“Think of the RFP issuer” is a piece of advice we have always given to RFP responders. Although responders put a lot of effort into their work, so do the teams evaluating RFP responses.
Both parties are spending hours and resources submitting and evaluating RFPs. In the spirit of saving everyone time and energy, we decided to step in and break down the barriers between RFP issuers and RFP responders.
We asked issuers to speak up about what they’re looking for in an RFP response. Listen to what they had to say, so you can impress your next RFP issuer with a standout RFP response.
What RFP Issuers Expect From Your RFP Responses
Maurice Harary, CEO at The Bid Lab
Don’t reinvent the wheel each time you receive an RFP—you should always store your responses in a database after you submit each bid. That way, you can build on existing content while tailoring responses to your individual bid.
Yaniv Masjedi, CMO at Nextiva
When I put out an RFP for an audit, I absolutely need impeccable formatting in your proposal. If I’m going to trust someone with the keys to our company’s backend, they better be able to tiptoe in, execute, then extract themselves without a single bit of data knocked out of place.
If you are sending in a proposal that is improperly punctuated or formatted, how can I possibly trust you with this job? It might seem strict, but I cannot spare the time to monitor your every movement. I need a firm which demonstrates flawless work.
Dr. Elliott B. Jaffa, Behavioral & Marketing Psychologist at Dr. Elliott B. Jaffa and Associates
As a behavioral and marketing psychologist, allow me to first say that most of your providers will tell you how painful your RFPs are if you are brave and self-confident enough to ask. Respond using conversational language rather than talking at the reader. Use no more than two subjects and predicates in each sentence. Most responders emulate William Faulkner.
Brian Sheehan, Marketing and Sales Manager at Hollingsworth
Winning RFPs are clear and concise—and backed with storytelling data. We look for both anecdotal and quantitative data to determine the success of the grantee. If the RFP is clear and concise, this saves us time in reviewing the stacks of RFPs that we receive. Also…
- Make your RFP responses easy to understand, straightforward, and impactful. For quality control, multiple reviewers should check responses before you submit. People want to make sure they’re working with the best organizations to further their mission.
- Have a clear budget and timeline. Ensure that your budget matches your deliverables. Create a timeline for the project and what to expect every week, month, etc.
- Adhere to RFP formatting requirements. Many RFP issuers will have specific formatting requirements, which may include: printing front to back, single sheet only, certain font size, number of words, forms that must be used, etc. A simple formatting mistake might disqualify you.
Chris Ciligot, Marketing Assistant at Clearbridge Mobile
An effective RFP should provide a high-level overview of your company. This includes answering: what products/services your company provides, who key stakeholders are, what industry or market you operate in, and most importantly—why your company exists and what problem you are trying to solve.
Reuben Yonatan, Founder and CEO at GetVOIP
Relevant recent work is important. Because everything about the internet is always in flux, we need to know that you understand best practices today…not best practices from five years ago. Spelling, punctuation, and grammar errors impact our decision. First impressions matter, so we make sure that every respondent to our RFPs can work to our quality standards.
Chris Stasiuk, Founder + Creative Director at Signature Video Group
The perfect proposal aims to satisfy every personality type at the decision-making table: trust and a clear definition of solutions for leadership, storytelling for the creatives, timelines for the process-driven folks, numbers for the accountants, and careful formatting for the procurement people. Do this and you will consistently win more RFPs.
Caitlyn Helsen, Project Manager at Watchdog Real Estate Project Management
Graphics really help! We understand there is a lot of information to report, but long narratives can be cumbersome and make the RFP response feel daunting. RFPs that convey information in a creative way are more dynamic, and therefore, the reader is more engaged in the actual content.
Ryan Glick, Co-Founder at Pixelayn Innovations
The majority of vendors I’ve interacted with over the past 15 years have used cookie-cutter RFP responses that they send to all inquiring businesses. Sure, it’s understandable to use standard responses for some RFP questions, but this shouldn’t be the strategy used for everything. Rarely do I see vendors take the time to research my business and adjust their responses to be more specific and meaningful. When a vendor provides responses that appear like they were written specifically for my company, this catches my attention.
John Hrivnak, President at Hrivnak Associates, Ltd.
The strategy worked in a very competitive marketing effort for a $220M project…
- Out-homework your competition.
- Use information from your homework to hit “their target” not “your target.”
- Confirm “their targets” with your account managers.
- In the cover letter, relay that you have heard them loud and clear regarding their needs.
- Put the name of each recipient on the cover letter to personalize. If you’ve talked with the RFP evaluator, add a hand-written note on the cover letter.
- In the executive summary, repeat “their targets” again and include a sense of urgency. (i.e. If they act now, you can prioritize their project in the queue.)
- Within the body of your RFP responses, always reiterate their questions followed by your responses.
- Judiciously weave in how you will manage the project to hit “their targets” throughout your RFP responses.
- Try to make time to edit your RFP responses.
Ready to impress your next RFP issuer? Schedule a demo of RFPIO to find out how our response management platform makes it easier for your content to stand out.