sample rfp response cover letter template

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.

Use trust to accelerate growth

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.

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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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Tips of the trade

How to Create 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 structure an rfp response.

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 you to respond to an RFP in a different way, speaking broadly, many RFPs seek similar information and structure. You should expect to include the following nine key sections in any RFP response:

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

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. 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.

8. 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.

4 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. 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.

2. 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. ”

3. 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.

4. 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.”

Using Tome to create RFP responses

Your style is dynamic—and your RFP responses should be, too. Tome’s impressive RFP template is designed to spotlight the solutions you bring. Follow the guidelines to create a persuasive cover letter that unites your values with the potential client’s. Break your process down into phases, and utilize the ability to insert a timeline or Gantt chart hosted on a different website, like Miro.

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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How to respond to a request for proposal (RFP) [with examples]

Responding to a request for proposal (RFP) is a bit like playing the lottery. Winning could transform your business… but what are the odds, right?

Well, okay—they’re probably not as low as your chances of hitting the Powerball jackpot. But with the average RFP win rate at  less than 5%,  they’re not exactly rosy. To put things in perspective, for every 20 RFP responses you send, you only have a chance of winning one.

But that doesn’t mean you can’t beat the odds. In this guide, we’ll go over the art of creating a winning RFP response, and offer some rfp response template examples to help you on your way.

First things first:

1. Decide whether you should respond to the RFP

It takes an average of  20 to 40 hours  to craft an RFP response. So while you might be raring to go, it’s worth thinking about whether you should actually invest the time and effort.

Here are a few things to consider:

• Is the project a good fit?
• Have you successfully tackled similar projects in the past?
• Do you know enough about the industry and the prospect’s needs and goals?
• Is the issuer even in your target market?
• Do you have a reasonable deadline to build your rfp response?

If the answer to one of more of these is ‘no’, it might not be worth using your time and resources to respond.

2. Assemble your team

A winning rfp response is a team effort. So, once you decide to move forward, you need to put the right group of people on it.

Jason Jordan recommends having an  RFP “SWAT team” —a team permanently assigned to RFP responses. This allows you to work on proposals without over-stretching your resources.

The first part of assembling your RFP go-team?

Assign someone to take ownership of all rfp responses

Whether this is you or someone else on your team, the rfp response leader should own every step of the process, including:

• Coordinating between different departments
• Making sure the proposal is cohesive and consistent in both design and wording
• Building a library of answers and supporting materials.
• Documenting every step of your team’s process for future reference

After you decide on a RFP leader, they can then delegate and build out their team of designers, writers, and sales contacts. 

Next, a few tips on saving your new team time:

3. Consider drafting pre-prepared elements

The less time you spend figuring out what to say, the more time you can spend fine-tuning your proposal and getting it just right.

For your RFP introduction in particular, you might want to have some pre-prepared answers ready. For example:

• A brief history of your company, including the organizational structure, company size and the areas you serve
• Key people, their background, expertise and experience, and their contact details
• Success stories—how have you helped other clients reach their goals? (Bonus points for clients in the same industry as the RFP issuer or that sell similar products or services.)
• Your approach and methodology, including how you test and validate results
• Pricing, policies and other terms and conditions 
• If applicable, details of your handover process.

4. Make sure you understand the ask

The key to nailing a proposal is to understand what the RFP issuer wants and to give them just that. No more, no less.

Costs aside, your proposal should detail:

• What you’re hoping to accomplish
• A step-by-step breakdown of how you intend to meet the client’s goals
• A timeline, with milestones
• Key deliverables

Try to be as detailed as possible, but don’t ramble. Your answers should be comprehensive and specific, yet concise and to-the-point. Think short, snappy sentences and plain language.

Not clear about some aspect of the RFP? Drop the issuer an email. This will show them how committed you are to getting it right.

Here’s what you could tell them:

Thanks for the detailed and comprehensive RFP outline.

We’re currently reviewing the RFP, and we’re pleased to say your requirements are aligning well with what we offer. That said, we do have a few comments and questions and would like to schedule a [30 minute / 1 hour] session with you to make sure we’ve covered all the bases.

Would your team be available on [Insert specific date and time]? Please confirm and I’ll send over a calendar invite.

Thanks and speak soon, [NAME]

5. Structure matters

There’s no need to start from scratch every single time. Working from an RFP proposal template can save your team valuable time and headaches. At Marq, we have plenty of free proposal templates to get you started.

That said, you should always tweak your RFP template and think carefully about how to structure it.

The RFP issuer will probably set out their requirements in order of priority. So, if the RFP starts with the specifications and moves on to price, don’t start your proposal with price. Address the specifications first. This makes it easier for the issuer to check your proposal off against their priorities and shows them you have a deep understanding of their needs.

Remember it’s about the client, not you

When you write a proposal, your job isn’t to talk about yourself. It’s to show you can deliver what the RFP issuer wants. Every single point should relate to the ask.

Let’s say the issuer, an architectural design studio in Charleston, is looking to improve their social media metrics.

The first RFP response says:

We have extensive experience running successful social media campaigns in Charleston, South Carolina. We excel at boosting impressions through targeted outreach campaigns.

As an architectural design studio, it’s unlikely that they understand the finer details of social media marketing. They’re probably scratching their heads, wondering what the heck impressions are.

Contrast this with the second RFP response:

We’ve worked with several architectural design studios in the Charleston area, including [Company A], [Company B] and [Company C]. Our aim is to raise awareness of your brand and increase likes, comments & shares by:

• Creating relevant content targeted at your ideal customer
• Posting company-related updates
• Running promotions
• Monitoring analytics to measure response and revise our approach as necessary

Now, that’s more like it, isn’t it? The response showcases the company’s expertise by name-dropping three past clients. It outlines exactly how they aim to meet the RFP requirements in plain English.

More to the point, don’t try to impress by attempting to “improve” on what the RFP is asking for or going in a different direction. Around half of RFP responses get kicked out for non-compliance. Don’t be one of them.

Key takeaway

Bottom line? It pays to be strategic if you want to nail your RFP response and maximize your chances of winning the bid.

