How To Write A Request For Proposal Process, Templates And Checklist

Want to see what a stand-out executive summary looks like? Check out this executive summary template example for a guide. Give a high-level overview, summarize the most important parts of your proposal and prove you’re qualified to meet their needs. In this blog, I’ll break down an RFP response, section by section, to define the goals of each and explore how to accomplish them. Then, I’ll offer RFP response best practices as well as winning examples. Finally, I’ll conclude by exploring common challenges that come up during the RFP response process and how to overcome them. There’s nothing more frustrating than spending hours writing, editing and collaborating with SMEs only to find out you lost another RFP opportunity.

  • Confident vendor selection, happy stakeholders and more successful outcomes.
  • But how do you know if the provider will fit your requirements?
  • This is also where you can tell bidders how long the evaluation process will take when they’ll be notified if they were successful, and how soon they must deliver what they’ve promised.

Our COTS solution provides the Government with life-cycle savings of $250,000 in software development costs. Typos, style inconsistencies and abrupt changes in grammatical tense or tone can be incredibly distracting for your reader. Consequently, it’s important to review your responses and make sure they all work together and sound consistent. More than twice the number completed by their competitors. Use headings, subheadings, call-outs, and bullets to make your proposal easy to skim. And, remember to keep it simple so your responses can be read and understood by anyone.

Fewer Unqualified Vendors

In addition, it prevents the procurement team from wasting time reviewing responses from vendors that should have never replied in the first place. The City of Phoenix created this RFI to identify a criminal case management system . As early as the executive summary, the RFI contains language, shown below, encouraging vendors that don’t meet their requirements to avoid responding. Demand Metric designed this RFI template to help organizations evaluate advertising agencies. What makes it so valuable is that it asks responders to provide a list of current industry-specific clients, relevant success stories and potential conflicts of interest.

If you can engage a reader in any one of these areas, they are far more likely to take the time to read your entire cover letter. Ideally, it’s intriguing enough that they continue on to check out your executive summary and proposal as well. Designing a proposal is hard work, but you can make it much easier by starting from a template or by creating one of your own. In our example, we’re using custom variables like [Client.FirstName] to make it easy to modify proposal items that will change each time you send your content.

How To Write A Great Request For Proposal

If you compete in multiple markets, attach a document to your RFP organized by location that list competitors and how you compare. This section is one of the most important and it usually takes the most time. You’ll have to specify the size and clarity of the images to be transmitted and the necessary speed.


By asking a question (“What else do you think could be done here?”) and not simply emailing them a stock image for the homepage background, we get creative, non-obvious results. The RFP process raises a lot of challenges that, no matter how awesome you are, you’re bound to run into. A good overview of the RFP template and information to consider when going to market. Hmmmm I agree, as a former freelancer sending a good proposal after a handshake agreement was always paramount as to whether or not a deal went through or not. This section includes tasks that you’d like the bid winner to complete for the project.

How To Write A Great Request For Proposal

Knowing how to write a persuasive, captivating proposal is essential for success in many fields. There are several types of proposals, such as science proposals and book proposals, but each following the same basic guidelines.

List the project team and short biographies of each team member. If using freelancers or outside resources please indicate them as such; we reserve the right to approve/disapprove of selected resources. Proposals should include the information outlined in this section; our ability to interpret and apply your proposal to these questions will factor into our decisions. But the one thing you can do is emphasize the value of choosing your proposal over that of your competitors. These differentiators are often the key to winning in a competitive process.

Note Your Timelines

In this post we will show you how to write a request for proposal. To help you provide your development team with the essential Spiral model information on your project. And provide examples of software development RFP you can use as reference or even a template.

You’ll want to include phrases such as “The award will be given to X firm,” with the “X” establishing how you’ll determine the best candidate. All of HubSpot’s marketing, sales CRM, customer service, CMS, and operations software on one platform. You have been invited to submit a proposal for PROJECT in accordance with the attached request for proposal . Finally thank the person for their interest in your project. They’re going to put in a lot of work and make a financial commitment to their proposal, and so are you. Beyond receiving their letter of intent, the cover letter kicks that relationship off on the right foot.

People often view RFPs as a catch-all, but they actually serve a very specific purpose. Depending on your needs, it may be better to use a multi-step process or to issue a different request altogether. That’s why it’s critical that you understand the difference between the most common RFx documents. how to write a great request for proposal In this blog post, I’ll give an overview of the RFP basics. Finally, you’ll get a helpful list of sample RFP templates, examples and tools to inspire and improve your next RFP. Target launch date and required deliverable dates – include any dates that you need the project to meet.

Proofread The Proposal

Secondary objectives are other goals that you hope your project achieves. You need to make sure that you think about your audience and what they might already know or not know about your topic before you begin writing. This will help you focus your ideas and present them in the most effective way. It’s a good idea to assume that your readers will be busy, reading in a rush, and not predisposed to grant your ideas any special consideration. Another great video overview from Professor Mark Wolters. This quick 10-minute video offers a specific example and overview of how to write an RFP.

How To Write A Great Request For Proposal

While these templates and examples may cover situations similar to yours, no two procurement situations are exactly the same. Once you’ve gathered responses to your RFI, you can use the information you’ve obtained to create Software construction a request for proposal . RFPs are similar to RFIs, except they contain more specific questions and they imply an intent to purchase. Do you know the difference between the executive summary and your RFP cover letter?

Define The Problem Your Proposal Will Solve

Indeed, most proposals also include a number of other elements that will generally appear in a specific order. If you don’t intend to create a legally binding contract from your proposal, be sure to note that in your document and prompt the reader to contact you to move the process forward. Depending on your goals and your sales process, you need to be very careful in this section. In many jurisdictions, proposals are considered legally binding contracts if they meet the criteria for a contract.

An ideal RFP would clearly specify all the requirements pertaining to your website. Please provide an unsigned copy of your standard service contract for our review and any additional stipulations of which we should be aware. Describe in detail the firm’s proposal to address the requirements outlined in this RFP, including details such as technologies to be used. PandaDoc helps you take the sting out of the RFP process by streamlining your response Requirements engineering time, providing powerful analytic insights, and much more. By learning how your document is handled, you can continue to streamline your proposal success by improving pages that are routinely ignored and figure out your next best step. Every proposal that you send is a learning opportunity for your business and for your team. Bring them on early in the process and give them time to formulate a response and provide feedback on how to move forward.

Additionally, make sure you have the resources and time to research foundations and grant writing opportunities for your organization. Really ask yourself if your organization has the capacity to accomplish what is asked. Ask the vendors about their vision of the project and their ideas about the best solutions to your problems. Finally, we get to the part for which this document was created.

A call to action is a request for your recipient to take additional steps and creates an urgency for them to move forward. This action might be to simply reply to your proposal if they would like to speak further. Keep your audience in mind and use terms, tone and details that will resonate with them. Preliminary research on company websites and social media profiles will help you learn the best language to use and content to include. A project proposal exposes a project’s planning to a new audience. This new audience may be able to see risks or challenges the project proposal’s writer did not.