RFP response or knowledge base
• Export the completed proposal to the original format to send back to your prospective client

With Secureframe’s questionnaire automation , you’ll get hundreds of hours back to focus on other high priorities. And because you’ll be able to complete RFPs in less time, you’ll be able to edge out the competition and increase your win rates.  

Automate the RFP response process with the power of AI

We built Secureframe Questionnaire Automation and Knowledge Base to make it fast and easy to respond to RFPs using artificial intelligence (AI). 

Simply upload an RFP or security questionnaire to Secureframe, verify Secureframe’s suggested answers from the Secureframe Knowledge Base, and export the completed document in the original format to send back to your customer. 

Schedule a demo of Secureframe Trust to see Secureframe Questionnaire Automation and Knowledge Base in action.

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Rfp response faqs.

How do you write a response to an RFP?

• Read the RFP Carefully : Understand every requirement and question in the RFP. Pay attention to the details about the scope of work, deliverables, timelines, and evaluation criteria.
• Understand the Client's Needs : Understand their industry, challenges, values, and what they are likely looking for in a vendor. Tailor your response to align with their needs and goals.
• Assemble the Right Team : Ensure that the people who are knowledgeable about the topics addressed in the RFP are involved in preparing the response. This may include subject matter experts, project managers, finance professionals, and legal counsel.
• Outline Your Response : Start with an outline that maps your response directly to the requirements in the RFP. Make sure to cover all the points and questions raised in the RFP document.
• Develop a Compelling Executive Summary : This is often the first section read, so make it engaging and concise. Summarize your key value propositions and how they align with the client's needs.
• Address the Requirements : Clearly and thoroughly respond to each requirement in the RFP. Be specific about your capabilities, experience, and approach to meeting these requirements.
• Highlight Your Differentiators : What sets you apart from your competitors? This could be your expertise, unique methodology, innovative solutions, superior customer service, or any other factors that give you an edge.
• Provide Concrete Examples : Use case studies, client testimonials, or specific project examples to demonstrate your experience and success in similar projects or challenges.
• Be Clear and Concise : Avoid jargon and overly technical language unless it is industry-appropriate and necessary. Make your proposal easy to read and understand.
• Price Competitively : Provide a pricing structure that is competitive and clear. Ensure that your pricing model aligns with what's requested in the RFP (e.g., fixed cost, time and materials, etc.).
• Review and Edit : Proofread your proposal for any errors. A well-written, error-free proposal reflects your professionalism and attention to detail.
• Follow Submission Guidelines : Adhere to the format, length, and other submission guidelines outlined in the RFP. Submit your proposal on time and in the correct format.
• Follow-Up : After submitting your proposal, it’s often beneficial to follow up with the client to confirm receipt and offer to answer any further questions they might have.

Remember, each RFP is unique, and your response should be tailored to the specific requirements and context of the RFP. The goal is to demonstrate that your organization understands the client's needs and is the best choice to fulfill them.

How long should RFP responses be?

The length of an RFP (Request for Proposal) response can vary significantly depending on several factors, including the complexity of the project, the requirements outlined in the RFP, and the industry norms. There's no one-size-fits-all answer, but here are some guidelines to consider:

• Follow the RFP Guidelines : If the RFP specifies a page limit or word count, adhere to it strictly. Failure to comply with submission guidelines can sometimes lead to your proposal being disqualified or perceived negatively.
• Complexity of the Project : More complex projects often require more detailed proposals. If the project involves multiple components, such as software development, implementation, training, and ongoing support, your response will need to be comprehensive enough to cover all these aspects.
• Depth of Information Required : The RFP may ask for detailed information on your company's background, case studies, technical methodologies, or project management approaches. Ensure that you provide enough detail to thoroughly answer each question and demonstrate your capability, but avoid unnecessary filler.
• Clarity and Conciseness : While it's important to be thorough, clarity and conciseness are key. Avoid overly long, verbose responses that can make it difficult for the evaluator to find the information they need. Focus on being direct and to the point.
• Industry Standards : Different industries may have varying expectations for RFP response length. For example, a government contract RFP might expect more detailed and lengthy responses compared to a private sector small business RFP.
• Executive Summary : Even if your response is lengthy, having a clear and concise executive summary at the beginning can be very helpful. This section should be a high-level overview of your key value propositions and how you intend to meet the client's needs.
• Appendices and Supporting Documents : If you have extensive supporting information, such as detailed technical specifications, case studies, or team member resumes, consider including these as appendices to keep the main body of your proposal more concise.

As a general rule, your response should be as long as necessary to fully answer the questions posed in the RFP and to provide a convincing case for your company's selection, but no longer. Overly lengthy proposals can be time-consuming to review and may dilute the impact of your key messages. Always prioritize quality and relevance of content over volume.

Writing an RFP Cover Letter

Writing an effective cover letter for RFP (Request for Proposal) is essential for standing out in a competitive bidding process. Below is a comprehensive guide on how to write an impactful RFP cover letter, along with a template to help you get started.

What is an RFP Cover Letter?

An RFP cover page is a formal document that accompanies your RFP response letter, serving as an introduction to your proposal. The bid cover letter provides a brief overview of your company, the services or products you offer, and your interest in the project. It’s an opportunity to make a positive first impression, set the tone for your proposal cover letter, and highlight your key qualifications and the benefits you bring to the table.

Why is an RFP Cover Letter Needed?

An RFP response cover letter is needed for several reasons:

• Reiterates Key Details: It reiterates important details from your RFP letter, including the company name and the specific service or product requested.
• States Your Intent: It clearly states that you are bidding for their contract by responding to the RFP.
• Demonstrates Qualification: It explains why your organization is qualified to respond to the RFP and how you meet the requirements.
• Highlights Benefits: It reveals the key benefits the client will experience while working with your business.
• Expresses Enthusiasm: It demonstrates your excitement for the potential partnership.

A cover letter for business proposal submissions serves similar purposes, ensuring that your bid stands out and addresses the client’s needs effectively.

What is the Difference Between an RFP Cover Letter and an Executive Summary?

While both the cover letter RFP and the executive summary serve to introduce your proposal, they differ in content and purpose:

• RFP Proposal Cover Letter: This is a formal letter that introduces your company and proposal. It sets the stage for the reader by providing context about who you are and why you are bidding. It’s more personal and tailored to the specific RFP.
• Executive Summary: This is a concise summary of the key points in your request for proposal letter. It provides an overview of your solution, highlighting how it meets the client’s needs, the benefits, and the unique value proposition. The executive summary is more detailed and focused on the content of your proposal.

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You may be wondering how to make your government cover letter for RFP stand out. Below are the five key points you want to cover in your letter:

• Address Your Letter to a Named Contact at the Organization: Personalize the cover letter for a proposal by addressing it to a specific individual.
• Introduction and Greeting: Start with a warm greeting and a brief introduction of your company.
• Summary of RFP Needs: Briefly summarize the client’s needs as outlined in the RFP response cover page.
• Your Business Qualifications and Unique Selling Point: Highlight your qualifications and what makes your business unique, referring to examples from the RFP cover letter template and RFP cover letter examples.
• A Closing Call to Action: End with a strong closing that encourages the client to contact you. This can be crucial for securing a cover bid or receiving an RFP acceptance letter.

By following this guide, you can ensure that your RFP cover letter for proposal is both professional and persuasive, increasing your chances of winning the contract. Whether you are writing a bid proposal cover letter for an RFP response, a construction bid cover letter, or a government RFP cover letter proposal, these tips will help you create a strong and effective cover letter for bid proposal that captures the attention of the client and sets you apart from the competition.

Writing an effective cover letter for RFP response is crucial in the competitive bidding process. By addressing the five key points—addressing a named contact, providing an introduction and greeting, summarizing the RFP needs, highlighting your qualifications and unique selling point, and including a closing call to action—you can create a compelling RFP cover letter that sets your proposal bid letter apart.

For guidance on how to write a cover letter for a business proposal, contact BSBCON . We offer RFP writing services to help you secure the contracts that drive your business forward.

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How to create a stand-out RFP response (examples & tools)

When responding to a request for proposal, if you don’t stand out, you don’t win. But this doesn't mean you have to sacrifice efficiency for personalization. 

Your end goal should be to sway the prospect in your favor with persuasive and engaging proposals. But you should also leverage templates and tools that allow you to do this at scale.

Read on as we explore tips and tools that will streamline your process and increase your chances of closing the deal. 

The 6 elements of an effective RFP response 

An RFP response is a written sales proposal that answers how a company can meet the requirements outlined in a request for proposal (RFP) from a potential client. 

It typically includes a detailed description of the company's proposed solution, approach, capabilities, experience, and pricing. 

The purpose of an RFP response is to demonstrate to the client that the company has thoroughly understood their needs and can deliver a solution that meets or exceeds their expectations. 

Because every RFP response will compete with another company’s proposal, writing a winning proposal is all about standing out.

Stand-out RFP responses should be personalized to the prospective client and project but should always include a few key elements—plus any additional information the client has asked you to provide).

Here are the six elements to include in your RFP response, along with RFP response examples you can use to draft a winning proposal.

1. Cover letter

Begin your RFP response with a concise and well-designed introduction that informs the prospect how your solution solves their problem. Use language that puts the focus on the potential client and highlights your company’s interest in working with them.

Ideally, your cover letter should mention the following:

• who you’re as a company
• what you can offer the client; and
• how your offering meets their needs better than your rivals

This creates a human connection that tells the prospect you understand their project requirements and shows enthusiasm about helping them reach their goals. 

Example RFP cover letter

We appreciate the opportunity to respond to your Request for Proposal (RFP) for [Project Description]. Our team at [Your Company Name] is excited about the possibility of working with [Client Company Name] and we believe that our qualifications make us the ideal partner for your project. Our proposal includes [Brief Overview of the Key Features of Your Proposal, such as Methodology, Scope of work, Timelines, and Deliverables]. We have a wealth of experience in similar projects, as demonstrated by [Examples of Successful Projects]. At [Your Company Name], we're committed to excellence, delivering results that exceed our client's expectations. We understand that effective communication and collaboration are critical to achieving project success, and are dedicated to working closely with you to ensure that we deliver a solution that's tailored to your needs. We're confident that our proposal showcases our commitment to providing the highest level of service and value to your company. Thank you for your consideration, and we look forward to discussing our proposal with you in further detail.

2. Executive summary

The executive or problem summary is a high-level overview summarizing the most crucial parts of your proposal. It proves your company is qualified (and the best option) to meet their needs. 

Focus on the prospect’s unique “asks.” For example, if the prospect wants a solution with flexible pricing, mention you have both annual and monthly plans—or that you offer a generous free trial. 

To effectively address your customers’ biggest concerns in the summary, you need accurate information that helps you speak directly to the customer. 

Consider the following questions to start:

• Why did the prospect issue the RFP?
• Was it because their last supplier failed to deliver? 
• Are they simply looking to add more suppliers to accommodate their business’s growing needs?

Think of the executive summary as your elevator pitch that should hook the prospect and makes them go, “Okay, this company knows what we want.“ Keep it within one page and use bullets to help the prospect absorb information faster.

Example RFP executive summary

As a top player in the [Client's Industry] offering [Client's Main Service], you're well aware of the difficulties your customers face during this time of year. At [Your Company Name], we recognize the importance of delivering exceptional results at an average cost of $[Total Sum Amount] to support your mission of [Client's Mission Statement]. As these challenges become increasingly common, we believe that providing customers with a solution that's driven by the latest knowledge and expertise in [Your Industry] is more important than ever.  Our goal is to help [Client Company Name] by: • [Client-focused benefit #1] • [Client-focused benefit #2] • [Client-focused benefit #3]

3. Deliverables and implementation plan

This is the meaty part of your RFP response.

Go into detail about your implementation plan and/or the deliverables you plan to produce for the prospect. 

Also, mention the team members the client will work with and the things you’ll need from them (for example, training timelines, user roles, and process documentation) to ensure a successful engagement.

Dig deeper into how you’re going to meet the prospect’s needs, but also be crystal clear about the requirements you cannot fulfill. Transparency goes a long way.

RFP deliverables example

As outlined in the executive summary, our proposed deliverables, order of operations, division of labor, and projected completion dates aim to provide benefits to [Client Company Name]. These operations are expected to improve efficiency and customer satisfaction throughout our [length of project or proposed contract] partnership.  Note that the following items are not included in the deliverables presented below: • [Product/service not included] • [Product/service not included] • [Product/service not included] Please refer to the table below for a breakdown of our proposed deliverables, team members assigned to each, start dates, and deadlines:

4. Pricing and contract terms

Create a pricing table breaking down the price by deliverable and included add-ons and services if any. Mention the service name, included deliverables, and the total cost for each.

Give the prospect a solid plan for what's to be done and how much it’ll cost them. Additionally, justify the cost by explaining what they get for each item on the list and how it’ll contribute to their business’s ROI. For example: 

• total money saved
• percentage of sales/leads increased
• inefficiencies eliminated/efficiency gained

This is super important: provide accurate and transparent pricing quotes . Use clear language to avoid any confusion. Not only will this build trust, but also make the prospect more likely to consider your company for future requirements.

[Your Company Name] is incredibly excited to work with you to help [Client's Company Name] in addressing [Client Challenges Mentioned in Executive Summary].  ‍ Here's a brief overview of the services included in this partnership:

5. Additional product information

This part of your RFP response serves as a library to give the prospect any information they may need to determine your solution’s suitability for their needs. You can also include demo recordings, meeting recordings, and mutual action plans .

However, don't just send additional product information as email attachments or links on the side of your proposal.

It's possible the prospect may miss it. For example, if you send an RFP proposal and a demo link in the email, the buying team may never see that demo link. Luckily, you can use Dock to embed content within the RFP response itself. This ensures anyone who sees the proposal sees the additional information as well.

6. Social proof

The purpose of responding to an RFP is to win the deal, so you should include anything that strengthens your case and makes you stand out from the other responses. 

Highlight references from companies you‘ve worked with in the past or continue working with professionally. Add testimonials or case studies that give the prospect more insight into your experience and see measurable results you achieved for clients. 

You can also include awards and certifications your company has won to gain a competitive edge.

RFP response best practices and tips to improve win rates

Your RFP response should show and convince the prospect you’re absolutely the best choice for them. 

