Five Strategies to a Highly-Effective RFP Response

      Robert Coolidge
      President & CEO

At Encompass, we are fortunate to have had the opportunity to participate in countless RFPs over the years.  I’ve seen virtually every format imaginable – from one to two basic pages in a Word document to sophisticated, automated tools.  In the end, we win some and lose some, but always view RFPs as a valuable learning opportunity.

1.   Thoroughly Review the Client’s RFP Document – It may sound elementary, but before typing the first word, carefully read all of the client’s instructions and questions.  Most clients provide specific direction on how the response should be organized and answered.  Adhere to the requested format, and ensure all
questions are covered completely in your response – this is not the time to demonstrate your creativity by providing the client a response they didn’t ask for.

Many companies make the mistake of assuming they know what the client wants without taking the time to thoroughly read the proposal request. Submitting a
response that doesn’t follow the client’s outline or fully address their requirements will often be excluded from the next round of the RFP process simply
for not following instructions. If you have additional information you feel is essential to your response, include it as an appendix or attachment separate
from the main document.

2.  Brag on Your Company
– This is the perfect chance to sell your organization so don’t hold back. Consult with your internal subject matter experts to ensure you accurately capture the depth of your abilities for each of the client’s requirements – and do so with captivating detail.  At the same time, be wary of over promising and under delivering.  If you are awarded the business and can’t back up your claims of execution, you risk irreparable damage to your credibility – among many other issues (see #1 about thoroughly reviewing the client’s requirements).

 3.    Demonstrate Professionalism – Again, it may sound obvious, but before submitting your response, ensure your document is meticulously reviewed by someone other than the principle author for such basics as typos and grammatical errors.  Do not skip this step; even the best writers can miss mistakes after countless hours of preparation and reviewing.  Nothing conveys inadequacies and unprofessionalism like a document riddled with typos.  In addition, be sure to add a cover letter summarizing your competitive strengths as they specifically relate to the
client requirements.