So you've found the perfect Request for Proposal (RFP) – a golden opportunity to showcase your expertise and win a new client. But securing the deal isn't just about having the best solution; it's also about how you present it. A flawless RFP submission can make all the difference.
Here are some best practices to ensure your next RFP submission stands out from the crowd:
1. Read, Re-read, and Understand Every Detail:
This might seem obvious, but it's the most crucial step. Don't skim! Go through the RFP multiple times, highlighting key requirements, deadlines, and evaluation criteria. Pay close attention to any mandatory inclusions, formatting instructions, and submission methods. Missing a small detail can lead to disqualification.
2. Start Early and Plan Your Attack:
RFPs rarely have a generous timeline. As soon as you decide to pursue an RFP, create a detailed project plan. Assign responsibilities, set internal deadlines for each section, and factor in time for reviews, edits, and final packaging. Procrastination is the enemy of a quality submission.
3. Tailor Your Response – No "Copy-Paste" Allowed:
Generic responses rarely win. Customize every section to directly address the client's specific needs, challenges, and goals as outlined in the RFP. Use their language where appropriate and demonstrate a clear understanding of their unique situation. Showcase how your solution is the perfect fit for them.
4. Be Clear, Concise, and Compelling:
Busy evaluators appreciate clarity. Avoid jargon and overly technical language unless specifically requested. Get straight to the point, use strong topic sentences, and break up long paragraphs. Use visuals (charts, graphs) where they can enhance understanding. Most importantly, highlight your unique value proposition and articulate the benefits your solution brings.
5. Proofread Meticulously (and Get a Second Pair of Eyes):
Typos, grammatical errors, and inconsistencies undermine your professionalism and attention to detail. Proofread your entire submission multiple times. Even better, have a colleague who wasn't involved in the writing process review it with fresh eyes. This can catch errors you might have overlooked.
6. Follow All Formatting and Submission Instructions Precisely:
This is where many good proposals fall short. If the RFP asks for a specific font size, page limit, file format, or submission portal, adhere to it strictly. Failure to follow instructions can lead to your proposal being discarded without even being reviewed.
7. Submit Ahead of the Deadline:
Technology can be unpredictable. Don't wait until the last minute to submit. Aim to submit your proposal at least a few hours, if not a day, before the official deadline. This buffer allows for any unforeseen technical glitches or last-minute adjustments.
The Takeaway:
A well-crafted RFP submission isn't just about answering questions; it's about building trust, demonstrating your capabilities, and showing the client that you are the clear choice. By following these best practices, you'll significantly increase your chances of moving from contender to winner. Good luck!