Here are a few best practices and tips you can apply when responding:

1. Qualify every RFP opportunity

Many organizations make the mistake of wasting time and resources writing proposals for opportunities they don’t qualify for. Don’t be like them—have the confidence to walk away from deals you're unlikely to win. 

Qualify each opportunity by identifying whether you have a strong buyer champion who can convince the client from the inside. 

This person is someone from the client’s team who stands to benefit from the arrangement (for example, learns a new skill or gets a promotion) and is influential enough to sway the purchasing decisions in your favor.

Here are a few more questions to qualify opportunities:

• Is the prospect serious about the opportunity, or are they using the RFP for benchmarking or other reasons?
• Does the opportunity align with your long-term business goals?
• Do you have a genuine shot at winning the deal?
• Does your team have the capacity to take on the project?

There’s no shame in focusing on safer bets. Dedicate your time to opportunities you know a lot about and feel confident about winning. 

Tip: If you’re looking for a great sales qualification framework, check out the Sandler Selling System or MEDDIC sales methodology .

2. Identify key decision-makers and stakeholders

To win traditional enterprise deals, your RFP response has to do more than just impress the main point of contact. It'll need to win over the entire organization, including the COO, CFO, IT heads, and other decision-makers who have a stake in your solution.

Here’s the main challenge: your buyer may not always make the stakeholders obvious.

To overcome this obstacle, get the organizational chart of your enterprise buyer for account mapping . Identify all potential influencers, blockers, and champions, and then build a strategic plan for how you’re going to multithread into their organization . 

Work with your champion to do thorough research on each stakeholder.

• Who are they?
• What are their values?
• What are the KPIs for their role?

This will allow you to present your product or service in a way that makes sense to each stakeholder. 

Once you better understand the stakeholders and decision-makers, put the requirements outlined in the RFP into context. Make sure your response directly engages with the specifications and addresses each one of them with a concise, clear answer.

3. Avoid sending static PDFs 

Attaching static PDFs to your RFP response does nothing to make you stand out. Not only are they hard to edit or update once published (creating more work for you down the line), but it’s likely the RFP issuer may not read them at all.

Even the World Bank acknowledges that nearly one-third of its downloadable PDFs have never been downloaded. Yes, not even once. As the data marketing experts at Pricenomics conclude, “the lesson we should all probably be learning from the World Bank’s overly honest look at itself is that PDFs are terrible.“

So what should you do instead? 

Instead of using a static PDF, create a dynamic workspace or digital sales room to share relevant proposal content and deliverables and provide a more interactive and unique experience to the RFP issuer. 

A cloud-based solution like Dock, for example, lets you:

• Share and embed different types of media content to effectively communicate your product’s value to the client
• Better collaborate with the client and champion, where you can update your workspace with new information instead of sending tons of email attachments and risking overwhelming them
• Track engagement insights to guide your follow-up and drive customer success

All data is centralized in one place, so the client won’t have to waste time searching for different files and links. They can access anything from a single link removing any unnecessary friction and earning you brownie points.

4. Leverage templates and synced sections

If you’re replying to multiple RFPs that require similar answers, start from a template rather than starting from scratch every time.

With Dock, you can create a repeatable RFP response template that's easily customizable and shareable. In your template, include embedded content, mutual action plans, and quotes and order forms . 

You can use a Dock template to:

• Personalize your response to reflect the client’s identity and needs
• Detail the value your product can provide the client 
• Keep team members in the loop
• Track detailed engagement metrics to forecast interest 

💡 Dock tip: You can use synced sections to scale your RFP responses. When you make a change to a synced section, it will update across all your RFP responses. For instance, you can always include your three latest case studies in a specific customer segment. You can use them to provide customers with accurate and relevant information to improve your chances of securing the deal. 

5. Personalize your RFP response 

While templates are handy, you can’t rely on completely templated RFP responses—personalization is still necessary to win.

Tailor your response based on the insights you learned about the decision-makers and stakeholders’ requirements, pain points, and values during research. This will immediately differentiate you from the competitors.

Be sure to provide specific answers and deliverables, as the client wants more than just a vague timeline. For example, go into detail about what the onboarding process and expected time-to-value look like. 

Here are a few additional ways to personalize your RFP response at scale:

• Leverage variables in your template (e.g. the company name)
• Create templated RFP responses for each customer segment (e.g. a template for selling to an HR team vs. a marketing team)
• Personalize the content to the customer segment (e.g. case studies/testimonials from other customers in their niche)

💡 Personalization tip:  Dock's dynamic variables let you pre-populate your RFP responses with the account name, contact details, and more:

6. Involve SMEs and sales engineers

If you’re selling to bigger companies, you have to assure them your solution fits right in with their processes—or they won’t buy from you. 

Luckily, your sales engineer can use their expertise to better understand the client's specific challenges and propose solutions that best fit their needs. Use them to make customization recommendations, outline implementation plans, and provide detailed estimates.

Also, involve ‌subject matter experts (SMEs) early in the drafting process so that they have enough time to fact-check answers and provide technical feedback on how to move forward. Other team members can also assist with the research and requests to help the experts contribute to the scope of the project. 

7. Get ahead of security reviews with security profiles

Your prospective client may ask you to complete a security assessment as a part of your RFP response. You can contact your security team to answer specific technical questions and find security documents, but if they’re too slow to respond, you may end up losing the business opportunity. 

That’s where security profiles come into the picture. 

With Dock's pre-made security profiles , you can stay ahead of security reviews and avoid compliance obstacles. By uploading security documentation and FAQs to a secure space, your security admins can easily provide the necessary information to the sales team, who can then incorporate it into their RFP responses.

This way, your client will have all the information they need about your organization’s security posture, along with other deliverables like demo videos and pricing lists, without the need for any back and forth. 

8. Send regular follow-ups

After sending your final proposal, it’s important to follow up and ensure your proposal is getting the attention it deserves. Don’t make the mistake of assuming your proposal will stand out on its own, or that the client will take initiative to reach out to you. 

Rather take the time to follow up and engage with the client. 

One way to do this is to include a link to your RFP in your follow-up email. This serves as a reminder to the client, making it easier for them to review your proposal again and explore more about your company and its offerings.

When following up, be sure to personalize your message and provide additional information that may be relevant to the client. 

Our Dock experts always share a success story or case study when sending follow-ups to demonstrate our experience and expertise in a similar project or industry. This has nearly always gotten us a response from prospects.

RFP response software and tools

Here are the best RFP software and tools you can use to create and manage RFP documents and streamline proposal processes, increasing your chances of winning new business:

Dock's collaborative workspace offers a dynamic and effective alternative to static RFP submissions, increasing your chances of winning new business. 

With our content management/company templates or customizable RFP response template, you can save time and improve efficiency when responding at scale. Powerful analytics and insights allow you to track client engagement with your RFP, including who has accessed your workspace and which content they interact with the most. 

This enables you to tailor your follow-up and adjust your proposal to better meet your client's needs.

Dock also offers robust security features, including security profiles with clickwrap NDAs and access restrictions based on specific email domains. This ensures that only authorized individuals can view your proposal, making it ideal for organizations that handle sensitive or confidential information.

In addition to these features, Dock provides tools to improve collaboration and build scalable sales processes, enhancing the customer experience beyond the initial proposal. 

RFPIO is a feature-packed RFP automation system with high-quality import and export functionality, project management solutions, and a dynamic repository. It makes a great choice for companies that send out RFP responses in large volumes and would benefit from a highly automated system with numerous customizations and options for custom quotes. 

The tool offers an "at-scale" solution with various moving parts that streamline the entire process, making it more efficient and time-saving. But it won't give you Dock's personalized and content-heavy approach, so RFPIO may not be the best option if your priority is personalization.

Loopio is another proposal management tool that centralizes and automates your RFP responses.

A Smart Library provides your team members with the information they need to improve response quality, while the collaborative project workspace makes it easy to tap into your colleagues' expertise and add more depth to your responses.

A host of intelligent automation tools eliminate tedious tasks and maximize time. If you're looking for more hands-on help with your proposal tool, you'll find Loopio a good choice. But since it's a relatively new tech, it does have glitches and bugs.

Close more deals with with Dock 

Dock helps prospects understand the value of your business. 

In addition to being a workspace to sell effectively, it also creates a dynamic environment where you can discuss and collaborate with the client, giving you unprecedented access to their thinking process. You can truly own and design your brand’s client experiences to make maximum impact.

To learn more about how Dock simplifies RFP responses, try Dock for free today .

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5 Tips for Writing a Better RFP Cover Letter

May 17, 2021.

Table of Contents

RFP cover letter template

When responding to a request for proposal (RFP) you may be asked to include an RFP cover letter. RFPs are used by local and federal governments and organizations in order to procure goods or services.

Your RFP cover letter will be the first thing that the contracting authority will read when looking at your proposal. Due to this, you want to make a good first impression, conveying your excitement about the opportunity. RFPs are greatly competitive so you want to stand out from other vendors.

What is an RFP cover letter?

First, let’s address the simplest question regarding what an RFP cover letter actually is. Your RFP cover letter is the first thing a contractor will see when looking at your RFP proposal . It should be no more than one page in length, and it’s almost always required with a request for proposal.

It’s more of a conversational introduction to your RFP response and your chance to tell a little bit about yourself. You could think of it as a cover letter for a job application. It is kind of similar, as you’re wanting the contracting authority to hire your business for the contract. You should detail what you’ll offer them and why you think they’ll benefit from hiring you.

Why is an RFP cover letter needed?

You would be forgiven for wondering what difference an RFP cover letter actually makes to the bid process. Well, if you think about it, your RFP cover letter is essentially your business’s first impression to a contractor. As you know, first impressions count and while the cover letters aren’t usually marked, you should still make the effort. This is why it’s just as crucial as your bid proposal and why you should put in the time.

DOWNLOAD FREE COVER LETTER TEMPLATE

What’s the difference between an rfp cover letter and an executive summary.

When talking about RFP cover letters, you’ll often hear the term of an executive summary thrown around. However, they are quite different. An executive summary is a high-level overview of your RFP response. It should capture the most important elements of your proposal on one page.

As I’m sure you’re aware, your RFP response can range from 10-pages to 50. Many contracting authorities have stakeholders that are key in the decision-making process. They don’t always have the time to read multiple 50-page proposals. This is when the executive summary comes in. They can have a read and understand a vendor’s proposal in mere minutes.

An RFP cover letter:

• Reiterates details from your RFP (including company name and the service or product requested)
• States that you’re bidding for their contract by responding to the RFP
• Explains why your organization is qualified to respond to the RFP
• Reveals the key benefits they’ll experience while working with your business
• Demonstrates your excitement for the potential partnership.

The cover letter should give the contractor the context of who you are before reading about what you do.

Here’s our go-to RFP cover letter template:

You may be wondering how to make your government bid RFP cover letter stand out. Below is our go-to RFP cover letter template that can help you outshine your competitors. Typically, there are five key points you want to cover in your letter.

Address your letter to a named contact at the organization

Always address your cover letter to a named contact within the contracting organization. If you’re not sure, get in touch and find out. Ask for the names of the key contacts that weigh in on the final decision.

Specifically addressing key personnel shows that you put the effort in to find out who is involved in the project. It will also increase your chances that they will actually read the cover letter. It suggests that you’re invested in developing a deeper professional relationship. Starting your letter with “To whom it may concern” suggests laziness and that it’s a generic copy and paste job. If all it takes is a simple phone call to find a name, why not give them a ring? Those two minutes can score you extra brownie points and show that you’ve done your research.

Introduction and greeting

Don’t start off your RFP cover letter thanking the commissioner. It’s overdone and boring and is likely what all your competitors will be doing. Put yourself in the commissioner’s shoes, if you’re reading 30 cover letters starting the same, it’s a little repetitive. You want to stand out and be memorable. Try starting with something complementary and specific about the contracting authority. This demonstrates that you have done your homework and that it isn’t just another generic cover letter.

Summary of RFP needs

You should convey that you understand what the commissioner is needed from their RFP. The evaluator doesn’t want to read a boring, robotic cover letter. You want to demonstrate you not only understand their business but their needs and how to best deliver them.

Your business qualifications and unique selling point

This section should highlight your business qualifications and differentiators. Include your business’s unique selling points (USP) and what you excel at. Here, you should really be persuasive and sell your company. Do you have any innovative solutions or cutting-edge features? Do you excel at customer support? This is the time and place to proudly showcase these to the commissioner.

A closing call to action

Concluding your cover letter with a closing call to action is a great way to close the pitch. After all, your RFP cover letter is basically a sales communication. Remember to thank them for their time and consideration for the contract and opportunity. You should state what you want them to do next and who they can contact should they need it. For example:

• Let me know if I can put you in touch with another client for a reference
• Please reach out with any questions you may have
• Should you need any further information to move this process forward, please let us know.

  Tips on how to make your RFP cover letter stand out

As mentioned above, your cover letter should go against the grain. You want to stand out and be memorable and this is your chance. Below are some helpful tips on how to make your RFP cover letter stand out:

• Match your tone to that of the contracting authority
• Keep it fresh and genuine, the evaluators are human after all
• Stay true to your brand, if your business prides itself on being down to earth, use that style
• Be creative with your formatting, including a branded heading is always a nice touch.

So, hopefully, you have a better idea of how to create a memorable RFP cover letter. Avoid being generic and unspecific. Show the contracting authority that you’ve done your homework and are excited to work with them. An RFP Consultant will be able to help you with the whole RFP process. They understand what commissioners are looking for and how to best convey it.

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• RFP Writing

Our RFP Writing service is the perfect solution to ensure that you submit a high-quality bid, even when you’re busy. Our RFP Writers will break down the solicitation documents, allowing you to see what the bid and the contract involves. This will help to ensure that you have all the specified evidence and meet the requirements of the contracting authority. Our RFP Writers will then craft persuasive, high-quality responses, attach supporting evidence and even submit the bid on your behalf.  Upload the solicitation documents  for a free quote.

Have you already written a bid but need a second pair of eyes to review your work? Our RFP Mentor service will do just that. Simply send over your bid responses and the solicitation documents. Our writers will then assess your work, ensuring that your responses are in line with the specification. They will also check for any spelling or grammar errors. You can then submit your bid with confidence.  Upload your work  for a free quote.