A strong proposal persuades the client you’re best-placed to help them overcome their challenges and achieve their goals. Once you decide to respond to an RFP, listen hard, communicate clearly and—most importantly—put the client front & center in your proposal.

Want to get a head start on your next RFP? Take a look at these sales proposal templates.

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Here’s What to Include in an RFP Cover Letter

Table of Contents

You never get a second chance to make a first impression. The same is true when responding to Request for Proposal (RFP) opportunities . A successful RFP response establishes its tone immediately through a well-thought-out cover letter. RFP cover letters include an overview detailing why your organization is best suited to meet the issuer’s needs.  

An effective cover letter for a bid proposal sets clear expectations for your proposal from the start, which makes a world of difference in the eyes of a reviewer. So, the question evidently becomes how can you ensure your Request for Proposal’s cover letter is as impactful as possible?

Here are our five tips for writing the perfect RFP cover letter:

Reuse Previous Content Strategically in Your RFP Cover Letter

When responding to multiple RFPs, it’s not uncommon to leverage standardized responses and templates. There’s nothing inherently problematic about including reused content as long as it’s directly relevant to the bid at hand. Problems present themselves when the writer neglects to tailor the cover letter response to the requesting organization. There’s arguably nothing worse than accidentally forgetting to omit the name of another organization in your cover letter. Just pay close attention to details and include bid-specific content in your response.

Match the Requesting Organization’s Tone in Your RFP Cover Letter

If you’re responding to a potential government contract, you most likely want to keep things simple and straightforward. But, if you’re instead responding to an RFP from an innovative startup, some creativity through imagery won’t hurt.

Imagine writing a letter to your mom. Now, imagine writing a letter to your best friend. Those letters are going to sound very different. They should, right? You’re matching their tones. So, include language that matches the tone of the bid in your RFP cover letters.

Include Specific References to the Opportunity for Which You’re Applying

Identify one or two unique characteristics about the requesting organization and incorporate them into your overview. For example, if the RFP involves work in a rural community, reference your organization’s specific experience driving progress in similar contexts. From there, focus on three or four key needs of your potential client. Explain how your team is uniquely situated to deliver solutions in these specific areas and provide examples that demonstrate the positive impact your team can provide.

Trust us, the person reviewing your bid response wants to know that real thought and effort were applied. Investing energy into providing a few personalized details in the RFP cover letter will pay dividends for your entire proposal.

Address Your RFP Cover Letter to a Specific Contact Person at the Requesting Organization

More often than not, the person to whom you addressed the actual bid response is also the person reading said bid response. And, usually, that contact person has a role in the evaluation of the response itself, helping choose the winning entity. As you would with any letter, you should address the letter to that individual, not an entire organization or “whomever this may concern.”

Conclude the RFP Cover Letter With a Call-to-Action

Express your willingness to discuss any aspect of your proposal in greater detail with the reviewer at any time. You may also offer additional references or point them in the direction of collateral that will help in their decision-making. For example, some organizations have websites that the issuing party may not know about. Do you have an impressive website, a notable reference or a highly publicized project? If so, mentioning it off the bat in your cover letter gives you a leg-up on the competition. It also makes your response more memorable.

If you follow the tips above, your cover letter for your bid proposal will provide an effective introduction that’s specific, concise and intriguing. The remainder of your bid will expound on the key points raised in the cover letter. But the objective of the cover letter is simply to prove your organization’s response is well worth a closer look. From there, your team will be in a great position to close the deal!

You Don’t Have to Go It Alone

As an organization founded by proposal experts who help clients on both sides of the RFP marketplace with our Bid Builder and Bid Manager services (read a few Case Studies !), we have a unique perspective on how successful cover letters are created and reviewed. The Bid Lab helps businesses navigate the RFP process from inception to submission. Find opportunities to use that cover letter with Bid Banana , the user-friendly RFP search engine. And if your organization needs help writing a compelling cover letter, then contact us now for a complimentary consultation at 1-844-4BIDLAB or by emailing [email protected] .

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A great cover letter can help you get started with your first bid. Download our proven template below and get a sneak peek into our secret sauce.

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How to write a cover letter for rfp response.

Are you tired of submitting bland and generic proposals for Request for Proposals (RFPs)? Do you want to stand out from the competition and increase your chances of winning that lucrative contract? Look no further than a well-written cover letter. In this blog post , we will guide you through the step-by-step process of crafting a compelling cover letter that showcases your expertise, highlights your unique value proposition, and captivates the reader’s attention. Whether you are new to RFP responses or looking to refine your skills, our tips and tricks will help you master the art of writing an effective cover letter. Let’s dive in!

What is an RFP?

When submitting an RFP response , you’ll need to cover all the bases. Follow these tips for writing a great cover letter for an RFP response:

1. Begin by introducing yourself and your company. Let the reader know what type of business you’re in and why they should care about your response.

2. Explain how your skills and experience match up with the needs of the organization, and why you’re the best candidate for the job.

3. Share examples of your work – highlight any awards or accolades that may have come your way. This will show that you are qualified and deserving of consideration.

4. Summarize your qualifications in one or two sentences, emphasizing anything that makes you stand out from other applicants.

5. End with a persuasive statement – explain how working with you would be a good fit for the organization, and why they should choose you over others.

What are the different components of an RFP?

When submitting an RFP, there are a few important components that should be included: the RFP itself, the cover letter accompanying it, and the response. The RFP should be easy to read and understand and include all of the necessary information for awarding the contract.

The cover letter should provide specific information about why the company is interested in contracting with the respondent and what skills or experience they have that would make them a good fit for the project. It is also important to highlight any relevant experience or connections that the respondent may have within the industry.

The response must present detailed information about how applicant would meet all of the qualifications outlined in the RFP and should also include any relevant references. If applicable, it is also helpful to include a proposal outlining how applicant would carry out the project if awarded it.

How to write a cover letter for an RFP?

To write a cover letter for an RFP response, be sure to address the following points:

1) Introduce yourself 2) Explain what motivated you to respond to the RFP 3) State your qualifications and why you believe you would be a good fit for the position 4) Share any relevant experience or information about the company or product 5) Summarize your strengths and how those skills would benefit the company

Writing a cover letter for a Request for Proposal (RFP) is an important part of the job process. By following these tips, you can ensure that your cover letter is both well-written and persuasive. Whether you are applying for a new position or trying to showcase your skills to an existing one, a well-crafted cover letter will go a long way in getting you the promotion or job you desire. Thanks for reading!