• Proposal Ready

Do you need help with preparing a bid proposal? Proposal Ready can help businesses that are new to tendering or those in need of rejuvenating their content. Our Bid Consultants can offer you proposal writing services , creating:

• 3 designed and company branded case studies
• 5 company branded and professionally designed resumes for key personnel
• 1 company branded bid proposal credentials document that can be used to respond to future RFPs.

Find more helpful tips and advice in our blogs. We cover topics including:

• Working with RFP Writers
• Government bids
• Federal contract bids
• RFP cover letters
• Government RFPs
• Bid proposals
• Federal government RFPs
• RFP Consultants
• How technical Bid Writers can help your business
• And many more.

All information and data on this blog site is for informational purposes only.  Hudson Outsourcing LLC make no representations as to accuracy, completeness, suitability, or validity, of any information.  Hudson Outsourcing LLC will not be liable for any errors, omissions, or any losses, injuries, or damages arising from its display or use.  All information is provided AS IS with no warranties and confers no rights.

Hudson Outsourcing LLC will not be responsible for any material that is found at the end of the links that may be posted on this blog site. 

Because the information on this blog is based on Hudson Outsourcing LLC’s own opinion and experience, it should not be considered professional financial investment advice.  The ideas and bidding strategies should never be used without first assessing your own personal and financial situation, or without consulting a financial professional.  Hudson Outsourcing LLC’s thoughts and opinions will also change from time to time as the market changes and as Hudson Outsourcing LLC develops.

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RFP Cover Letter: The Dos and Don’ts

Table of Contents

You’re not alone if you feel like completing RFPs is a never-ending process. Time, research and planning all take an organized effort from your team. There are myriad documents to assemble and requirements to meet. But, just when you think you’re finally finished, you may realize that you’re forgetting that all-important ‘first impression’: your RFP cover letter. Cover letters are often not on the list of the issuer’s requirements, so they’re easy to forget. Some people also feel uneasy writing cover letters because they’re so different, both in purpose and tone, from the rest of the bid. But, as with the icing on the cake, the cover letter tops off your information-full RFP with a personalized touch. 

Your RFP cover letter’s objectives are:

• To thank the company for the opportunity to bid.
• To provide a short explanation of who your company is.
• To quickly summarize why your company is qualified to meet the requirements of their RFP.

In this article, we share some notions of what to do (and what not to do) when writing your RFP cover letter. 

Do: Match Your Style to the RFP

As the cover letter is the first page of your RFP package, tailor the formatting to align with the issuer’s requirements. Issuers typically include a specific formatting guideline they ask responses to follow, including font and font sizes. For example, if the issuer requires the response to be in Times New Roman in 12-point font, implement the same into your cover letter. 

Don’t use any fonts meant for party invitations (i.e., Comic Sans, Scripts, or any that reflect handwriting). If the issuer does not list a requirement, select a font that’s clear, professional and easy to read (i.e., Roboto, Arial).

Don’t: Write a Lengthy RFP Cover Letter Introduction

Your response is filled with many pages detailing, defining and fulfilling a complete scope of work. The procurement manager will be spending all of their time reviewing and comparing your response to others with similar information. Don’t overburden the reader by writing a long, overly detailed cover letter. 

Rather, impress them with a quick, smart and to-the-point RFP cover letter not exceeding one page in length. Your team has put together the perfect set of responses to all of the questions of the RFP. So, leave that information to speak for itself within the remainder of the document.

Do: Follow All the Rules of Business Letter Formatting Etiquette

Although the RFP cover letter is an introduction to your fun and exciting team, this isn’t the place to go rogue by using perfume-infused paper. Rather, stick to proper business letter formatting . However, you may introduce a visual of your business logo using your letterhead. This also adds a pop of color to the sea of black-and-white information that follows.

We then recommend applying formalized business letter etiquette rules such as:

• Include the issuer’s business name, address and contact information.
• Insert the final date of when your response was completed.
• Address the letter to the key person at the organization who’s reviewing your bid. Don’t address your letter “To Whom It May Concern” or the like. If the RFP doesn’t list a contact person, take the extra step and contact the organization to ask for the contact name(s). This little bit of effort shows the reader that you’re invested in creating a relationship with them. As simple as it is, the person on the other end of the RFP will likely continue reading your full introduction letter.

Do: Be Compelling 

When writing RFP cover letters, it’s easy to come off as sounding impersonal or even repetitive. But don’t fall into this trap! Introduce your company’s compelling personality by directly engaging the customer.

Do follow these steps when crafting your letter:

• Thank the issuer for the opportunity to bid. But not right away! Avoid starting the opening line in your RFP cover letter using any “Thank you for…” statements. Instead, be creative and address a fact about your potential client. For example, “ Our team recognizes the impact DigitalSolutions Inc. made by upgrading the software solutions for the University of Neptune. “ Now, you’ve gained the attention of the reader. Because you’ve directly addressed a successful project they completed in the past, they’ll pay attention when you discuss continuing that success in the future.
• Reiterate the details of their RFP. Next, address their pain point(s). This should quickly sum up the details of their RFP and state that your business is prepared to resolve that need.
• Explain why your organization is qualified to respond. By now, you’ve done your homework on your potential client. So, use this part of the RFP cover letter to state why your team is uniquely situated to deliver solutions. Remember, it’s not a sales pitch; it’s an alignment pitch.
• Provide a short list of deliverables.  This should acknowledge your inclusion of their requested main requirements. Don’t get into too much detail.
• Close the cover letter. Close your RFP cover letter with a call to action. A simple sentence letting the team know that you’re happy to provide them with any additional information is usually a safe bet. Then finish with a handwritten signature. This small step is the sprinkle on the cake that tops off the total investment you put into the bid.

Final Thoughts

Remember, the RFP cover letter should be the icing on the cake, and you want the reader to enjoy it. And you should also enjoy creating it. After all, your team dedicated their hard work, time and resources to crafting a perfect response for that customer. Your company is more than just a black-and-white response; use this area to your advantage and convey your commitment and personality! Just know that the more you engage, the more memorable you’ll be.

You Don’t Have to Go It Alone

At The Bid Lab, we work with clients who don’t have the time, resources, or experience to manage, write and build their bids. So whether you’re still learning the RFP process basics, looking for the perfect RFP recipe , or trying to avoid making common mistakes , The Bid Lab has your back. (Yes, even if you’re looking for non-RFP ways to expand your business altogether.) After all, we’re experts on both sides of the equation. We know how to write an RFP and how to respond to an RFP. Bids and RFPs are our business – all day, every day! So reach out for a free consultation by calling 1-844-4BIDLAB or emailing [email protected].

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5 RFP Response Templates & Best Practices to Win Your Next RFP Proposal

Written by: Raja Mandal

Receiving an RFP (Request for Proposal) is a golden ticket to enter into a new business relationship with a potential client.

Because it's a formally solicited proposal, you're probably competing with other vendors on their shortlist.

To attract your prospect’s attention and win them over, your RFP response needs to stand out and showcase the benefits of your product, service or solution.

However, sending an outstanding response to an RFP can be time-intensive. You must address all of the client's needs while keeping it unique and visually appealing. That's where an RFP response template comes into play. It helps you create a strong pitch in less time without missing anything important.

In this guide, we will explore five professionally designed RFP response templates. We'll also share some best practices to ensure that your next proposal instantly makes an impression and creates a lasting impact.

Ready to win the deal? Let's dive in!

Table of Contents

What is an rfp response, how to respond to an rfp, 5 rfp response templates you can use, 10 best practices & tips for winning rfp proposals, rfp response faqs.

• An RFP response is a document you send to a potential client in response to a request for proposal (RFP).
• To respond to an RFP, review the RFP carefully, analyze and plan, collaborate with your team, draft the proposal, share it with your team and review and submit the proposal.
• Some of the best practices for an RFP response include identifying decision-makers, asking questions, using compelling visuals, maintaining consistent branding and keeping it concise.
• Visme's RFP response templates are the best way to send a response proposal that helps you stand out from the crowd and secure more wins.
• Sign-up for a free account in Visme and respond to your RFPs confidently!

As the name suggests, an RFP response is the formal reply or proposal submitted by a vendor to answer an RFP (request for proposal). It includes detailed information about how the vendor proposes to meet the organization's needs, including methodologies, timelines, costs and other relevant information.

The RFP response is the vendor's opportunity to demonstrate expertise, understanding of the client's needs and the value they can deliver. A well-crafted RFP response can mean the difference between winning a contract and losing it to another vendor.

RELATED : 8 Professional Bid Proposal Templates to Win New Clients

Did you know that organizations win an average of 44% of their RFPs ? But these wins don't happen by chance. To join the companies in these ranks, you need to learn how to respond to an RFP. It's a valuable skill every business owner or marketer should possess.

An RFP is more than just a document. You want to treat it as your opportunity to present your expertise and unique selling points in a comprehensive and compelling manner.

Here’s a step-by-step guide on how to respond to an RFP:

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1. Review the RFP Document Carefully

The first and most crucial step is to read and comprehend the RFP. Take your time to assess the client's requirements, objectives and evaluation criteria.

Here are some common evaluation criteria that clients may consider when reviewing your RFP response:

• Relevance to Requirements: Judge how well your proposal matches the client's needs and goals.
• Technical Expertise: Ensure that your proposal demonstrates a strong grasp of the necessary technical elements for effective implementation.
• Cost Effectiveness: Examine whether your proposal offers favorable value to its cost, considering how well your pricing matches the expected benefits.
• Impact and Benefits: Clearly articulate the advantages of choosing your solution.

Additionally, you can study the client’s industry and business processes, products and services and other critical aspects that may help you at this stage.

2. Analyze and Plan the Response

Once you understand the RFP clearly, it's time to analyze and plan your response. Break down the requirements into components that need addressing.

For instance, if the RFP is for a website redesign, you can divide the requirements into content, functionality and appearance.

Then consider how your company can meet these needs while providing value to the client. Develop a defined strategy and structure for your response, ensuring each section enhances your chances of winning the bid.

Furthermore, assess potential risks and challenges associated with the project, such as regulatory hurdles, resource limitations, or tight deadlines. Develop strategies to mitigate these risks and address them in your proposal.

3. Collaborate with Your Team

Gather your team members who will work together on the project and brainstorm ideas for fulfilling the deliverables outlined in the RFP. Leverage each team member's expertise to generate solutions and strategies. This collaborative session will help generate insights and ideas for your proposal.

Effective team collaboration has always been a challenge, especially in a remote work setting. Use V isme’s free online whiteboard tool to collaborate and brainstorm with your team in real time.

Browse through the wide range of whiteboard templates or create your own whiteboard. And the best part? You’ll get access to all of Visme’s features, graphics and tools while using the whiteboard.

15 Online Brainstorm Whiteboard Templates to Maximize Your Meetings

4. Create the First Draft

Begin working on the proposal after considering the ideas discussed in the brainstorming session. Clearly explain your strategy, addressing each requirement in a well-structured manner. Utilize language to showcase your value and how it aligns with the client's goals.

Structure the response to mirror the RFP's sections and requirements. Here’s what to include in your proposal:

• Executive Summary: Brief overview of your proposal and how it addresses the client's needs.
• Company Overview: Background information on your company, including history, mission, and relevant experience.
• Detailed Solution/Methodology: Address each of the client's requirements and explain how you'll meet or exceed them.
• Project Timeline: Provide a detailed timeline, including key milestones.
• Pricing: Offer a clear and detailed breakdown of costs.
• Team Details: Introduce the main team members who'll be working on the project and highlight their qualifications.
• References/Case Studies: Demonstrate your experience by sharing success stories or testimonials from similar projects.

Looking to present research and insights that demonstrate your understanding of the client's industry? Use Visme’s 30+ data visualization tools , including radial gauges, progress bars and population arrays. Visualize industry-specific information, such as market trends, challenges, competition analysis and potential opportunities your proposed solution could address.

To visualize larger data sets, you can use Visme’s 20+ charts and graphs , such as pie charts, area charts , bar graphs , Venn diagrams and more.

5. Share the Draft with Your Team

Before you finalize your proposal, share the draft with your team. It's important to encourage communication and welcome their input and feedback. Incorporating insights from your team members will help improve the clarity and effectiveness of your proposal.

Once you create your draft proposal in Visme, download it in PDF, PNG or JPG format to share via email or use offline. Or, share it directly with your team via email or generate a shareable link to share it anywhere on the internet.

6. Review and Revise

Take the time to carefully review your draft by paying attention to its structure, content and grammar. Ensure it flows well, is error-free and is easy for others to understand. Refine it as needed to ensure that it is concise, engaging and effectively addresses all of the client's requirements.

Involve your team members in the design process of the proposal. Any feedback, suggestions or improvements from your team members will only enhance the proposal's quality and value.

Visme’s collaborative design features will help you streamline this process and save a lot of time in the process. The tool has cutting-edge collaboration features, such as live editing, commenting, annotating and version control.

Invite your team members via email and ask them to give their feedback and input. Additionally, use the workflow feature to assign particular sections to the relevant subject matter specialists on your team.

Here’s a video that clearly explains how to utilize Visme’s amazing collaboration features.

7. Submit the Proposal

Once you have reviewed and revised your proposal, it's time to submit it.

Follow the submission guidelines provided in the RFP document, including any required attachments or supporting materials. Be mindful of the deadline. Present your proposal in a professional manner, ensuring that it is well-organized and free of errors.

This professional approach will convey a sense of competence and commitment to your client's needs.

8. Follow Up with the Client

After submitting your proposal, consider following up with the client for feedback. This demonstrates professionalism and a commitment to improvement. Use any feedback you receive as an opportunity to learn to enhance RFP responses. Continuously strive for growth by seeking opportunities for improvement.

Here are the five RFP response templates you can use to create your own. These templates are easy to use and customizable so that you can use them for any industry or business type.

If you’re not sure which template to use or want to save time creating a first draft, use Visme’s AI Document Generator . In the template gallery, click the Generate with AI option, follow the instructions from the chatbot and choose one of the suggested styles. Once generated, customize your RFP response to match your brand and finalize the content with your team.

1. General RFP Response Template

This is a general RFP response template that you can use for almost any industry. It includes all the essential elements of an RFP response, including the company overview, mission statement, previous projects, scope of work, delivery timeline and pricing.

The complementary color combination of yellow and green gives the template a fresh and inviting feel that will appeal to your customers. The high-quality and relevant images also demonstrate professionalism.