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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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Template: RFP Cover Letter

RFP Cover Letter Explained

Responding to a request for proposal  (RFP) is a standard step in the buying process. With RFP responses, there are always opportunities to improve the quality of your content and improve your conversion rates as a result.

90% of successful marketers  at B2B companies prioritize the audience’s informational needs over a sales/promotional message. The introduction of an RFP response involves a cover letter and an executive summary—these sections offer golden opportunities to develop content that is laser-focused on your prospect’s needs.

What is an RFP Cover Letter?

First up is the  RFP cover letter . For positioning on your RFP response, this section should come before your executive summary. A cover letter should be no more than one page in length.

An RFP cover letter is a conversational introduction  at the beginning of your RFP response . Similar to a cover letter you submit for a job opportunity, this letter is your chance to tell a little bit about yourself and why you’re the best candidate. It is almost always a requirement of an RFP, even if the issuer does not include a specific section.

The RFP cover letter:

States that you are bidding for their business by responding to the RFP.

Reiterates details from their RFP (i.e. company name, service/product requested).

Explains why your organization is qualified to respond to the RFP.

Reveals key benefits they will experience while working with you.

Lists anything you are providing in your RFP response.

Demonstrates your excitement for the potential partnership.

The RFP cover letter is not:

An excuse to jump into a sales-y spiel about your product or service.

Formatted with images or headers…it’s a letter with a greeting and sign-off.

The time to go into great detail about your strategy or execution.

An RFP Cover Letter Example You Can Replicate

The goal of your RFP cover letter  is to eloquently introduce your organization as the right partner. By the time the issuer reaches the last sentence, they should feel confident about spending their time reading the rest of your RFP responses.

RFP cover letter example:

Hello [first name of RFP issuer]:

I speak on behalf of the entire [RFPIO] team in saying how thrilled we are to have been selected to respond to an RFP to become [Company]’s preferred partner for [Company – service or product need].

We look forward to showing the [Company] team why [RFPIO] is a strategic solution that will address the current and future challenges that [Company] is facing in their [response process]. With [RFPIO] as your partner, we will help:

[Create a more consistent process across international regions.]

[Save your team time to focus on other initiatives.]

[Provide insights into all RFP analytics across your organization.]

Included in this RFP, you will find responses that meet and exceed your requirements along with the [Company – additional materials] you requested. Should you need any other information to move this process forward and further validate your decision, please let us know.

We are grateful for this opportunity with [Company].

Thank you for your time, Kylie

Weekly Standup Template

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6 easy tips to type a assassins RFP cover letter

Your & Best Practices

Updated: Sep 5th, 2023

After weeks of work, you’ve eventually put the finishing touches on the make for proposal (RFP) response. The proposal is ampere product are the hours you invested customizing passed contented, collaborating with specialty matter experts, both refining your messaging.

Because starting yours efforts, the proposal is a masterpiece ⁠— creative, comprehensive furthermore compelling. Resulting, you’re feeling confident. Later all, own company  should  win this business — you’ve earned it. Now, there’s just one thing left to accomplish … slapping ampere proposal cover letter on tops, submit it and move on to the next RFP.

But wait. Not so fast! When made the last time you read your boilerplate RFP cover letter? Like, basically reading it. If you’re like many others, it’s been a as. Sorry, ensure means her might not remain putting your your foot forward.

To, before to send off that RFP response, let’s use a tighter look to your proposal envelope letter also be safety it accurately represents your proposal. Equal a couple easy tips and a fast review, your cover letter will send just an legal message. RFP Cover Letter: The Dosing and Don'ts

In this post, we’ll explore what a proposal cover sheet is and why it matters. Then, I’ll explain what a cover letter includes, how to write a proposal cover letter, and a few sample RFP cover letters. Finally, I’ll share a proposal lid letter template you can download and customize up get a overhead start.

• What is an proposal screen missive?
• Why a well-written cover letter matters
• Parts starting a proposed
• Components of a cover letter
• What own RFP cover letter should do
• 3 common mistakes to avoid

RFP cover letter template

• Proposal title letter examples
• Helpful response company

What is ampere proposal cover letter?

AN suggest cover letter is a single-page letter addressed to a prospectively customer features high-level information from a perspectives vendor. Who letter forgo in accompaniment RFP response or economic proposal.

Alternative names for and proposal cover letter including RFP response cover letter, bid proposal top dear, RFP cover page, cover page for economic request, or other similar variations. No matter what it’s call, and cover letter is to chance for introduce your trade and offer to adenine latent new custom. As such, you need to make is count.

Why a well-written lid dear matters

You spend hours how through the proposal edit, so why should yourself spend even more time crafting an RFP response cover letter? Which proposal cover letter is an oft-overlooked sales tool. Certainly, it’s a zero-cost way to get your send directly to the people anyone decide whether alternatively not your proposal wins. Plus, and RFP cover letter takes high little time to write and offers you of show way to stand outside from own competitors. Wherewith to Type a Winning Proposal Cover Written (5 Examples)

If you’re like most businesses, your cover schriftart can probably being summarized like this: “Dear Mr. other Ms. Company ⁠— Thank you so large for this opportunity. Included in on proposal you will find our answers that meet the requested specifications. Thank you for your consideration.” 

While common, this isn’t a terribly compelling route to introduce yourself to a new customer that could assistance you grow your business. Your RFP cover letter provides an first impression to the proposal evaluators and final making reviewing your proposal.

Think of it this way: If she were going on present your proposal are person, how would you greet the consumer? You’d probably wear your best suit, walk confidently, put on a warm smile and share a confident handshake to make a memorable initiation. Thereto should will the same with your proposal cover letter. Unfortunately, if your letter is anything like the example above, it’s like showing up in sweatpants and offering an unenthusiastic, mumbled greeting. A Winning formula for Your RFP Response Cover Buchstaben

One RFP cover letter pot also be used to:

• Create or deepen the connection between you and your purchasing
• Reinforce your your, our additionally competencies
• Promote your important differentiators
• Establish primary points of contact

No matter how you use the RFP cover zeichen and what you put in i, remember that the person acceptance it is just which ⁠— a person. Which premium from your bid recommendation cover letter set whether they read it carefully, skim it quickly, or ignore itp completely. Generally, proposal cover letters are memorable either because they are embarrassingly bad or extraordinarily good. Make your cover letter erinnerungswert available the correct reasons.