Pair this RFP response template with a cover letter for better personalization. Browse the Visme template gallery for a variety of RFP cover letter examples.

2. Automobile Industry RFP Response Template

Explicitly designed for automobile vendors and manufacturers, this template caters to the intricacies of the auto world. It captures everything from detailing your company's experience in the sector to car redesigns, manufacturing processes, quality assurance and aftermarket support.

Detailed icons representing automotive elements make the template more industry-specific, giving your proposal an authentic touch.

Though the template is focused on business-to-government (B2G) service providers, you can make the necessary changes to fit any business type.

3. Marketing Consultancy RFP Response Template

When it comes to design, "less is more". And all the pages in this document embody that philosophy. With its sleek, subtle and carefully crafted minimalistic design, the RFP response template appeals to the modern and sophisticated clientele.

However, with Visme, you are not limited to a few color options. Customize the template with any color you want using the color dropper tool . You can choose from the pre-made color palettes, copy and paste a HEX code or use the color wheel to choose a custom color that communicates your brand voice .

4. Technology Tools RFP Response Template

While creating any RFP response is challenging, it is even more so when the client has specific technology requirements. This is because your RFP needs to strike a balance between demonstrating technical proficiency and emphasizing the value of the proposed solution.

And you need to put all of the information in a single, concise document while getting the aesthetics right. This RFP response template is an excellent example of how to do just that.

The design is clean and simple but still emphasizes certain aspects of the proposal, such as quality assurance, customer support, competitive pricing and more.

5. Construction Project RFP Response Template

If you are a contractor, builder or developer in the real estate industry, add another tool to your belt with this construction project RFP response template.

The template covers all bases. Everything a potential client may want to know is included, from company background, case study, and pricing structure to the nitty-gritty of the proposed solution.

If you share the RFP response with your client online, you can take advantage of Visme's interactive features .

Include clickable pop-ups, hover effects and special effects that make your proposal unique. You can create a button with a link that opens a separate page and takes the reader to your website for more information about your company.

And the best part is you don’t need any design or technical skills to create this type of interactive experience. Download the document in HTML5 format to preserve all the interactivity you incorporated.

Developing winning RFP responses is becoming increasingly challenging due to the competitive nature of the marketplace.

Follow these RFP response best practices to respond more confidently and win more bids.

If you are looking for more information on the proposal-writing process, read our comprehensive guide to writing a proposal or watch the video below. These resources provide practical insights and step-by-step guidance, making the proposal-writing process even more intuitive.

Now, let's dive into the best practices that can make your RFP response stand out.

1. Analyze Previous Successful Proposals

Exploring successful proposals from the past can provide valuable insights.

By understanding what appealed to those who issued the proposals in the past, you can adapt your strategy to align with their preferences. Analyzing these victories reveals regular patterns, preferred solutions and presentation styles that were well received.

Utilizing this knowledge enhances your proposal and strengthens your competitive advantage in responding to RFPs.

2. Identify Key Decision Makers

Understanding the people who will assess your proposal is an excellent strategic approach to creating the RFP response. These individuals usually have their own preferences, challenges or areas of interest.

Customize your response to connect with them by understanding their roles, backgrounds and priorities. This focused approach demonstrates your attention to detail. It also enhances the chances of your proposal meeting the expectations and needs of those making the final decision.

3. Ask Questions

Proactively seeking clarity shows that you are thorough and genuinely interested in the project. Before creating your proposal, ensure you understand all the details mentioned in the RFP. If there are any uncertainties or sections that need to be clarified, feel free to contact the organization or person who issued them.

Put together a list of RFP questions to ask the client. Asking questions will ensure that your proposal perfectly matches their expectations and help establish open communication, which builds trust right from the start.

4. Use an RFP Response Template

A winning RFP response is all about making the best first impression. Using professionally crafted templates can significantly enhance the quality of your proposal presentation and impress your audience.

Explore Visme's extensive library of RFP response and other proposal templates and customize them according to your client's needs. These templates give your content a polished appearance, ensuring it catches the reader's eye. In addition to their visual appeal, the templates provide a structured framework highlighting key points and making the proposal easy to navigate.

Many professionals have enjoyed the benefits of Visme's versatile templates. Dave, a Co-Founder, shared his experience:

“Visme also has a full suite of digital asset templates that make it easy to build whatever needs to be created for clients. Their attentive customer service is outstanding. Kind of refreshing these days.”

5. Use Compelling Visuals

Do you want to know the secret to making your RFP response more impactful and memorable? Incorporate visuals!

Visuals are powerful tools that can help you stand out from the crowd. Moreover, they can break up the monotonous text flow and make your response more readable.

Another advantage of visuals is that they can help you speed up decision-making. By visualizing your solutions, you can give decision-makers a snapshot of what's in store if they choose your proposal over others.

Here are some examples of visuals that you can use in the RFP response:

• Product Visualizations: If you propose a tangible product, showcase its design, features, and benefits through high-quality images or renderings.
• Prototypes and Mockups: For innovative solutions or software, display prototypes or mockups illustrating how your proposal would function in practice.
• Process Flowcharts: If your proposal involves a complicated process, break it down into a process flowchart . This simplifies understanding and showcases your expertise in managing complex tasks. Videos or Animated Graphics: Engage your audience with videos or animations that provide an immersive experience of your proposal.

Visme comes with various visual assets such as icons, high-res images, 3D animated graphics, shapes and more. Use these visuals to supplement your text and make your proposal more visually appealing.

Also, if you are looking for a custom graphic not found elsewhere, use Visme's AI Image generator. This tool's advanced image generation capabilities help you create any graphic you want, including paintings, abstracts, icons, illustrations and even real-life images.

6. Keep it Concise

When writing proposals, focus on essential details and keep them short. Avoid making them too long with unnecessary information. Use only the words you need to explain your concepts clearly. This helps your proposal be easier to understand and more effective.

Use Visme's AI writer to enhance this precision further. It can help you write high-quality content for your proposals, create layouts, improve your own content and more. Just explain to the tool what you want to generate, and watch the magic happen.

7. Include Testimonials and Case Studies

When crafting an RFP response, it's crucial to incorporate case studies and testimonials from clients who have utilized your products or services. These testimonials serve as evidence to assure potential customers that your offering is top-notch and worth raving about.

You can use Visme’s case study templates to write a compelling case study and include it in your RFP response template. Here's an example of a case study template you can use to write your draft:

8. Maintain Consistent Branding

A well-crafted RFP response can be an excellent opportunity to show off your brand personality . It's one of the few times you'll have a captive audience, so take full advantage of it by creating a memorable experience for your potential customer.

Incorporate all the branding elements in the proposal that make your brand unique. Ensure your response is consistent with the rest of your brand's materials, including any advertising or collateral you've created in the past.

Visme's brand design tool makes it super easy for you to include these elements in your RFP response template.

Using this tool, you can create and save all your branding assets, such as the company logo , brand colors and brand fonts and apply them to your design with just one click.

And the best part is, if you are designing the document with a team, anyone can use these elements to create branded documents in Visme.

Read our guide to creating a branding kit in Visme or watch the video below to learn more about these amazing features.

9. Focus on Building Relationships

Even if you don't win the deal this time, keep open lines of communication with the client to pave the way for future opportunities. This demonstrates your company's professionalism, long-term commitment and dedication that go beyond just a one-time transaction.

With time, these relationships can potentially result in collaborations or referrals, giving you an advantage over your competitors.

10. Keep Your RFP Response Updated

Visit your RFP response periodically and update your company's latest achievements, new services or products and current industry trends. This will always keep you prepared for any future requests for proposals and minimize the risk of missing out on presenting critical business information.

Visme's dynamic fields feature is a game-changer for businesses that create frequent RFP responses or similar documents. Rather than getting bogged down with the repetitive input of information, you can save crucial data points, like dates, contact information, financial metrics and more, just once.

Once saved, the dynamic fields ensure that every subsequent project—previously created and new—automatically gets updated with this information. This feature saves time and reduces the chances of errors or inconsistencies across multiple documents.

So, while refining and updating your RFP responses, Visme can make the process smoother and more streamlined.

To ensure that you have all your questions answered in this article, we’ve created this detailed RFP response FAQ section. Go through them carefully before you jump right into creating your own.

How to Respond to an RFP?

To respond to an RFP, carefully review the document's requirements, gather necessary information, draft a clear and concise proposal highlighting your solution, qualifications, and pricing, and submit it by the specified deadline.

What Makes a Great RFP Response?

A great RFP response is clear, concise, and tailored to the client's needs. It demonstrates an understanding of the project, showcases relevant expertise, provides a feasible solution and offers competitive pricing.

What Is the Most Important Part of an RFP?

The most important part of an RFP is the "Scope of Work" or "Specifications" section. This section outlines the project's requirements and expectations and guides the response's content and direction.

What is the RFP Response Summary?

The RFP response summary is the executive summary that follows the cover letter and precedes the bulk of your proposal. It’s an overview that explains what your proposal offers and how it solves the client’s problem. It includes a value proposition that engages the client into wanting to read the proposal fully and select your bid over others.

What Should You Not Include in an RFP?

An RFP (Request for Proposal) should not include vague questions or statements. Instead, be clear, concise and provide just enough detail in the statement of work.

Also, avoid making contradictory requirements. Double-check all the requirements and make sure they are correct before sending out the RFP.

How Long Should an RFP Take?

Going through all RFP process steps takes anywhere between two weeks and two months, depending on the RFP’s complexity, the number of prompted vendors and their overall responsiveness.

What Should You Not Do When Responding to an RFP?

When responding to an RFP, avoid generic responses, overlooking essential requirements, providing incomplete answers and missing the submission deadline.

Q. What is the Win Rate of RFP Response?

The win rate of RFP responses can vary widely based on industry, competition and proposal quality, but on average, organizations win 44% of their RFPs.

Q. How Do You Win A Difficult RFP?

To win a difficult RFP, you must ask the client or procurement manager for clarification regarding unclear sections in their RFP. Take note of all vague or conflicting information in the RFP, with page numbers, and either send an email or request a pre-bid meeting. Create a relationship with the client to better understand what they require. Then prepare a personalized response that answers all their questions.

Q. Why Do RFPs Fail?

An RFP can fail for a number of reasons, including:

• A vendor list that is too long or not well-chosen
• Poorly defined and written service requirements
• Lack of prioritization in the requirements list
• Missing awarding criteria for vendors
• No set timeline or end date for response acceptance

Create Impressive Proposals & Documents with Visme

Now that you know how to respond to an RFP and the ten best practices to help you secure the deal, it's time to implement these tips.

Writing a good RFP answer is like opening the door to success in business. When crafted well, it can create a strong impression on your clients and help you win more bids.

Choose your favorite RFP response template from the list and customize it using Visme's free online proposal maker. Also, to run a business successfully, you'll need to create a variety of proposals and other documents such as reports, presentations, contracts, agreements and many more.

With Visme’s drag-and-drop editor and the vast library of bid response templates, you can create all of them, in just a few minutes.

Ready to close more deals and boost your business productivity? Sign up for a Visme account today and get started!

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About the Author

Raja Antony Mandal is a Content Writer at Visme. He can quickly adapt to different writing styles, possess strong research skills, and know SEO fundamentals. Raja wants to share valuable information with his audience by telling captivating stories in his articles. He wants to travel and party a lot on the weekends, but his guitar, drum set, and volleyball court don’t let him.

How to Create a Winning RFP Response Template (Plus, PDF Example)

If you’re like the average proposal team, you may submit around 162 RFP responses annually. That’s more than 3 proposals every week—a pace that could overwhelm even the most seasoned professionals. 😅

To keep up with this high volume, having an RFP response template isn’t just a convenience, but a necessity. Instead of grappling with formatting every time, it helps you streamline your RFP response process, so you can focus on customizing answers and consistently deliver winning proposals.

Read on to learn what makes a good response in the first place, how to build a well-structured template from scratch, and more ways to save hours (and effort) in your submission cycle.

But, if you’re already in a time crunch, download this RFP response template to use right now. Here’s how to get started:

What is an RFP Response Template?

• Key Components to Include
• How to Customize Your Winning Template
• RFP Response Template (PDF Example)
• Other Tools to Speed up Your Process

An RFP response template is a document that you can complete in order to speed up your response process. Within the template, you’ll store repeatable answers (and requirements) to answer your buyer’s most frequently asked questions. It’ll help you spend less time writing from scratch—and more time customizing to your buyer’s specific needs.

Think of it as a shortcut to quickly capture recurring information, so you can focus on adding special details that make your prospective client feel valued and understood.

Why use this approach? Because an RFP template…

Provides a Structured Framework for Consistency

Using a template makes it easy to present your information in a consistent, uniform manner. A predefined format is particularly important when multiple team members create a proposal as it helps maintain a consistent look and feel throughout the response— instead of appearing as a class art project . 🎨

Helps You Complete an RFP, To the Right Standards

Different requests for proposal might have similar requirements between clients in your industry. By mapping out common sections in advance, you can simply fill in the client company and modify information as needed. This allows your team to quickly follow a repeatable process that ensure key details don’t get overlooked.

Saves Time to Focus On Client Customization

A template can significantly speed up the drafting process. Instead of reinventing the wheel every time, your team can focus on customizing content for the current RFP. Plus, a quicker turnaround time allows you to submit multiple RFPs in a timely fashion, which is essential in today’s competitive market.

How to Build Your Template (7 Components)

Now that you’re sold on the idea of an RFP template, you’re probably wondering what goes into developing one. The seven key components of almost any response include:

• Cover letter
• Executive summary
• Company qualifications
• Proposed solution
• Pricing details
• Success stories
• Terms and conditions

These components are vital in crafting an effective RFP response. They help lay out a solid plan for managing and discussing the solution while building trust with the client. Let’s look at each in detail:

1. RFP Cover Letter

Like an executive summary (see below), a strong proposal cover letter sets the stage for the rest of your proposal by demonstrating your commitment to meeting the client company needs from the onset.

As the first impression, your RFP cover letter should be professional, engaging, and showcase your company’s interest in the project. So, make sure to include details about your understanding of the requirements, how your company can specifically help the client, and your eagerness to work with them.

2. Proposal Executive Summary

An executive summary serves as a brief overview of your proposal, which highlights your company’s strategic approach (and unique expertise) in addressing the primary problem. It should introduce a high-level view of your win themes and demonstrate why your solution is a good fit, clearly and concisely.

Keep in mind—a potential client may review multiple RFPs, so make sure your executive summary gets right to the point by focusing on the competitive advantage that sets your company apart.

3. Company Qualifications

Think of this section as a general overview of your company. It’s your chance to give a little background to your company’s history, share your core values ( to emphasize why you’d make a great partner ), introduce team members involved, and highlight your qualifications for the evaluation criteria.

Since RFPs are notorious for asking tons of questions— hundreds even —it can be a good idea to answer them in this section through a table format. This’ll make it easy for the evaluator to run through each ( and add a score ). As a bonus, it’s also easier for you to track which questions your SMEs still need to answer if left blank. 🤫

4. Proposed Solution

It’s time for your implementation plan. In this section, you’ll expand on your company’s unique approach to solving the client’s problem by outlining the scope of work, project timeline, and other parties involved.

The goal here is to instill confidence in your company’s ability to execute efficiently and effectively. So, make sure to:

• Be detailed about the key deliverables and services included in a project summary ( as well as anything that will be excluded to avoid misunderstandings later on ).
• Be realistic in your proposed timelines, and ensure that the client understands the various stages of the project and how your team will work together to achieve the desired outcomes.
• Be specific about your tailored solution to show the client you value their business and want to go above and beyond meeting their needs— not just meet the RFP requirements .

5. Pricing Details

“ How much will this cost? ” is a top question for prospective clients. When creating proposals, it’s important to provide transparent pricing and payment terms, so the client understands the cost structure and overall value of the proposed contract. In this section, you should:

• Break down the total cost into categories, such as labor, materials, and overhead expenses.
• Explain any discounts, promotions, or incentives that may be available to the client (just remember to resist the urge to undersell yourself).
• Think like a negotiator by NOT providing the lowest price from the get-go. Instead, submit a quote with a 10% higher gross margin to leave wiggle room for negotiation.
• Clearly outline your payment terms , such as your billing schedule and accepted method of payment, to prevent any disputes or misunderstandings later in the project.

6. Success Stories

The purpose of this section is to back up your claims with proof in your response template. By presenting your company’s accomplishments through success stories, you build trust and credibility with the client, which reassures them that they are making the right choice.

So, highlight past projects that demonstrate your ability to deliver on the proposed scope of work. If possible, share testimonials from past clients that fall into a similar business category, industry, or pain point, so that those stories resonate with the RFP issuer.

7. Terms and Conditions

This is where you cross the T’s and dot the I’s by including comprehensive terms and conditions that establish a solid foundation for a successful partnership. In this section, your aim is to:

• Outline the contractual terms and conditions that both parties will adhere to—detailing the rights, obligations, and responsibilities of each.
• Address any potential risks or issues that may arise during the project and provide solutions or contingencies to mitigate these concerns.
• Plan for the worst case scenario by protecting your company with a termination clause.

What is an example of a good RFP response?

A good RFP response focuses on the customer, not your company.

For example, this response successfully highlights a compelling benefit:

Our project management team is agile and can tailor our proven process to your needs with the main steps remaining consistent: build, test, and deliver value. We can save you time by deploying this software for you, as we’ve saved other clients 2,000 working hours annually.

But it doesn’t put the customer first. Instead, a better response would be:

With [number of customers], your time should go toward providing [client’s main service]––not software deployment. By handling this process for you, we can save you 2,000 hours annually, so you can focus more on what you do best [client’s mission statement] .

4 Steps to Customize Your Winning Response

Once you’ve got the key components down, you might be tempted to get right into writing your RFP response. But even with a handy template, there are some important steps you’ll want to follow.

• Research the client to better understand their needs
• Collaborate with SMEs to write the best possible content
• Use graphics to capture the attention of decision-makers
• Edit the proposal to make it clear, compelling, and concise

1. Research the Client to Understand Their Needs

Thoroughly researching the client ( and their industry ) can help you tailor your response to their specific goals, pain points, and expectations. To gather this insight:

• Study the RFP document several times before jumping to respond, making note of formatting requirements, submission guidelines, and evaluation criteria
• Speak directly with the key decision makers to find out what they care about most ( if you don’t have a direct line to the client, hop on a call with the sales person assigned to the account )
• Do extra homework by seeing what you can dig up from their website, marketing collateral or recent press releases about the client’s company.
• Scope out the competition to see who you might be up against ( including the incumbent ), and where you have the upper hand going into the RFP process .

Gaining this deep understanding of the client’s needs will enable you to customize your proposal and demonstrate your ability to provide a solution that is uniquely suited to their requirements.

2. Collaborate With Subject Matter Experts (SMEs)

Whether you’re a proposal team of one or eight, don’t forget to draw on the knowledge of other team members in your organization when developing an RFP response. SMEs can offer insights, expertise, and unique perspectives through the entire process, ensuring an accurate and well-rounded proposal.

But they aren’t always the easiest to collaborate with ( especially when they ignore your emails 😟). When working with SMEs, consider this approach to increase the likelihood of their participation:

• Host a kickoff meeting: Get them excited about the opportunity by sharing details about the potential client and deal size—and how their answers can help your company win the RFP.
• Take the first pass: Do SMEs a favor by writing a first draft of the answers. They’ll appreciate you making the task a lighter lift, whether it’s filling in the blanks or reviewing for accuracy.
• Give them guidelines: Share your content plan for the sections that belong to them. Plus, provide RFP response examples they can use as a guide for structuring their answers.
• Cater to their communication style: Some SMEs are responsive to email, others prefer to hop on a call. Find out what each SME prefers and collaborate accordingly.

3. Use Graphics to Enhance the Proposal

Your RFP response shouldn’t just read well—it should look good to your prospective client, too. 🤩 So, loop in your graphic designer in your final pass, to bring your proposal to life.

After all, visuals help communicate complex information, highlight key points, and make your proposal more persuasive and eye-catching. In your structure of a proposal , consider incorporating:

• Pie charts or bar graphs to highlight stats like business growth, year-over-year projections, or success data.
• Comparison tables to break down which features you offer compared to your top competitors—or if you dare, the incumbent.
• A timeline graphic to bridge the gap between where the client is now and where your company can take them based on your action plan.

4. Make the Proposal Clear, Compelling, and Concise

Having put so much work into crafting a detailed proposal, the last thing you want is to fall down on sloppy mistakes at the finish line. 🏁 After all, proofreading can increase the likelihood of winning business because it shows your company pays attention to details ( i.e. cares about quality work ).

So, use online editing tools like Grammarly or the Hemingway App to perform a quick spelling and grammar check. Read the RFP response out loud to catch awkward phrasing or inconsistencies. And, if possible, ask a team member who’s not involved to read it with fresh eyes.

By the time you’re finished, the final proposal should be:

• Clear: There aren’t any over-complicated words or jargon that might leave the evaluator confused.
• Compelling: The proposal is full of details personalized to the prospective client.
• Concise: You get straight to the point—there aren’t run-on sentences or super long paragraphs.

How can I tailor my RFP response to fit the client’s specific needs?

Start by researching the client and industry. This will help you understand the client’s needs and the context of the project. Then, collaborate with your team to brainstorm win themes and develop a content plan. Finally, customize your proposal to the RFP’s specific requirements.

Example RFP Response Template ⬇️

Looking for a quick way to get started? Download this RFP response template to create high-quality proposals faster . ( You don’t even need someone skilled in Adobe to use this repeatable template .)

✨ Tip: If you use Loopio, you can upload your own proposal template , directly within the platform.

Next Steps: Speed Up Your RFP Response Process With These Tools ✨

Want to decrease your turnaround time for your next RFP response? Now that you’ve got your template planned out, and you know how to write an RFP response , here’s two other tools we recommend that can save hours ( and effort ).

RFP Response Software

RFP response software tames RFP writing chaos by auto-suggesting answers from past RFPs, assigning questions to SMEs, streamlining content upkeep, and more—so you can create quality proposals faster.

Generative AI

Stuck on the blank page? You can use generative AI for RFP responses to build a custom content plan, summarize an executive bio, and whip up a speedy first draft of your RFP answers.

Related posts

Ai rfp software: 5 ways that loopio uses artificial intelligence, 51 fascinating rfp statistics on the state of bidding in 2024, proposal team structure: research reveals top roles and when to hire.

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Tips of the trade

How to Write a Standout RFP Response

Learn how to craft an RFP response that will catch the requester’s attention and win their business.

You know your team is great at what you do. You have the chops, the experience, and the enthusiasm. You’re confident you’d deliver great work on a project.

But first, you have to convince the client.

How do you do it? In various industries, companies will issue a Request for Proposal (RFP) when they have a need. It’s a formal document that details their project and invites potential service providers or vendors to submit proposals for solutions.

Winning that business means writing a successful response to the RFP: one that makes your company stand out, shows that you understand the challenge, and highlights why you’re a good fit.

What is an RFP response?

An RFP response is a document that a vendor or service provider prepares in response to an RFP. It’s a comprehensive proposal that outlines how the supplier’s product or service can successfully meet the requester’s needs.

An RFP is a structured way to gather information from various suppliers and compare offerings. Successful RFP responses present information in a corresponding fashion. Typically, they include information like proposed solutions and deliverables, the thinking behind the strategy, pricing, and details about your company including past experience. The ability to effectively write an RFP response is crucial to show you truly understand the client’s needs and can deliver valuable solutions to solve their problem.

Try this tome:

RFP Response

How to respond to rfp: outline and sections.

A wide variety of sectors use requests for proposals, so projects could include items like software development, marketing services, construction, information technology, website creation, and much more.

While each requester may ask for different types of RFP responses, speaking broadly, many seek similar information and structure. You should expect to include the following nine key sections when responding to an RFP:

• Introductory letter
• Table of contents
• Executive summary
• Solution, process, and deliverables
• References and social proof

1. Cover page

The cover page of your RFP response serves as your first impression. It should reflect your brand identity with your firm’s style, color, and logo, and it should also include the logo of your prospective client.

2. Introductory letter

Just like a cover letter for an individual job application, RFP response cover letters are typically letters addressed to the RFP requester and signed by you.

Successful letters are centered on your potential client: proving that you deeply understand their needs and project requirements, showing your company is experienced and uniquely suited to serve them, and sharing at a high level how you’ll help them reach their goals. Tonally, think friendly, confident, professional, and enthusiastic.

Add your branding—including your company name and logo, as well as your contact information—at the top of this and every page, as requesters are often reading through a stack of responses.

3. Table of contents

Give your reader a very brief overview of the sections to come, including the page numbers, so they can easily navigate the document.

4. Executive summary

Write a concise summary of your RFP response. Successful executive summaries stay focused on the RFP’s specifications, recap the problem your client is trying to solve, highlight the key points of why your company and solution are the best fit for those s needs, and emphasize your unique value proposition. Consider the format, too: bullet points and bold lead-ins allow easy scanning, for example.

5. Solution, process, and deliverables

This is the meat of your RFP response, detailing your approach, specific solutions, process, and deliverables.

First, present your overall approach to the project—the strategy that will guide your execution. What’s the creative through-line or unique lens you’ll bring to the client’s problem? A bold strategy statement can help you differentiate from other RFP respondents.

Next, list your solutions, each under their own header. Depending on the proposal, these header categories might be something like “Phase 1, Phase 2, and Phase 3” for a project that unfolds over time, or “Creative, Email, and Social” for a marketing campaign.

After that, explain your process: Describe what you’ll do as part of each solution, and be sure to explain why and how you believe these actions will help the client solve their problem. Call back to specific verbiage in the RFP as you concisely discuss the benefits and features of your solutions, explaining why they will address the client’s needs. Remember that the focus should always remain on the specifications in the RFP and the prospective client.

Visuals like charts or mockups can also help illustrate complex ideas. Ideas for visuals include venues or previous setups for event RFPs, mockups for ad-creative RFPs, and type treatments that align with your brand identity and the project’s needs.

Finally, include a list of specific deliverables for each solution. Again here, bullet points or numbered lists are easy to scan—while also making clear what is not included. Depending on the RFP, some companies choose to include information like the start and completion dates for each deliverable, quantity (think X number of social posts), and the team members assigned.

Note: Save pricing details for the next section. Here, you want your reader to remain focused on your compelling strategy—which can help start making the sale before dollar signs even appear.

By the time your client gets to this section of the proposal, you’ve already explained your strategy and your plan to execute it. Now, explain what it costs.

Your pricing section should clearly show the total cost of each solution. Depending on the specifics of the RFP and how you or your company works, you’ll either break that down by deliverable or by time spent.

List each of your solutions and their related deliverables or hours, with the rate and number of units for each. Then, add up the deliverables and provide a total for each solution. At the end, include a grand total for all solutions combined—the full cost of your plan, which should reflect the budget the client provided in the RFP.

Note: Avoid the temptation to offer a slew of plans, combinations, and options. You risk overwhelming the client by putting the onus on them, who is looking to you to present an informed strategy. Go in strong by providing a clear recommendation. Once you’ve attracted the client’s interest, you can make tweaks to solutions or packages later if needed.

7. References and social proof

Including testimonials from past clients enhances your RFP response by providing tangible evidence that the product or service being marketed works effectively in the real world. These testimonials serve as social proof, demonstrating to the prospective client that your solutions have been successful for others and are likely to be successful for them too.

When selecting testimonials to include, opt for ones that are relevant to the project at hand. Highlight specific impressive results and emphasize your clients’ satisfaction with your product or service. Consider including short case studies that showcase notable achievements and illustrate how your company’s solutions have addressed similar challenges faced by the prospective client.

While some companies choose to include this section earlier in their RFP responses, placing it towards the end allows you to focus first on demonstrating how your company can help the client. This approach gives you the opportunity to go into more detail about your successful track record and the benefits of working with your company after you’ve garnered interest based on your proposed strategy.

8. About us

In this section, you’ll highlight your qualifications, philosophy, and relevant experience. Describe how your experience and skills directly relate to the project’s requirements and the client’s needs.

Start by briefly highlighting why your company’s unique benefits and solutions make you the right choice.

You may also include references, testimonials, or short case studies that underscore your company's successful track record. Choose clients and studies that are relevant to this project, and highlight specific impressive results as well as your clients’ satisfaction. Some companies also include brief bios for each team member who will be involved, which is an elegant way to name-drop previous clients and success stories throughout their careers.