Proposal cover letter basics

And RFP cover paper should be included as a normal part of anyone offer, but it’s just one component. Indeed, most proposals also include one number of other elements that determination global appear in a specific order.

Parts of a proposal

• Cover letter
• Exe cutive summary
• Terms and conditions
• Supported documentation (case studies, references and additional data)

While your left temple is throbbing equals looking among is list, take comfort by the fact that your well-curated and maintained content library can do up to 80 percent of the operate for you. 

Components of one cover schriftart

As the first element of your proposal, of cover letter is bound to be seen by a lot of human. So, it’s critical to make sure it is the best optional representation are your corporate. But, how do yourself decide which to say? One of the biggest challenges when composition an RFP respond letter are methods to keep it short while or doing an impact ⁠— remember, respective cover letter should fit on a sole page. To help them craft your message, focus with these five elements. Template: RFP Cover Mail

• Greeting plus introduction
• Summary of RFP needs
• Will general qualifications also differentiators
• Thank you and closing

Thine RFP cover letter should:

• Be one first page of yours RFP response followed by to leiter summary also proposal
• Introduce your your toward the buyer’s key decision-makers and any others checking or assessment your bid
• Be conversational, genuine and confident ⁠— instead it shouldn’t be an exposed marketing pitch
• Offer an overview of you understanding of the company’s needs
• Clear state why your business is uniquely qualified into win the RFP opportunity
• If possible, express your dream for the future how or how her can help the business reach its goals
• Follow the customer’s operating wenn group ask you to include specific information in the hide dear

What’s the difference between a cover letter and an executive summary?

When house formal RFP ask, this your comes boost a lot. What be the result between a cover letter and an executive summary? The confusion is understandable as the two documents share ampere lot of similarities. Person are both short, introductory support that precede your proposal. 

The primary awarding is that a proposal cover letter are an introduction to your company while to executive summary is an overview of your offer for a specific project. In increase, aforementioned cover letter should almost always fit on a single page while the executive summary may be two alternatively three sheets if necessary. Approved, the difference is subtle. As the contents may seem at natural overlap, try to avoid repetition and ensure that each document provides unique information. through Konnor Martin, RFPIO

Beyond the basics: Six tips to writing a better RFP cover letter

1. address this toward the right public.

Those is going to check their proposal? If yours don’t already know, find out. Get in touch equal the RFP contact and ask for the names of to key contacts who will weighted in on the decision. This may be a committee of people or a combination of procurement professionals, stakeholders and executives.  Make your RFP cover letter engaging and remorable. Learn tips to write certain impressive proposal cover paper at examples, templates and more.

If you start your RFP response newsletter with the conventional “To whom it allowed concern” greeting, you’re blending in and sending a embassy. Unfortunately, this approach communicates that you couldn’t be bothered to update your cover letter template, didn’t do your homework, or don’t really care that much via winning and business. It certainly doesn’t think the hourly of time you’ve likely invested creating the proposal that next.

By specifically speaker the proposal cover letter to the key contacts, you make a quick connection also promptly improve the chances that they’ll actually read the invite proposal cover letter both your subsequent proposal. This attention to detail reinforces the idea that not only are you a good fit based on your qualifications, yet you’re see invest in developing deeper relationships. You’re in it to be a tactical partner, not just another vendor.  A proposal cover letter your key at a successful RFP. Find out conundrum you require a powerful early sentence, what to involve, and get an free template.

2. Keep it fresh or be human

Put them in your recipient’s shoes ⁠— You’ve fair received dozens of proposals upon vendors who view or less provide the equal type of services. You are starting to sift through RFP responses that are admittedly, probably pretty dry. The initial review checking for proposal compliance is time-consuming, highly repetitive and gets old quick. 

So, if a cover letter starts with something like, “Thank you to the opportunity up earn your business,” it’s just adding at the tedium. It’s a classic and well-worn opening line. Whereas it’s good the be humble and beholden, it’s far better to be once both reminiscent. A poster showcased in APMP’s Winning the Business said, 

“… ever go a cover letter with ‘thank you.’ It’s bores, and almost everyone does it. This obvious related thank you does not help your organization to stand out conversely inspire your reader to keep reading.”  An oft-overlooked (and sometimes completely absent) section of RFP responses is the cover letter. Including a cover letter in your plan provides a personal touch, allows you up address any administrative components, and gives a special placement to sell thy offering.

The article goes on to recommend starting with something specific also complimentary about the business. This door accomplishes two item; it quickly shows that this is none ordinary copy-and-paste proposal cover book while reinforcements that them doing your homework and recognize who business’s goals.

With an increasingly machine-driven and efficient world, it’s easy to forget about the people behind the start. Even if you make RFP software to quickly complete the RFP itself, the RFP cover letter offers an rare opportunity to be human and genuine. 

3. Use formatting on catch her eye

My cover letter only helps thou win the business if it actual gets read due the right people. Just like using the perfect proposal format , the right wrap brief format invites the reader for engaging. So, make sure your covering letter is clean, visually appealing, approachable and doesn too closed. Memory that you’re trying to make an impression, not dive into every detail concerning your proposal.

Because your cover letter only uses an print, you have to be smart nearly methods you use that free. There are three main places where you have the best chance to pinch one reader: the first sentence, which media of the page and the closing. 