While some companies include this section earlier in their RFP responses, others prefer to focus first on how they can help the client—and go into more detail later once they’ve garnered interest based on their strategy. By placing this section at the end, you may give yourself a bit more space for information like case studies and team bios—rather than rushing through to get to the meat of your proposal.

9. Appendix (i.e. compliance statement, licenses, and any other related extras)

If needed, an appendix can serve as a sort of “miscellaneous” section. Depending on the type of RFP, some responses may require you to include proof of certifications, licenses, or other technical specifications. Others may benefit from inclusion of compliance statements around items like cybersecurity or personally identifiable information.

Avoid the temptation of going too long with the appendix, as it shouldn’t include any extraneous information. It simply serves as a catchall bucket for required or relevant information that doesn’t easily fit elsewhere.

After reading your compelling proposal, your reader may be ready to become your client. You may choose to include your boilerplate terms and conditions (which should align with industry standards and remain fair to both parties). In addition to project deliverables, pricing and scope, these terms may also include information about warranties, intellectual property, dispute resolution, and more.

5 tips for writing a winning RFP response

While every RFP is different, there are several “rules” that apply to writing successful responses. Here, two experts share their dos and don’ts.

1. Qualify the opportunity

Before crafting an RFP response, it’s crucial to ensure that your company qualifies for the deal being offered. While it can be tempting to pursue every opportunity that comes your way, investing time and resources into RFP responses for deals you’re unlikely to win can hinder your success rate.

Qualifying the opportunity means asking yourself: Does this deal align with our expertise, resources, and capabilities? Is the scope of work within our wheelhouse?

By taking the time to assess whether the opportunity is a good fit for your company, you can focus your efforts on pursuing deals where you have a competitive advantage and are more likely to succeed. This strategic approach not only maximizes your chances of winning but also ensures that you allocate your resources effectively.

2. Read the RFP very carefully, multiple times.

Quality RFP responses take work, and it would be a shame for your firm to be thrown into the “toss” pile because you missed a simple requirement.

“The good thing about RFPs is that they are generally extremely prescriptive—so the RFP will often tell you exactly how they would like you to structure your response and what to include,” says Anjie Zheng, Managing Editor of Strategic Proposals at a transit technology company.

That prescriptiveness is helpful—and consider it a mandate, not a friendly suggestion. If you fail to include requirements stated in the RFP, the requester may simply disqualify you in favor of other hopeful vendors who followed the directions.

“Read through the RFP several times, very carefully, to make sure you’ve checked every box,” Zheng says.

3. If you’re not sure, ask.

Still unclear on a point or two, even after multiple careful reads of the RFP? Don’t be afraid to ask one round of questions, says Michael Steele, Founder and CEO of technical marketing agency, Flywheel Digital .

“Don’t overwhelm the client, but it’s perfectly fine to get clarity on a few things to make sure you’re not leaving anything to chance,” Steele says. “If you do one thing and they meant another, you’re dead in the water. And if they balk at responding to questions or don’t give you helpful answers, it's a good indicator that they probably already have a specific vendor in mind anyway.”

“ If you do one thing and they meant another, you’re dead in the water. And if they balk at responding to questions or don’t give you helpful answers, it's a good indicator that they probably already have a specific vendor in mind anyway. ”

4. Use visuals and compelling language to keep your reader interested.

RFP responses tell a story, and you should avail yourself of any tactics you’d use in other formats to tell a good story.

“Think about RFP writing as you would think of any piece of content. Who's your target audience and what do they care about?” Zheng says. “Try to speak to them specifically by including information that you believe will be helpful and a tone of voice that’s appropriate.”

Think beyond text, too, she adds. Use diagrams, graphics, and other visuals to break up the text and draw your reader in—because giant, uninterrupted blocks of text can make a reader’s eyes glaze over.

5. Stay at the right altitude.

The requester wants to understand your company’s approach and why you’re the right vendor for the job. Yes, you should describe your strategies—but there’s no need to dive into the minutiae. In fact, getting too detailed in your response could hurt you.

“You run the risk of one person reading it and saying, ‘Oh, I don’t like that particular plugin, so maybe they’re not a good fit,’” Steele says. “People get caught up in those details sometimes, even though they’re easily changed. So stay focused on the overall picture: your approach and why you're the right partner.”

RFP response example

Let's dive into an illustrative example of a winning RFP response using the recommended outline in the Tome RFP response template . This template not only guides you through each step of the proposal process but also serves as a prime example of how to structure your response effectively.

Cover Letter

[Your Company Logo]

[Your Company Name]

[Your Company Address]

[City, State, ZIP Code]

[Phone Number]

[Email Address]

[Client's Company Logo]

[Client's Company Name]

[Client's Address]

[Contact Person's Name]

[Contact Person's Title]

[Contact Person's Email Address]

Dear [Client's Name],

We are thrilled to submit our proposal in response to your request for [specific project or service] outlined in your recent RFP. At [Your Company Name], we are committed to delivering innovative solutions that exceed our clients' expectations and drive tangible results. With our extensive experience in [industry/sector], we are confident in our ability to address your unique needs and objectives.

Executive Summary

Our proposed solution aims to [brief overview of proposed solution]. By leveraging our [unique approach/methodology], we will [key benefits/outcomes]. With a focus on [client's specific goals], our comprehensive strategy is designed to deliver measurable results and propel your organization forward.

Solution Overview

Phase 1: Discovery and Analysis

• Conduct thorough market research and analysis to identify key opportunities and challenges.
• Engage stakeholders to gather insights and align project objectives with organizational goals.

Phase 2: Strategy Development

• Develop a customized strategy tailored to address the client's specific needs and objectives.
• Collaborate with internal and external stakeholders to refine the strategy and ensure alignment with best practices and industry standards.

Phase 3: Implementation and Execution

• Execute the strategy with precision and efficiency, leveraging cutting-edge tools and technologies.
• Monitor progress and make adjustments as necessary to optimize performance and achieve desired outcomes.

Case Studies and Testimonials

Client Success Story: [Client Name]

Challenge: [Brief Description of Client's Challenge]

Solution: [Description of Solution Implemented]

Results: [Quantifiable Results Achieved]

Testimonial: "[Client Testimonial]"

Project Timeline and Deliverables

Phase 1: Discovery and Analysis (Month 1-2)

• Conduct market research and analysis
• Stakeholder engagement sessions
• Deliverable: Market research report

Phase 2: Strategy Development (Month 3-4)

• Strategy brainstorming sessions
• Strategy refinement workshops
• Deliverable: Comprehensive strategy document

Phase 3: Implementation and Execution (Month 5-6)

• Execution of strategy
• Performance monitoring and optimization
• Deliverable: Implementation report

Team and Expertise

Our dedicated team of experts brings a wealth of experience and expertise to this project:

[Team Member 1]: Project Manager - [Brief Bio/Experience]

[Team Member 2]: Strategy Consultant - [Brief Bio/Experience]

[Team Member 3]: Implementation Specialist - [Brief Bio/Experience]

Pricing and Budget

Total Project Cost: $XX,XXX

Phase 1: Discovery and Analysis - $X,XXX

Phase 2: Strategy Development - $X,XXX

Phase 3: Implementation and Execution - $X,XXX

Thank you for considering [Your Company Name] for this opportunity. We believe that our tailored approach, experienced team, and proven track record make us the ideal partner for [client's project or service]. We are eager to discuss our proposal further and explore how we can contribute to the success of your organization.

By utilizing the RFP response template as a guiding example, you can create a persuasive and well-structured proposal that effectively addresses the client's needs and positions your company as the ideal choice for the project.

Using Tome to create RFP responses

Your style is dynamic—and your RFP responses should be, too. Tome’s impressive RFP response template is designed to spotlight the solutions you bring, and is easily customizable to fit your unique business.

Additionally, Tome’s generative AI helps you get to a first draft faster—create pages, text blocks, and visuals in seconds with prompts. Get a result that’s optimized for any screen size and immersive like an Instagram Story. Explore more of Tome's features and sign up for free.

Submit bids faster and help prospects see why you’re the right business choice.

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Craft your next great idea.

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RFP Response Example: Your Guide to Winning More Business

What makes a request for proposal (RFP) response stand out to planners? For starters, you need to show that your venue provides the best bang for their buck and goes above and beyond when compared to the competition. Read on to learn what makes up a high-quality RFP response — and see an RFP response example — so you can entice planners and win more business.

First off, know when you should respond to RFPs

When it comes to RFPs, speed is imperative. A Cvent study of UK planners revealed they want speed and accuracy in RFP responses with nearly a fifth (19%) stressing the importance of meeting response deadlines to win more business. To follow-up quickly on every lead, quality RFP management tools help organize and expedite your responses. It’s also smart to create a go-to response for quick RFPs (when the event is small-scale and planners only need a few venue spaces).  

By necessity, RFP responses will have some rejections in the mix. Ask yourself these questions to make fast work of determining which RFPs require a rejection and which call for a detailed proposal:

• Is the RFP genuine? Look for competitor language which can mean the RFP issuer already has a venue they want to work with, and are only sending out an RFP to follow protocol.  
• Will the event planner issuing the RFP entertain questions? If not, perhaps their choice is already predetermined. Getting answers to questions helps you craft a customized response, and also helps build the all-important relationship with the issuer.
• How does your lead scoring software rank the RFP? If there’s little to no chance of converting the opportunity, it would be wiser to focus on pre-qualified leads.
• Is the scheduled event date a good fit for your venue and staff? Some RFPs are great revenue generators during slow periods , whereas others might test the limits of your staff, facilities, and subcontractors at busy times. 
• Have you worked with the event planner before? Having a relationship with the issuer gives you a competitive advantage in terms of understanding their needs. 
• Has your venue successfully hosted this type of event before? If so, this can give you a leg-up on the competition. 
• Does the RFP provide you enough time to submit a response? Larger event RFPs with a window of 2 to 3 weeks for responses present a valuable opportunity to highlight your differentiators. 
• Will booking the event make good financial sense? Weigh the potential revenue and pursue those opportunities which provide solid returns on investment of your resources.

RFP management, simplified. Here's how

Communication is a key component of relationship marketing to event planners. We dive into the crucial elements of RFP proposals below, but take time to craft your rejection responses as well. That means personalizing automated responses and writing thoughtful individual responses to VIP planners of large-scale events. In all cases, rejection responses should be friendly and professional, and should share your appreciation that the planner reached out. For good measure, share your rejection responses with colleagues and planners you have strong relationships with to ensure the tone is just right. 

The 7 sections of an effective RFP response: A template for success

Clear writing makes all the difference between RFPs that land the sale and RFPs prospective clients ignore. Finding the right balance of detailed information and brevity is essential in your response to an RFP. Here are the must-have pieces of the puzzle:

1. Table of contents

This section gives the planner an easy cross-reference for sharing with key stakeholders and decision makers. 

Key elements of an RFP response table of contents:

• Branding. A table of contents is fairly self explanatory (and we have an example below), but it’s important to include your venue branding at the top. 

In fact, your branding, venue name, address, and contact information should be featured on every page of your RFP response. The planner is likely dealing with scores of competing responses, so take every opportunity to keep your site top of mind.

2. Cover letter

This is an opportunity to connect with the event planner while giving context to who you are and what you can do for them. 

Key elements of an outstanding cover letter:

• A friendly, professional voice. Planners will work closely with you for months and more in the run-up to their events. They want to feel confident your venue will be easy to work with and meet their needs. Make sure the tone of your cover letter is the written equivalent of a friendly in-person greeting.
• Offers a valuable snapshot. You’ll offer details in your executive summary, but your cover letter is your calling card. In addition to amiability, your cover letter should convey your experience, your understanding of their needs, and your ability to meet them.
• Brevity. Don’t ramble in your cover letter; keep it friendly, succinct, and to the point.

3. Executive summary

Let the planner know you understand their unique needs by showing you read the RFP thoroughly and have done your due diligence and research.

Key elements of an exceptional executive summary: 

• Addresses their specifications head on. Keep your focus on their "asks" in your executive summary. Are they prioritizing a venue in an exciting locale? Specify that a popular landmark is within walking or rideshare distance of your venue, and that you offer shuttles to the site every hour on the hour. 
• Sticks to one page. Though your executive summary gets more specific than the cover letter, it shouldn’t run beyond one page. At a glance, the planner should see that you meet their must-have requirements.
• Bullets. Long, uninterrupted sentences are a fast way to lose your reader. Maintain their attention and help them absorb the information by breaking up the copy with bullet points. 
• An image (optional). Does your property have state-of-the-art screens in a large auditorium, or small breakout areas designed for business travelers with outlets and a nearby coffee station? If your property meets one of their high-level requirements, go ahead and illustrate that with a high-resolution photo .  

Take your team to the next level of RFP efficiency

4. Deliverables and strategy

The nuts and bolts of your response, this section outlines the venue specifications, amenities, included services, and add-ons. Everything is spelled out, so the planner knows whether the property meets all of their requirements. 

Key elements of a deliverables and strategy section:

• Categorization. Cover each and every specification in the planner’s RFP, broken down into logical categories, such as F&B, venue space, and event technology.
• The "how."  Within each category, detail how you're going to meet their needs. If they're planning a closing-night gala, share that you have an award-winning catering staff 20 people strong. If they expect a tightly-packed event schedule, share how you offer an event concierge and tech support as backup for their team.
• How you don't  meet their needs . Very few venues fulfill all the specifications of every RFP they receive. Be crystal clear about the requirements you cannot fulfill. It’s possible they are negotiable. Also, planners appreciate honesty and are more likely to consider your venue for future events. 

5. Itemized event project summary

Here, you’ll break down the price by deliverable and clarify included services and add-ons. 

Key elements of an outstanding itemized event project summary:

• Transparency. In the study of UK planners mentioned above, nearly a quarter (24%) stated accurate pricing quotes would improve the chances of winning the RFP. Transparency builds trust for this event and possible future events.
• Categories and sub-categories. One food and beverage line item isn’t adequate. You can include F&B as a category with a coinciding "total cost," but then you’ll need to detail what goes into that price. For example, give the cost of the morning coffee break, the grab-and-go snacks for breakout sessions, and the closing sit-down dinner. This gives planners a sense that there’s wiggle room should they face budget issues.