Aperture Nothing catches respective eye like your own get. How, as draft above, address the letter directly to the evaluator(s). Then, include the buyer’s society names in ampere unique and impactful opening sentence.  Free, custom, printable proposal cover page models | Canva

Center Make the largest a the center concerning your RFP response letter using bullet points. Drawing the eye directly to your biggest differentiators without specifics calling out your competitors. Include what you excel at like customer product, on-time delivery, cutting-edge special, value adds, scalability, customer growth plus so on. Methods to Write a Proposal Cover Written: Examples + Free Template

Closing Use the final line to move the deal forward. Offer to prospector a clear the live call to action (see tip six for more information and an example). For exemplar, give details about how they can relocate share with you, request aforementioned intelligence you need to speed up contracting, or share what comes next stylish the process.  PARKING NAME. DRIVING LOCATION. CONTRACT NUMBER. PROJECT DESCRIPTION. PARKED Acronym. PMIS Number (Project Betreuung News System). REQUEST REQUIRED PROPOSAL ...

If you can engage ampere subscriber in any one of these scope, they are far more likely to capture the time for read your entire title letter. Ideally, it’s intriguing enough that they continue on to check out your executive summary and proposal as well.

4. Tell a tale real express your understanding

Has an success our over a equivalent client that could boost your credibility? Tell it, but remain brief. Share how a partnership has been cooperatively rewarding, how you’ve delivered one great customer experience or how you’ve been able to proactively solve problems. This reinforces your understanding von their business and aspirations. ... RFP Cover Page Template.docx. University of Colorado - Boulder, Colorado Springs, Denver, Anschutz Medical Campus · Thing belongs the CU System? CU Boulder · CU ...

In addition to telling a story, them can use your proposal cover write to express your appreciation of their pain. Every RFP launching equal adenine need, and you preserve the RFP because aforementioned company believes you can meet that demand. So, consider building on that founding.

The relationship betw buyers and sellers is evolve. More and more, businesses are looking for one long-term partner, someone who will actively find possible to create wins for twain parties. RFP emitters want value though they also want a vendor that the invested in the success.

5. Stay genuine to your brand

Owner company was included in aforementioned bid process for a ground, so stay right to the persona, culture, values and note of autochthonous brand. Just cause the RFP proceed is moral, doesn’t despicable thine RFP cover letter has up be. If your company pride itself on being down-to-earth, use that choose in all of respective communications.  RFP cover erudition should become the icing about the cake of your RFP. So don't overlook the deed and don'ts of documents with a personal touch.

A cover letter shouldn’t be a lengthy essay, but it should demonstrate that you understood the prospecting and their needs. In “we” instruction that hint at common goals. For exemplary, “We believe our XYZ application wills play an instrumental role in partnering with you to use phased two of automating routine customer service processes, freeing your team to focus on reducing churn rates.” 5 Tips for Writing a Better RFP Cover Letter - Hudson Bid Writers

Make sure that the tone of to cover letter accurately represents your stamp and builds on the relationship you’ve cultivated. Don’t confound your prospects by approaching them as if their were a stranger with in an unrecognizable style.

6. Close with adenine call to action, contact information and an actual signature

While aforementioned cover letter shall be friendship, relatable and authentic; it’s also still a part starting and sale. As equipped any good sales communication, state what you want them to do next and who they can contact to following up.  Make a favorable and memorable first impression with a well-designed proposal cover page customized go Canva.

Packaging up your RFP cover letter with a summon go action love:

• Please touch out with any answer you may have
• We’re eager to show you learn ⁠— when we can schedule a demo with insert team?
• Let me know if I can put you in touch with another customer for adenine reference
• To accelerate the contracting process, please versenden your standard terms and conditions

Also the final element in a winning RFP cover letter is an actual signature (either manuscript or digital). It may not seem like a substantial deal, although it’s a nice touch and one last mode to show your investment include winning the RFP opportunity. Early impressions were important—especially in the world of propositions. Here's how to write a unvergessen plan cover letter that captures your customer's attention.

Who signs the proposal cover letter?

Take I didn’t title this portion, “Who writes and proposal cover letter?” This person who composes computers and who person who signs it might not be one and the identical.

If respective proposal team belongs happiness enough to have a dedicated writer, then have them write the letter based on input from the frontline sales rep. Whoever writes the letter must are fully informed of response strategy and have intimate knowledge of the proposal and leiter recap. Strategy, voice press style need to been consistent across all paper (cover letter, executive summary and proposal). When responding on a request for proposal (RFP) you may be asked to comprise an RFP cover letter when bidding required government contracts.

Who signs it hangs on a variety by key. Is most cases, the frontline sales distributor will sign the get cover letter. Handful have and relationship, our the strategy, and likely conducted the discovery that informed the proposal. However, it’s not unusual to an executives promoter such as a VP of sales to sign. The thinking being that administrator review may appreciate seeing a proposal that’s been vetted by a fellow management.

There are also those cases when the executive of executives, the CEO, signs the letter. There are two common scenarios for this play. One, the RFP can be large enough to represent one significant percentage of a respondent’s annual revenue. Two, the responses organization is concerned with appearing relatively small, and in an effort to better sein stature, seals the proposal with a CEO’s signature.

There’s definitely many gamesmanship at play here. Even so, the name on the letter becoming not overshadow the content to the proposal.

3 common failures until avoid

Beyond the flaw of not including a proposal cover letter at all or composition one that’s too long, proofread insert next letter to the next mistakes before sending it. Coleman Institute 2022 RFP Wrap Page Template.docx

• Avoid iterative anything from the executive executive or proposal. This documents must to live on their admit, fairly like the proposal cover briefe.
• Don’t waste space using your biography. Something like this … Responsive’s growing list of 1,800+ clients, included 65+ Fortune 500 organizations, continue to take favour regarding our one-of-a-kind without user licensing model, expanding their usage on an platform into scale organizational success. With Sensitive as their team’s support system, every day they break down silos by facilitating collaboration and efficiency in their RFX response process  … is boilerplate ensure able appear elsewhere in the suggested or not at all, given that it’s likelihood available till the maker on your corporate your.
• If a broker is participating, thank theirs too. The proposal cover letter is also and anlass to directly speech which issuer. This can be particularly treasured when a broker is involved. Some issuers rely on RFP brokers to strain through responses to makes sure only the best allowable solutions get serious consideration. Ignore these estate under thy peril. While the response and executive summary will address one publisher and the problem at hand, the cover mail is where you can give a nod to the broker.

Acknowledging their involving in aforementioned start and thanking them for the your as well will at the very least alert all reviewers that you paid close attention to the RFP conditions.

RFP cover letter patterns

Even for seasoned proposition business, it’s a challenges to start a store new bid proposal cover letter from scratch, so below you’ll find an example. Hoping, it be give it one head start on your next great RFP response. 

Finished to start crafting your own RFP cover letter includes this style? Check out this RFP cover zuschrift template that follows all the best practices covered above. You’ll also find helpful instructions inside the template so you can quickly customize a to meet your needs.

RFP cover anschreiben template

Application cover letter past, sample proposal letter – fedex to state of utah.

If you simply look at the other RFP cover letter sample, make it the one. This sample lid letter and resultant proposal with FedEx is one of our favorits. Indeed, such request for proposal cover letter follows all the best practices. It includes:

• A specifics addressee
• An engaging opening line
• Excellent formatting and bullet points
• ADENINE statement of learn
• Simplicity, but discernible branding
• A genuine subscription

Sample request cover book – Insight Public Zone to Education Service Centering (ESCO)

This proposal cover letter example introduces Realization Publicly Sector’s response at ESCO’s RFP on technology software, equipment, services and solutions. The mailing fits on a lone page, reaffirms the company’s qualifications, and uses colorful bullet points to draw of eye to the company’s primary differentiators.

Proposal transmittal letter example – SunPower/GSRP for Town are Nantucket

The RFP response letter focuses on the experience and financial stability of the two vendors partnering to win the business. In addition, the letter confirms the company’s ability to meet the selected qualifications set forth in the RFP for global PV growth for onsite spirit generation.

RFP response cover letter sample – ISITE Design for Health Level Seven

Helpful RFP response resources

Looking for more instruments and information to help you write the perfect RFP response? Check the helpful resources below.

Guide to writing an executive summary

Do you know the difference bet the executive summary plus your RFP cover letter? Learn more in this blog that explores how till write an executive summary that stands out. 

Your personal guide to writing one winning executive summary

• Product & Best Practices
• Selling & Enablement
• Content & Storytelling
• People & Teams
• Business & Events
• Custom Stories

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Sample RFP Response Cover Letter

[YOUR NAME]

[YOUR COMPANY ADDRESS]

[YOUR COMPANY NUMBER]

[YOUR EMAIL]

[Recipient’s Name]

[Recipient’s Company Name]

[Recipient’s Company Address]

Dear [Recipient’s Position] ,

I am writing to submit our proposal in response to the Request for Proposal (RFP) issued by [Recipient’s Company Name]. As the Sales Manager of [Your Company Name], I am proud to present our comprehensive solution tailored to meet the needs outlined in the RFP.

Our team at [Your Company Name] has carefully reviewed the requirements outlined in the RFP and has developed a solution that aligns perfectly with your objectives. With over [number of years] years of experience in the industry, we understand the importance of delivering results-driven solutions that exceed expectations.

Our proposal includes a detailed overview of our approach, methodology, and deliverables, as well as a breakdown of costs and timelines. We have also included case studies and client testimonials that highlight our track record of success in similar projects.

At [Your Company Name], we are committed to providing exceptional customer service and building long-lasting partnerships with our clients. We believe that our solution not only meets the requirements outlined in the RFP but also provides added value that sets us apart from the competition.

Thank you for considering our proposal. We are confident that our solution will deliver the results you are looking for and look forward to the opportunity to discuss our proposal in more detail.

Cover Letter Templates @ Template.net

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Proposal templates, formats and tools: Create better RFP responses faster

Why you need the ultimate library for your rfp responses.

Product & Best Practices

Updated: Aug 17th, 2023

Responding to requests for proposals (RFPs) can be stressful. There are so many questions to answer. For instance, what information should you include? How do you make your RFP response memorable? What are the best proposal templates to use? How do you make your business stand out from competitors that offer similar solutions?  What should your proposal design look like? Where will you find the time to gather all the necessary information?

These questions are common. And, in this article, we’ll answer them as we cover these topics:

Investing in an RFP strategy

5 strategies to improve your rfp roi, the best proposal templates, excellent rfp response examples, recommended rfp outline, an inside look at proposal management software, tips and tools for proposal writing and design, rfp response best practices from experts.

• How to use your response toolkit

Naturally, everyone understands the potential value of winning an RFP. Unfortunately, far too often, businesses don’t concern themselves with the cost.

On average, most organizations spend 30 hours on every RFP response, and their win rate is only 10%. In other words, they respond to 10 RFPs, spending a total of 300 hours, before they win a single deal.

That’s a significant investment of time and money. And in some cases, it’s a gamble that doesn’t pay off.

The average cost of responding to an RFP

Let’s estimate the cost of creating an RFP response. It’s fair to assume that the RFP response work is done mostly by a proposal manager . On average, according to recent data from glassdoor.com , they average around $106,000 per year. Using that figure, we can quantify just how costly the proposal process really is.

Broken down by hour, proposal managers earn about $50.00. If they were the only proposal team members involved in the process, it would cost $1,500.00 to respond to an RFP.

However, you also must consider that many of those hours are worked by subject matter experts (SMEs) as well as executive reviewers and approvers. Typically, these experts and executives earn substantially more than proposal managers. With this in mind, it’s easy to create a picture of the true cost of creating proposals and responding to RFPs.

Additionally, when sales and marketing efforts are included to calculate the total cost, most organizations spend thousands more to win a single deal.

Mark Vignolo, Manager of Sales and Engineering at Viewpoint , faced this problem first-hand.

“Common RFPs we received had 200-300 questions, all listed in Excel. Issues really started to show up when we had to split those questions out to different people.” Mark said. “We tended to lose a lot of time just handing it off and bringing the information back.”

Fortunately, there are tried and true strategies for increasing the return on investment for responding to RFPs.

To improve RFP ROI, you must reduce proposal response time (efficiency) and increase proposal wins (effectiveness).