6. Qualifications

This section is your chance to recap what makes your venue perfect for the planner’s event. 

Key elements of an itemized qualifications section:

• About us. This is the copy you use to describe yourself on your website and in marketing materials and press releases. 
• Similar events you’ve hosted. Include the names of the events, and the names and contact information for the planners. This demonstrates experience with events of their size, scope, and specifications, as well as confidence in the venue. 
• Awards and certifications.  Highlight any relevant awards your venue has won or certifications you have that may put you ahead of any competition.
• Names and titles of your core team. This gives the reader the opportunity to research your core team on LinkedIn and talk to connections who’ve worked with them. 

7. Agreement

Make it easy for the event planner to choose you by giving them documentation to sign; not all responses may have this, so it could be a strong differentiator from your competition. 

Key element of an RFP response agreement:

• The signature line. Make sure the planner understands this page is a contract. Many venues book up fast — a planner impressed with your RFP proposal may want to make it official immediately.  

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RFP response example: Zooming in on the key elements

There are many different things to keep in mind when responding to RFPs , but what does an actual response look like? Here, we’ve created an RFP response example for a hypothetical conference for executives in the retail industry. The pieces of the puzzle that matter the most include a properly formatted table of contents, cover letter, executive summary, and qualifications.

Hotel venue: Hillsdale Hotel & Conference Center

Prospective client: Samantha Forest, Planning Director, Southeast Retail Executives Association Annual Meeting and Exhibition

RFP response example: Table of contents

2. Cover letter 

• General requirements

4. Project plan

• Main ballroom
• Breakout rooms
• Audio/visual 
• Transportation
• Area attractions

5. Project summary

Relevant experience

Subcontractors, rfp response example: cover letter.

Dear Ms. Forest:

Thank you for the opportunity to respond to your request for proposal (RFP) for the Southeast Retail Executives Association Annual Meeting and Exhibition. We are excited about the opportunity to help you make this a productive and enjoyable meeting for every attendee. 

As you review this response you will see our facilities and services meet all of the requirements of your compliance matrix. Your attendees will enjoy unfettered access to conference events and exhibits, with numerous options for individual or small group meetings in our quiet break-out rooms or at our relaxing hotel restaurant and bar. For those who wish to network during down-time, our knowledgeable concierge can help arrange off-site visits to our city’s many unique cultural and entertainment attractions.

With our depth of experience hosting similar events outlined in the qualifications section, we believe a partnership with us will help you exceed your conference goals. We look forward to hearing from you soon.

Michael J. Sutton

Director of Events

Hillsdale Hotel & Conference Center

Wilmington, NC 28502

(910) 555-4444 (main)

(910) 555-7777 (cell)

[email protected]

Why it works:  This example works because of the detailed, no-nonsense approach to meeting the client’s needs. Highlighting the ability to meet attendee networking demands — both on-site and out on the town — in the table of contents, and reinforcing it in the the cover letter, provides the right amount of personalization without being overbearing.

RFP response example: Executive summary

Your ability to keep your member companies competitive in the retail industry depends on well-trained, motivated executives working with their retail teams to reach business goals. 

The Hillsdale Hotel & Conference Center is the perfect venue to help you achieve this critical objective. Our state-of-the-art facilities and professional staff will provide your attendees with the amenities and service needed to enjoy a purposeful experience.

Our background and expertise hosting similar meetings enables us to provide you with:

• Capabilities to host up to 1,500 attendees in a variety of meeting and exhibit spaces.
• Event planning and implementation from pre-planning to close of event including floor plans, event expense report, timeline, and functions; and interactions with service providers such as audio-visual, IT, and general service contractors.
• Complete food and beverage services provided by our in-house caterer.
• On-site accommodations in our 280-room hotel with special rates for group booking.

Choosing the Hillsdale Hotel & Conference Center for your event will provide you with the right environment to help your attendees improve their skills, while rewarding them with world-class accommodations, meeting spaces, food, and activities. Make your Southeast Retail Executives Association Annual Meeting and Exhibition inspiring, productive, and memorable.

Why it works:  The introductory paragraphs provide an overview showing you understand the objectives and goals of the customer’s event. Transitioning quickly into the solutions, which are derived from customer needs detailed in the RFP, shows the customer you have the ability to meet their needs.

RFP response example: Qualifications section

Hillsdale Hotel & Conference Center sets the standard for excellence when it comes to hosting seamless events. We offer organizations like yours a unique combination of high-quality facilities, hospitality service expertise, and experience with your industry sector. Our team of highly-skilled professionals will make your conference memorable, meaningful, and productive for your guests.

Hosting successful events is the core of what the Hillsdale Hotel & Conference Center is all about. Our 280-room hotel provides modern conveniences in relaxing one- and two-bedroom rooms and suites, while our Wi-Fi-enabled meeting and exhibit spaces welcome 15 to 1,500 attendees at multiple events throughout the year. With our comfortable, spacious hotel restaurant and bar, in-house catering services, and a team of certified meeting planners, we can meet every attendee and exhibitor need while exceeding expectations.

1. Annual Conference, Cape Maywood Car Dealers Association

This event included keynote breakfast and lunch presentations, educational seminars, networking, and committee meetings for 552 attendees. Meeting spaces included the main ballroom, the auditorium, conference rooms, and small breakout rooms.

Date of event:  July 10-12, 2019

Customer reference contact info:  Holly Sabre, Marketing & Events Manager; CMCDA; (910) 555-0111; [email protected]

2. Southern Home Design Show

Tradeshow and conference for 86 exhibitors and 1,272 attendees in the home improvement and interior design industry featuring sales and educational seminars. Meeting spaces included exhibit hall and conference rooms.

Date of event:  March 12-14, 2019

Customer reference contact info:  Sonja Wolfe, General Manager; Design Shows Unlimited; (828) 555-0191; [email protected]

3. Annual Meeting & Beer Festival, National Craft Brewing Guild

Public festival and association conference featuring 60 craft brewers and 1,400 attendees. Committee meetings, beer sampling, entertainment, and educational seminars. Main event and seminars held in exhibit hall, meetings in conference rooms.

Date of event:  October 11-12, 2019

Customer reference contact info:  Dave Walden, President; NCBG; (910) 555-0177; [email protected]

The Hillsdale Hotel & Conference Center has an experienced event-services team dedicated to meeting the needs of attendees and supporting your goals. We take pride in our hiring and training practices to ensure the highest levels of professionalism and quality hospitality. It is our pleasure to introduce you to some of the individuals who will be supporting your upcoming conference:

EXECUTIVE TEAM

• General Manager Ken Bailey, [email protected]
• Director of Food & Beverage Deborah Madden, [email protected]
• Director of Operations Greg Fairbanks, [email protected]
• Sales Manager Amber Robertson, [email protected]

CATERING SALES TEAM

• Catering Sales Manager Jody Summers, [email protected]
• Executive Chef Caitlynn Gilbert, [email protected]
• Food & Beverage Manager Cooper Garritt, [email protected]

EVENT SERVICES TEAM

• Director of Events Michael J. Sutton, [email protected]
• IT Manager Sarah Grove, [email protected]

For 22 years, the Hillsdale Hotel & Conference Center has been contracting with responsible event support providers. We maintain the highest standards for our event partners like you and stand behind these quality businesses:

River Frost Flowers  - Provided floral services for more than 200 social and business events with between 100 and 1,000 guests. www.riverfrostflowers.com

Quarter Moon DJ & Event Music   - Provided DJ, live music, and background music for more than 250 events across our venue spaces. www.quartermooneventmusic.com 

Why it works:  Transparency and brevity are key here. Succinct details about your experience from previously published material supported by references for similar customer events demonstrate you’ve done this before. Including high-level event team members and your vendor partners inspires confidence and gives planners a sense that you’re ready for complex events — and the inevitable challenges they involve. 

Speed up response time with RFP management software 

Now that you know what goes into a winning RFP response and have gone over an RFP response example, discover how RFP management tools can streamline the process. Your team will respond to more and better-qualified leads, improve the quality of your responses, and help your bottom- and top-line growth.

Put this RFP response example to good use

Cvent Guest

Cvent is a market-leading meetings, events, and hospitality technology provider with more than 4,000 employees, ~21,000 customers, and 200,000 users worldwide.

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How to write a winning RFP response

RFP360 is a part of RFPIO, the leading response management software. To explore additional resources about how to write a winning RFP response, visit RFPIO.com .

There’s nothing more frustrating than spending hours writing, editing and collaborating with SMEs only to find out you lost another RFP opportunity. Your business puts hours into each proposal. So, if your hard work isn’t paying off as often as it should, it may be a good time to explore what goes into a winning RFP response.

Behind every winning RFP response is a proposal team. And as they can tell you, creating compelling and engaging proposals is a learned skill. Not only does it take time and practice, it also requires a bit of trial and error.

In this blog, I’ll break down an RFP response, section by section, to define the goals of each and explore how to accomplish them. Then, I’ll offer RFP response best practices as well as winning examples. Finally, I’ll conclude by exploring common challenges that come up during the RFP response process and how to overcome them.

Section-by-section guide to creating a winning RFP response

• Proposal content best practices

Common RFP response roadblocks and how to overcome them

Before we get into the nitty-gritty details of each section, let’s start with the golden rule of request for proposal responses: It’s all about the customer. In each section and in every response, keep the customer in mind. Remember, these incredibly busy people have a problem to solve. Therefore, if they feel like you’re wasting their time, you’ve already lost them. So, as we work through each RFP response section, remember these guidelines:

• Stay focused on the customer’s problem and the solution you deliver
• Keep it short and fluff free ⁠— for the customer, the RFP isn’t an invitation for you to give a sales pitch, it’s a fact-finding mission
• Stick to the project scope and remove any information that isn’t immediately relevant, save the upsell for later

RFP response sections: Goals and how-to guide

Rfp cover letter.

The goal: Make a good first impression, create a human connection and let the customer know you truly understand their problem.

How to do it: Share your enthusiasm about the prospect of being a part of their future success. Then, restate their known objectives. Finally, paint a picture of how your solution solves their problem and makes their job easier. Make it all about them.

If you’re ready to write a killer cover letter, download this RFP cover letter template.

Executive summary

The goal: Give a high-level overview, summarize the most important parts of your proposal and prove you’re qualified to meet their needs.

How to do it: Research. Do your homework to ensure your executive summary addresses the customer’s biggest concerns. Find out why they’re issuing the RFP. Did their last provider fail to deliver? Is their business growing? The more you can speak directly to their needs, the greater your chance of winning the project. Remember, your summary needs to provide enough information to stand alone if it’s the only piece of the proposal an executive sees. However, it also must be short enough to read in a couple minutes.

Want to see what a stand-out executive summary looks like? Check out this executive summary template example for a guide.

Project implementation plan and schedule

The goal: Help the buyer picture themselves as your customer and prepare them for the next steps in the buying process.

How to do it: Be specific. Your project implementation plan and schedule sets expectations. For example, establish milestones and address any concerns the customer expressed. In addition, provide a full project plan outline from purchase to go-live date. Use the RFP timeline the buyer provided and set milestones assuming a start date almost immediately after the RFP’s final selection announcement.

It is also helpful to share key contacts and staff the customer will work with from subject matter experts to project managers. Finally, include what you’ll need from their business to ensure a successful engagement. For example, current process documentation, training timelines, user roles, administrator input and so on.

Contract management

The goal : Ensure a speedy contracting process that benefits both you and the customer.

How to do it: In this section of your request for proposal response, get your ducks in a row so the contracting process goes smoothly. For example, share what you’ll need to execute the contract and include who will be involved. Then, outline the approval process and required documentation. Consider preemptively providing your standard SIG assessment or security questionnaire as well as terms and conditions.

In addition, offer an overview of how you’ll continue to support the customer after the contract is executed. Include information about their customer success manager, any available self-service tools and who will supervise the delivery of contract terms.

If possible, provide very specific details — how often will someone check in, what will be covered and how feedback is addressed? Remember, it’s all about them. Make them feel confident that you’re in it for the long haul and prepared to be a true partner to them.

Customer references and case studies

The goal: Provide concrete evidence of the results they can expect.

How to do it : Share the positive return on investment you’ve achieved for customers similar to your prospect. Of course, don’t make them just take your word for it. Also include metrics and powerful quotes provided by happy customers. If possible, offer to connect them with a current customer for a reference call. Certainly, there’s nothing more persuasive than hearing candid feedback from a peer.

Explore everything you need to know about return on investment in this ebook: Measuring the value of RFP software.

Proposal content best practices with winning RFP response examples

Beyond hitting the goals for each RFP section outlined above, winning RFPs have great content. I’ve reviewed content from countless winning RFP response examples and they all have a few things in common. I’ve collected these themes and created a list of RFP response best practices and examples below.

Insert the customer into your answers

Remember, it’s never about you. Your audience doesn’t care how great you are. They only care about how you can make their lives easier and improve their profitability. All of your answers should support your argument that you will make them more efficient, effective and empowered.

In addition, don’t just explain what you do, but also why it’s important. This focus will help you write an about us and background statement that will make prospects pay attention.

Original RFP response: Our company improves efficiency and cost savings.

Winning RFP response example: XYZ solution , empowers ABC company to optimize efficiency and maximize savings.

Keep it simple and skimmable

Your evaluators are pressed for time. Write clearly and succinctly. Use headings, subheadings, call-outs, and bullets to make your proposal easy to skim. And, remember to keep it simple so your responses can be read and understood by anyone.

Original RFP response: With XYZ solution , which optimizes internal and external collaboration and communication processes, automates RFP management, improves workflow and empowers reporting, our current customers like ABC Company are able to not only respond to complicated RFPs, but also issue requests, security questionnaires and due diligence questionnaires for a full-circle procurement and proposal experience.

Winning RFP response example: Customers like ABC Company leverage XYZ solution to:

• Improve internal and external collaboration
• Automate complex RFPs
• View workflows and reports
• Issue RFPs and questionnaires
• Centralize procurement and proposal functions

Include visualizations

Charts and graphs quickly convey a more powerful message than a spreadsheet full of data. Use visualizations to help customers understand your impact.

Original RFP response: XYZ solution’s customer submitted 83 proposals in 2018. More than twice the number completed by their competitors.

Winning RFP response example: XYZ solution’s customer submitted 83 proposals in 2018. More than twice the number completed by their competitors.