Here are the primary ways to accomplish those goals:

• Use proven proposal templates — RFP response templates give you a head start and a format to follow as you customize your proposal to meet your customers’ needs.
• Learn from RFP response examples — Sometimes, instructions in a template can’t paint the full picture. In that case, seeing a completed proposal example for a service similar to yours is helpful.
• Improve consistency with a response to RFP outline — An RFP outline ensures you include all the crucial elements of a proposal in the first draft. Consequently, it helps you avoid rework as the RFP deadline rapidly approaches.
• Leverage proposal management software with RFP automation — Proposal management software is transformative when it comes to speeding up your proposal process . Specifically, it centralizes your proposal content library, improves SME and executive collaboration, empowers RFP automation and streamlines workflows.
• Explore proposal tools to improve writing, design and messaging — There are a lot of great (and affordable) RFP response tools that speed your proposal timeline while improving your chances of winning the RFP.

Thanks to the knowledge and experience of our founders, internal RFP experts, customers and independent research, we put together a list of the best proposal templates, RFP response examples, proposal formats and tools you can use to simplify your RFP process.

Beyond the tools covered here, we can also learn how to create a successful RFP response process from customer stories .

The quickest way to consistently create RFP responses that work is by following a successful proposal template. Proposal templates offer a strong foundation to start from when building your proposal.

However, customization is crucial. No two RFPs are ever exactly the same, therefore, no two RFP responses should be identical. Remember, the organization you’re responding to has unique needs and challenges. Make sure you tailor your proposal messaging to best showcase how your business is the perfect fit to help them meet their goals.

Free marketing proposal template

Hubspot has dozens of free proposal templates geared toward any sort of organization. This marketing proposal template stands out as comprehensive and very well put together. 

It includes:

• Tips such as adding proposed team member headshots along with their titles and profiles
• A pricing calculator to help you avoid mathematical errors
• Step-by-step, fill-in-the-blank template for creating a proposal that engages your leads and demonstrates why it’s important for the client to use your company as a tool for success
• Proven, actionable messaging strategies that improve client conversion rates (and why what you’re saying is important)

5-page proposal template

This proposal template, created by consultant Jonathan Stark , is built for entrepreneurs, but it’s perfect for almost any organization. It was designed to “show you how to write proposals in a fraction of the time, increase your close rate and stop leaving money on the table.”

Jonathan Stark, the consultant who created the template, reports that he has closed “well over seven figures of business with this exact template.”

• How to structure the proposal
• How many options to provide
• Why you should focus on benefits, not deliverables
• How to anchor your prices to the outcome, not your hours
• What pricing terms to include
• What to negotiate — and what not to negotiate!

Additional RFP response templates

These sites also offer free proposal templates:.

• OpenOffice – Proposal and RFP response templates in Word and Office Suite compatible programs
• Proposable.com – Free downloadable proposal templates that are heavily designed and primarily focus on vendors who provide professional services
• Smartsheet – Offers RFP response templates in Word, Google docs and PDF
• Fedmarket – If you’re pursuing federal opportunities, this template is designed for government RFP opportunities and popular in the federal contracting world

If you’ve found a proposal template you like, but still need some inspiration for filling it out, look no further. These five RFP response examples come from five different industries. However, each of them is memorable thanks to their content or their format. For inspiration, explore these proposal examples and make note of the things that you liked or didn’t like. Then, add those to your proposal template.

LCG Pence Construction education construction RFP response example

While this proposal example doesn’t include all of our recommended RFP outline sections, it stands out for its professionalism and use of visual elements. Indeed, the cover page, table of contents and cover letter provide a good introduction. And, later in the proposal, the company provides bios with photos, project plans and charts to reinforce their expertise.

5by5 website design and development proposal example

The messaging in this proposal is what stands out. Indeed, the proposal is friendly, approachable and inspiring. In addition, 5by5 does a great job of highlighting key information like their business culture, a project timeline and straightforward pricing.

JanPro Cleaning Systems proposal example

This proposal example is very easy to read and includes bullet-pointed lists, short paragraphs and company branding. In addition, the company provides its standard cleaning contract to speed the closing process if selected.

KnowInk RFP response example for polling services

This proposal is a good example of a winning bid because we know this company went to contract with the customer. Government proposals tend to be fairly dry and visually uninteresting, so KnowInk stood out by using modern graphics in their brand colors. This sample RFP is heavily redacted due to the sensitive details included, but it still offers a good example of a proposal format that wins.

There is no one-size-fits-all proposal outline because some industries have particular requirements. However, there are key elements almost every proposal should have.

Below is a standard proposal outline along with professional tips and ideas to keep in mind while you’re writing. To create your outline, review the RFP and jot down a few ideas for each of these sections. Then, you can quickly work from your outline to create focused messaging that resonates with your prospect.

1. RFP cover letter

First things first — introduce yourself. Your RFP cover letter offers the buyer a first impression of your company. In addition, it can be used to create or deepen your connection with the customer, reinforce your expertise and quickly highlight your key differentiators. In the cover letter section of your RFP outline, you should include space for these main components:

• Greeting and introduction
• Summary of RFP needs
• Your qualifications and differentiators
• Thank you and closing

2. Executive summary

Executive summary best practices.

• Keep your message customer-centric
• Leverage your knowledge library
• Make sure it makes sense without the help of the proposal
• Follow instructions exactly

Ultimately, the executive summary helps the buyer decide if they’re going to continue reading, quickly skim your proposal or forget about it entirely.

More info: How to write a winning RFP executive summary—er, briefing (with template)

3. About us

The about us section — also known as the management overview — explains your story and qualifications. Brag about yourself a little. Set yourself apart from the competition by being creative about your strengths.

You aren’t small; you’re adaptive. You aren’t inexperienced; you bring a fresh new perspective. Be proud of your accomplishments. This is your time to shine, to show the client what makes you unique.

Without tooting our own horn, we think the About page on our website can give you a good idea of how to handle this section. Just like on a website, the about us section of your proposal is all about demonstrating your strengths and how those strengths will benefit the reader.

4. Answers to RFP questions

Specific customer questions and your responses are what make RFPs such a useful tool for comparing vendors. So, in this section, you’ll work to create winning RFP responses with your proposal team.

Pay attention to the content and length of your answers. While you want your answers to be thorough and customer-centric, you don’t want to make reading this section a chore. It’s always a good idea to check your proposal content library for similar questions you’ve answered in the past to save time.

5. Project schedule

Lay out the contract schedule using milestones and key dates. This will help the client visualize where they’ll be in the future.

What will their world look like? Detail when you will finish certain tracks of work and what outcomes the client can expect. Don’t get into specifics just yet—you can sort that out in the implementation plan.

6. Contract details

How will you manage the contract in terms of supervision, communication and quality assurance? What will you need from the customer to succeed? Will you conduct status meetings? How often? What sort of specific information will you report? Will the customer’s main contact transition to a customer success representative?

Use this section to reassure your customer that you have a strong process in place. Give them the outline of your plan to keep them engaged and satisfied.

7. Implementation plan

Here’s where you can sort out the details of your onboarding and roll-out plan. The work plan should tie into the overall schedule summary and will likely include some assumptions and time estimates. A matrix is a great way to display this information. Some people like to use week 0, week 1, etc. instead of specific dates. That is especially helpful if you don’t have a firm start date mandated. Just try to be as specific as possible. Other details to cover include:

• Risks or potential problems
• Location of the work or team (on-site, off-site)
• Project staffing (by name or job title)

You can’t expect to close a deal without working through the price. That’s where your proposal budget comes into play.

When creating a proposal budget, you must consider five key factors:

• Research and development
• Travel costs
• Operational expenses
• Profit margin

9. References and case studies

Key time-saving features of rfp response software.

RFP management software  is designed to make the proposal process more efficient and effective. There are a number of key features that make that possible. For example, an intelligent proposal content library to store RFP responses, a customized proposal template library, collaborative workflow tools and more.

We know that, sometimes, seeing is believing. So, below we’ll explore these features and provide an inside look at how they work in Responsive.

Proposal content management We’ve all heard that content is king. But it’s not enough to just create it; we have to be able to find it, update it and collaborate to optimize it. RFP software can help:

Your RFP system centralizes your RFP knowledge and answers , making it easy to find and update past responses. It also tracks edits, sends reminders to update responses and provides key RFP data.

Proposal template library Store and reuse your most successful proposals so you can quickly create consistent, winning RFP responses.

Collaborate with your proposal team and SMEs RFP response software is cloud-based. Consequently, version control becomes a thing of the past. Multiple stakeholders and SMEs can work on answers at the same time, making it easy to collaborate on proposals .

Manage the proposal process For proposal managers, RFP software makes tracking progress easy. RFP management dashboards provide real-time updates on each task. These are visible to contributors as well so they always know what to do next.

Ultimately, the important thing is that RFP Software should streamline the RFP process ⁠— saving you time and winning more bids.

In addition to RFP software, there are a lot of RFP response tools available to make your messaging more effective and your proposal process more efficient. Below you’ll find some of my favorites.

Guides to creating great content

10 simple edits that will instantly improve any piece of writing Let’s start with some basic guidelines for writing any kind of content. Hubspot created this post to serve as a quick reference and reminder for writers. It explores how to make your content readable, relatable and engaging.

A writing GPS: The step-by-step guide to creating your next piece of content This infographic, by the talented Ann Handley, walks through the writing process. From setting goals to reviewing, it provides guidance to ensure your final proposal achieves your goals and is error-free.

801 power words that pack a punch and convert like crazy Sometimes, simple word substitution makes a big difference. Rather than digging through a thesaurus, start with this post from SmartBlogger about power words. It offers a list of words that are impactful and leave a lasting impression.

Proposal design tools

Just like we dress for success, we should likewise ensure our proposals are both professional and visually appealing. Including photos and infographics engages the reader and illustrates your value and data.

Free resources for photos

• Unsplash — A constantly growing collection of free photos
• PicJumbo — Another great collection of photos including a wide range of subjects
• Hubspot — Hubspot put together an exhaustive list of free stock photo sites
• Gratisography – Unique and quirky photos
• Smithsonian Open Access — 2.8 million historic, iconic public domain photos

Free resources for proposal infographics and editing

• Canva — Free resource to create proposal templates and infographics
• Venngage — Source for easy-to-create infographics 
• Piktochart — Create attractive charts to illustrate powerful data

Of course, all of the above proposal templates, tools and RFP response format examples won’t do any good if you don’t know how to use them to create compelling content that helps you win new deals.

That’s why we’ve compiled advice from sales and marketing experts to help you develop proposals that win.

Be thorough, but simple

“Companies spend a substantial amount of time and energy creating an RFP that will level the playing field for their potential vendors and garner the exact information they need to reach a decision. Give them what they ask for. When we prepared our RFP responses, we were thorough, but simple. We made our pitch early and often, providing only the necessary details to illustrate why our company could add more value than our competitors. Including information outside of the set guidelines may cause your proposal to be bypassed.”

— Tom Gimbel, CEO, LaSalle Network

Address the challenges your prospect wants to overcome

“Instead of focusing on what you have to offer your prospect, your proposals should focus on the key problems your prospect wants to solve. In particular, the beginning portions of your proposals should address the challenges your prospect wants to overcome. This will effectively turn your proposals into working documents that outline specific client objectives—a powerful tool.”

— Marc Wayshak, founder of Sales Strategy Academy and best-selling author of Game Plan Selling

Don’t confuse your reader

“Acronyms, technical slang and other jargon will turn your reader off faster than a sleazy pitch. Don’t confuse your reader by trying to sound smart, that’s bad for sales and bad for you.”

— Mary Cullen, founder and president of Instructional Solutions and internationally recognized business writing trainer and executive writing coach

How to use your new RFP response toolkit

Feeling overwhelmed? Don’t worry. We covered a lot — from RFP response templates to proposal format advice, expert tips and more. But putting it all together is easier than you might think.

• First, select the RFP response template that works best for your situation
• Then, use the formatting advice to customize the content in the most effective way possible
• Next, evaluate which tools and technology will best support your RFP response process
• Finally, look over the expert tips and advice to ensure your proposal content is compelling, and persuasive and positions your organization to win

Not too bad, right? Now, you have all the tools and resources to efficiently and effectively respond to your next RFP.

• Product & Best Practices
• Selling & Enablement
• Content & Storytelling
• People & Teams
• Company & Events
• Customer Stories

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