Review, revise then review again

Typos, style inconsistencies and abrupt changes in grammatical tense or tone can be incredibly distracting for your reader. Consequently, it’s important to review your responses and make sure they all work together and sound consistent.

In fact, try reading your responses out loud. It will help you catch a ton of errors or awkwardness that spell check won’t. A recent blog from Proposal Reflections offers five things to watch for (and remove) from your proposals including: long sentences, passive voice, empty words, nominalizations and incorrect words. Follow these guidelines to make your content stronger, more concise and more persuasive. The post also offers this example:

Original RFP response: Our COTS solution saves the Government time and money.

Winning RFP response example: Our COTS solution provides the Government with life-cycle savings of $250,000 in software development costs.

The customer isn’t asking the right questions.

The challenge: The customer missed something key in their RFP. Whether the gap in information makes it difficult for you to win or might also result in the customer selecting an incomplete solution, it’s worth mentioning. But how do you make sure the customer has all the information they need?

Work through the roadblock: Procurement professionals are skilled at finding the best vendor for a project. However, they may not be an expert in the nuance of your particular industry, good or service. So, they likely used stakeholder requirements and feedback to customize an existing RFP template. Unfortunately, that process often leaves gaps in knowledge and results in an incomplete RFP. It also puts you in a tough position of trying to explain additional value you deliver that the customer doesn’t understand and didn’t ask about.

Typically, at the beginning of the RFP timeline, there’s a period to allow for vendor questions. This is a good time to raise the concern. Simply include it in your questions. For example, you can ask: “Have you considered unaddressed factor , is that an area of need for ABC Company ? Alternatively, you could say, “Many of our customers ask about unaddressed factor , would you like us to include information about how XYZ solution solves this challenge?

Time consuming back-and-forth with subject matter experts (SMEs)

The challenge: One of the hardest parts of creating a request for proposal response is coordinating with your subject matter experts. They’re usually very busy people. And, while they’re experts in their field, they likely all have a different writing style. So, how do you make RFP responses from a dozen different sources look consistent and sound cohesive?

Work through the roadblock: Most SMEs are just as excited about winning new business as you are, but they can’t read your mind. Unfortunately, they won’t know intuitively what to cover just by reading the RFP question. So, be clear about what you need. SMEs are usually happy to provide answers that cover customer hot buttons, written in the company’s preferred proposal format ⁠— they just need to know what that is. It’s usually as simple as providing your SMEs with a company style guide for faster editing.

In addition, make sure you’re searching your knowledge library before asking an SME to weigh in on an RFP question. There’s nothing more frustrating and alienating than answering the same question over and over again. If you find an applicable knowledge record, send the response to the SME for review. After all, updating or customizing a response is a lot faster than writing from scratch. Certainly, this is a situation where RFP software that centralizes internal collaboration is an advantage.

SMEs are a key part of your proposal team. So, bring them into the fold and make the importance of their role clear. Include SMEs in proposal kickoff meetings, regular content updates and annual process reviews. Even if they can’t make every meeting, putting in the effort to keep them involved will help them feel invested.

The RFP clearly favors a specific vendor

The challenge: You recognize your competitor’s language in the RFP. It seems like they are the incumbent vendor or are heavily favored. You suspect their capture management team helped craft the RFP. To have a fighting chance, you’ll need to overcome an unfair preference with education and awareness.

Work through the roadblock: Some RFPs aren’t fair. That’s the unfortunate truth. We all know our competitors and for the most part, we’re all using the same tactics to try to win new business. For example, we all know how much easier it is to write a winning RFP response when your team helped craft the RFP itself.

If you notice the RFP favors a specific approach or if phrasing is overly specific, that’s a good indication of a competitor’s influence. Use your competitive intelligence to counteract their preconceived notions. Without naming the competitor, explain why your product or approach better addresses their needs.

Alternatively, just ask. Reach out to the RFP contact and look for more background information. Is there an incumbent vendor? If so, why has the project gone back out to RFP? What would sway the decision maker or what is the competitor lacking that would make the decision easy? Ultimately, addressing the lack of transparency head-on will help you make a well-informed decision to bid or not to bid.

The RFP response has a quick turnaround

The challenge: In the world of RFPs, time is typically your biggest adversary. Your proposal timeline can only be compressed so much and manual processes make submitting responses on time difficult.

Work through the roadblock: One of the best ways to fast-track your proposal process is to invest in RFP response software. Not only will it automate your responses by suggesting answers to previously asked questions, but it will also empower you to:

• Search and find past proposal content
• See who wrote the content and when it was written
• Review the revision history
• Verify when the content was last reviewed and updated
• Check how often it’s been used

Too many teams spend all their time writing answers but never organize them. If your team can’t find and reuse past RFP responses, collaborate on content and easily see team responsibilities and next steps, you’ll end up constantly reinventing the wheel.

Ultimately, everyone involved in the sales and proposal process is working toward a singular goal ⁠— to win new business. And, for proposal professionals, there is no greater feeling than hearing that your team submitted a winning RFP response. Follow these winning RFP response best practices to see all of your writing, editing, collaborating and waiting pay off.

• How to accelerate the sales cycle with proactive proposals
• How can AI help with your proposal?
• [Guide] RFP proposal software for small businesses

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Letter Draft

RFP Cover Letter to Vendors

When it comes to submitting a winning RFP (request for proposal), a well-crafted cover letter can make all the difference. It’s your chance to introduce your company, highlight your strengths, and persuade vendors that you’re the right choice for the job. In this blog article, I’ll share some strategies to help you write an RFP cover letter that will get noticed.

I’ve been writing RFP cover letters for over 10 years, and I’ve seen firsthand the impact they can have on the outcome of a proposal. A strong cover letter can help you stand out from the competition, demonstrate your understanding of the project, and build rapport with the vendor.

In this article, I’ll cover the following topics:

How to structure an RFP cover letter What to include in your cover letter Tips for writing a persuasive cover letter Common mistakes to avoid

By following these tips, you can write an RFP cover letter that will help you win more business.

Sample of a RFP Cover Letter to Vendors

Dear [Vendor Name],

We are writing to invite you to participate in a Request for Proposal (RFP) for [Project Name]. We are seeking a qualified vendor to provide [Services or Products].

The RFP document provides detailed information about the project scope, requirements, and evaluation criteria. We encourage you to carefully review the document and submit a proposal that demonstrates your capabilities and experience.

The deadline for submitting proposals is [Date]. Please submit your proposal electronically to [Email Address].

We appreciate your interest in this opportunity and look forward to receiving your proposal.

[Your Name]

How to Write a RFP Cover Letter to Vendors

When responding to a request for proposal (RFP), it is important to submit a well-written cover letter that introduces your company and highlights your qualifications. The cover letter should be concise and persuasive, and it should provide the reader with a clear understanding of why your company is the best choice for the job.

1. Start with a Strong Introduction

The first paragraph of your cover letter should introduce your company and state your interest in the RFP. Be sure to mention the specific RFP that you are responding to, and briefly explain why your company is qualified to provide the requested services.

2. Highlight Your Qualifications

The body of your cover letter should highlight your company’s qualifications for the job. Be specific and provide concrete examples of your experience and expertise. You may also want to mention any special certifications or awards that your company has received.

3. Explain Your Approach

In the third paragraph of your cover letter, you should explain your approach to the project. This may include discussing your project management methodology, your team’s experience, and your plans for meeting the RFP’s requirements.

4. State Your Call to Action

The final paragraph of your cover letter should state your call to action. This may include inviting the reader to schedule a meeting to discuss your proposal in more detail, or requesting that they contact you with any questions.

5. Proofread Carefully

Before submitting your cover letter, be sure to proofread it carefully for any errors. This includes checking for typos, grammatical errors, and formatting issues.

Tips about a RFP cover letter to vendors

A well-written RFP (request for proposal) cover letter can make a big difference in whether or not your proposal is selected for further consideration. Here are seven tips and tricks to help you write a great RFP cover letter:

Keep it brief .

Your cover letter should be no more than one page long. Get to the point quickly and concisely.

Highlight your strengths .

In your cover letter, be sure to highlight your company’s strengths and experience that make you the best choice for the job. Quantify your results whenever possible.

Demonstrate your understanding of the RFP .

Take the time to carefully read and understand the RFP. In your cover letter, demonstrate your understanding of the RFP’s requirements and how your proposal will meet those requirements.

Use strong action verbs .

When describing your company’s experience and qualifications, use strong action verbs that convey a sense of urgency and accomplishment.

Proofread carefully .

Before you submit your RFP cover letter, proofread it carefully for any errors in grammar, spelling, or punctuation.

Follow the instructions .

Be sure to follow the instructions in the RFP regarding the format and submission of your cover letter.

Get feedback .

If possible, ask a colleague or friend to review your cover letter and provide feedback. This can help you identify any areas that need improvement.

By following these tips, you can write an RFP cover letter that will help your proposal stand out from the competition.

FAQs about a RFP Cover Letter to Vendors

What is the purpose of an rfp cover letter.

An RFP cover letter is a document that accompanies a request for proposal (RFP) and provides an overview of the project, the goals and objectives, and the evaluation criteria. It also serves as an introduction to the organization issuing the RFP and can help to establish a professional relationship with potential vendors.

What are the key elements of an RFP cover letter?

The key elements of an RFP cover letter include:

• A brief introduction to the organization issuing the RFP
• A statement of the purpose of the RFP
• A summary of the project goals and objectives
• A description of the evaluation criteria that will be used to select vendors
• A call to action, inviting vendors to submit proposals

How can I write an effective RFP cover letter?

To write an effective RFP cover letter, follow these tips:

• Keep it concise and to the point.
• Use clear and concise language.
• Highlight the most important information.
• Proofread carefully before submitting.

What are some common mistakes to avoid when writing an RFP cover letter?

Some common mistakes to avoid when writing an RFP cover letter include:

• Using jargon or technical terms that vendors may not understand.
• Being too vague or general.
• Making unrealistic demands.
• Not providing enough information.

How can I use an RFP cover letter to my advantage?

You can use an RFP cover letter to your advantage by:

• Establishing a professional relationship with potential vendors.
• Demonstrating your knowledge of the project and the industry.
• Positioning your organization as a leader in the field.
• Increasing the likelihood that vendors will submit high-quality proposals.

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Trump belittles Medal of Honor award in campaign speech

Former President Donald Trump on Thursday said the Presidential Medal of Freedom is a “better” award than the Defense Department’s Medal of Honor because service members have to sacrifice their lives or health to receive the military’s highest honor, the latest in a series of controversial campaign comments from the Republican presidential candidate .

In a campaign event in New Jersey billed as a speech against antisemitism , the former president was introduced by Miriam Adelson, a Republican donor who received the Presidential Medal of Freedom from Trump in 2018.

Trump praised Adelson as “a committed member of the American Jewish community” and compared the civilian medal to the Medal of Honor, the highest military award for battlefield valor, which has been awarded to just 3,517 troops out of the 41 million who have served their nation.

“It’s the equivalent of the congressional Medal of Honor,” Trump said of the Presidential Medal of Freedom. “But the civilian version, it’s actually much better because everyone that gets the Congressional Medal of Honor, they’re soldiers.”

“They’re either in very bad shape because they’ve been hit so many times by bullets or they’re dead,” he said. “[Adelson] gets it, and she’s a healthy, beautiful woman, and they’re rated equal, but she got the Presidential Medal of Freedom.”

According to Defense Department rules, the Medal of Honor is awarded to servicemembers who distinguish themselves “through conspicuous gallantry and intrepidity at the risk of life above and beyond the call of duty.”

That list includes Sgt. 1st Class Alwyn Cashe, awarded the honor in posthumously in 2021. Cashe died from burn wounds suffered in 2005 attempting to save six fellow soldiers trapped in a burning vehicle following a roadside bomb attack in Iraq.

Army Sgt. 1st Class Leroy Petry received the honor in 2011 for valor in Afghanistan. He lost his hand in a enemy grenade blast after picking up the explosive and hurling it away from two fellow soldiers, saving their lives.

Individuals recognized for honor often have to wait years for military reviews and reports to validate their bravery. Since the start of the Vietnam War, 264 individuals have received the honor for battlefield valor. Only 60 are still living.

The Presidential Medal of Freedom is awarded at the commander-in-chief’s discretion to “individuals who have made exceptional contributions to the security or national interests of America, to world peace, or to cultural or other significant public or private endeavors.”

Since it was created in 1963, 652 individuals have received the honor, including numerous celebrities and athletes. Earlier this year, President Joe Biden bestowed the honor on Olympic swimmer Katie Ledecky and former talk show host Phil Donahue, among others. The year that Adelson received the honor, Trump also gave posthumous honors to singer Elvis Presley and Supreme Court Justice Antonin Scalia.

Trump’s campaign comments drew immediate rebuke from the former president’s critics.

Sarafina Chitika, spokesperson for the Vice President Kamala Harris’s presidential campaign, said the comments show that “Donald Trump knows nothing about service to anyone or anything but himself.”

Similarly, Alexander Vindman, a former soldier on the National Security Council who testified against Trump at his first impeachment trial, said on social media that the comments show Trump “dishonors Medal of Honor recipients, our nation’s highest military award for distinguished acts of valor. He deserves nothing but disdain and disqualifies himself from public office.”

In recent weeks, Trump campaign officials have offered their own criticism of Democratic Vice Presidential candidate Tim Walz for his public comments on military service, calling them disrespectful to troops serving around the globe.

That has included a 2018 speech where Walz referred to “weapons of war, that I carried in war” despite never serving in a combat zone.

But Trump has frequently drawn criticism for exaggerations and misstatements during his public appearances, including in 2016 when he made fun of former Sen. John McCain for being captured by enemy forces during the Vietnam war.

In addition, former White House Chief of Staff John Kelly said that Trump referred to troops buried at a military cemetery as “losers and suckers” for sacrificing their lives on behalf of the country. Trump has denied making those statements.

The Trump campaign did not immediately respond to request for comment on the speech.

Leo covers Congress, Veterans Affairs and the White House for Military Times. He has covered Washington, D.C. since 2004, focusing on military personnel and veterans policies. His work has earned numerous honors, including a 2009 Polk award, a 2010 National Headliner Award, the IAVA Leadership in Journalism award and the VFW News Media award.

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